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The B.E.S.T. Bulletin

Business Expense Survival Tips

- February 2009 -

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  2009 Study Abroad

 

The Office of International Education is gearing up for the 2009 Study Abroad season.  If you are participating in an International Study Abroad trip this year the CMU business credit card is a safe and convenient way to pay for your expenses while traveling internationally.  Here are a few tips while  planning your travel abroad:

  • Confirm that the credit limit on your business credit card is set at an adequate amount for the duration of your trip and monitor the balance that is charged on your card prior to departure.  If you do not know your credit limit, you may contact the Payroll/Travel Office for this information.  If you need to increase the amount of your credit limit there is a “Credit Limit Change Request” form at www.controller.cmich.edu/downloads/forms.htm#CreditCards .  This form requires your signature and a senior administrator signature.
  • Even though the CMU Business Credit Card is accepted worldwide, there are still remote areas that do not accept any credit cards.  If you have a contact person or guide in the area you are visiting, you may want to inquire about credit card acceptance.
  • Be particularly vigilant while traveling internationally with your business credit card.  Replacing a lost or stolen credit card on campus can be handled quickly and easily.  Shipping a replacement credit card internationally would be a much more difficult task.
  • If you are planning a budget for study abroad travel,  keep in mind there is a 1% international transaction fee for every charge made on your business credit card while traveling abroad.  No back-up documentation is required for these fees when compiling  your business card reconciliation form.
  • If your study abroad travel is going to extend beyond the 15 th  of the month deadline for the business card reconciliation form, please contact the Payroll/Travel office with your travel dates before you depart.  Also indicate when your documentation will be turned in; this will eliminate late notices.
  • The Payroll/Travel Office works closely with The Office of International Education to ensure that Study Abroad participants are well informed and prepared before they travel.  If you have any international travel questions not related to the business credit card they should be directed to the OIE.

SDOL Transaction Maintenance

As all CMU Business Credit Cardholders and SDOL users are aware, if credit card transactions need be moved to the correct cost center or WBS, this must be done before the scheduled month-end deadline posted on the controller’s website.  After the deadline these transactions are downloaded to SAP.  If a non-existent cost center or WBS account is used in SDOL, this will result in errors when downloaded to SAP.  These errors must be corrected before the process can continue.  The Payroll/Travel office attempts to contact individuals during the month concerning errors to streamline this process, but ultimately, it is the cardholder and/or SDOL user that is responsible for correcting the errors to their account.

 

Statistics for the January Statement Period ( 12 /25/08 to 1/ 24/0 9 )

Total Spend                                         $554,474.82

Total Number of Transactions                         3,269

Average Charge                                         $ 169.62

Open Credit Cards                                             784

Cards with Activity                                           485 

 

Thanks,

Payroll and Travel Services

Cindy Smith     7363     smith1cl@cmich.edu

Chris Zalud      3525     zalud1ce@cmich.edu

Kim Wagester 7388     wages1ka@cmich.edu

Sara Yonkey    3797     yonke1sl@cmich.edu

Mary Hill          3481     hill1mm@cmich.edu