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To:     Deans, Directors, and Department Chairs

From:  Dr. Richard L. Mann, Vice Chancellor for Finance & Administration

Date:  September 4, 2009

In the near future, Procurement Services will implement two changes that will both increase efficiencies for campus departments and provide improved turnaround time for campus travelers.  They are as follows:

1)  Employee Reimbursements – Effective October 1, 2009, the University will begin using the electronic payment process as the only method of employee reimbursement – travel and non-travel.  This method of reimbursement provides increased efficiency in the payment process, reduces costs, and promotes sustainability. Reimbursements will be deposited to the same account as an individual’s payroll, unless the individual files a separate authorization form with Disbursement Services.  An individual who would like their reimbursement deposited into a different account should complete and submit the form linked here.

2)  Certified Travel Preparer Program – Effective December 1, 2009, all business managers preparing travel authorization/reimbursement documents will be required to comply with the University’s Certified Travel Preparer Program.  Previously the program was optional.  Since the program’s inception in 2001, campus departments participating in the program realized improvement in processing turnaround time for the traveler, a reduction in errors, and an overall improvement in compliance.  The program requires an individual who prepares travel authorization/reimbursement documents to attain a certain level of knowledge about State travel policies and procedures. Travel document preparers who need certification should contact Fahir Zulfikar at 919-843-5098 or

If you have any questions about these changes, please contact Martha Pendergrass at 919-843-5048 or

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