Financial Operations is implementing a mandatory direct deposit program for employee travel advances, travel reimbursements, and miscellaneous reimbursements.
As we continue to improve the travel advance and reimbursement process for the main campus and VIMS, the Financial Operations office is implementing a mandatory direct deposit program for employee travel advances, travel reimbursements, and miscellaneous reimbursements. Before the end of March, all William and Mary and VIMS employees with payroll direct deposit will be automatically enrolled in the accounts payable direct deposit program.
The accounts payable direct deposits will be to your primary payroll direct deposit account. The primary direct deposit account is the payroll direct deposit account that is marked as “Remaining” or “100%” on your Banner Employee Self-Service Direct Deposit Breakdown. Employees are encouraged to review, and update if desired, their direct deposit allocations via the Payroll office’s direct deposit authorization form.
To view your direct deposit account(s):
- Log on to Banner Self-Service
- Select Employee, Pay Information, then Direct Deposit Breakdown
- To modify your payroll direct deposit information, provide the Payroll office with a completed direct deposit authorization form and attach a voided check.
How this program works:
- For Travel Advances:
When employees are planning to travel and wish to obtain a travel advance, the process begins as usual with the travel authorization form. A travel authorization form (revised June 2013) has been developed that includes the promissory note for the travel advance.
Upon completing the travel authorization form, the employee must provide the original form via campus mail or hand delivery to the Accounts Receivable office, located in Blow Hall, Room 101, (or cashier for VIMS) 10 days prior to the date the advance is needed. The Accounts Receivable office or VIMS Cashier will initiate the processing of the travel advance. Once the advance is processed and direct deposited into the employee’s primary account an email will be sent to the employee’s William and Mary email with a PDF payment advice indicating the payment details. Employees will no longer need to pick up the travel advance at the Cashier’s office.
- For Travel Reimbursements:
The process begins as usual with the completion of the Travel Expense Reimbursement Voucher (TERV) in accordance with College travel regulations and submitting the TERV to the Travel Office in the Mount Vernon building or VIMS Accounts Payable Office in Watermen’s Hall. The traveler must include the advance information on the TERV. The Travel Office will match the advance information provided in the TERV to the system travel advance information and deduct it from the reimbursement, and then deposit any remaining balance to the employee’s account. An email will be sent to the employee’s William and Mary email with a PDF payment advice indicating the payment details. If the travel reimbursement is insufficient to repay the advance, the employee will be notified to make payment to the Accounts Receivable office or VIMS Cashier.
- For Miscellaneous Reimbursements:
The process begins as usual with the completion of the Vendor Payment Form (VPF) in accordance with the College’s vendor payment policies and procedures and submitting the VPF to the Accounts Payable Office in the Mount Vernon building or VIMS Accounts Payable in Watermen’s Hall. An email will be sent to the employee’s William and Mary email with a PDF payment advice indicating the payments details.
Identification of Primary Direct Deposit Account:
Direct Deposit Email and Remittance Attachment:
From: W&M Accounts Payable [mailto:firstname.lastname@example.org]
Sent: Thursday, January 30, 2014 10:40 AM
Subject: Direct Deposit Payment Notice - 01/28/14
A payment has been processed on your behalf in the amount of $614.12. This payment will be deposited into your bank account on record in Banner. The funds should be available in your bank account within 2-5 business days. Please check with your financial institution if you have questions about the timing of funds availability.
The attached document provides the details of this payment. Explanation of the Description found in the attached document:
BMR: Business Meal Reimbursement
TAD: Travel Advance
TRE: Travel Reimbursement without an Advance
TRA: Travel Reimbursement with an Advance
TAP: Travel Advance Payback that will partially or fully pay off your travel advance
Dates: trip start date - trip end date
Please contact the following departments if you have any questions regarding this payment:
Travel Advance: Accounts Receivable, (757) 221-7697 Travel Reimbursement: Travel Office, (757) 221-3445 Non-Travel Payments: Accounts Payable, (757) 221-2838 Bank Account Information: Payroll, (757) 221-2842 VIMS Travel Advance: VIMS Cashier, (757) 684-7040 VIMS Payments: VIMS Accounts Payable, (804) 684-7034
NOTE: The attached document is in Adobe PDF format. If you cannot read this document, please download the free Acrobat Reader at http://www.adobe.com/acrobat.
A. Travel Advance Direct Deposit
B. Travel Expense Reimbursement Direct Deposit
New Travel Advance with Promissory Note: