"Frequently Asked Questions"

01. Q. I keyed my purchase order on-line and did my receiving report; why hasn't my invoice been paid?

A. - Most likely for non-receipt of invoice. Sometimes a department will receive the original invoice, thinking the vendor mailed a copy to Accounts Payable and the department's copy was the only copy sent to the University. So if you received an original invoice, please forward it to Accounts Payable.

02. Q. I made a purchase with my GE MasterCard Corporate Purchasing Card and I do not see the charge against my account. Can you tell me why?

A. - The billing date for GE is between the 15th and 17th each month. If the vendor did not forward the charges to GE in time, it will not appear on the billing statement until the following month.

03. Q. When is the Travel Authorization Form necessary?

A. - Travel Authorization Form must be prepared for any overnight travel.

04. Q. Where can I find International rates?

A. - Rates for cities and countries outside the 48 contiguous states can be found at www.state.gov/m/a/als/prdm by choosing the appropriate year in the left-hand column and then the current updated Maximum Travel Per Diem Allowance for Foreign Areas. If a specific city is not listed, use the "Other" rate shown for that country. The M&IE portion of the maximum per diem rate covers the cost of meals as well as incidental expenses.

Printouts of appropriate rates for the time of travel must be attached to the travel voucher for reimbursement.

05. Q. Why hasn't my "Pre-pay" been paid?

A. - Departments must notify Accounts Payable by forwarding a copy of the Purchase Order with the necessary documentation clearly indicating "PREPAY" as well as what is being ordered and must be subsequently mailed to the vendor. Make sure the Remit To address is on the vendor documentation.

06. Q. How do I buy a cell phone and related services?

A. - See Appendix 1 "University Cell Phone Policy and Procedures" in VCU Financial and Budget Administration Policies and Procedures (Section 6 - Purchasing Activities) at http://www.vcu.edu/procurement/Chap_6a.pdf.