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Home > Mountain Finance Branch > Tips for Better Service |
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Tips for Better Service | |||||||||
Vouchering | Departmental policy requires employees to submit a properly prepared and approved
Travel Manager travel voucher to the designated payment office within five (5) working days after the completion of travel. Travelers must submit receipts for:
Call the Mountain Finance Division Help Desk for Travel Manager assistance: (303) 497-5307 or (303) 497-6195. |
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Travel Management Center (TMC) | Travel policy states that TMCs must be used for lodging and rental car reservations. Contact ADTRAV for airline ticket, lodging and car rental reservations at 866-430-8929. Fax authorizations to 205-949-4233. Charges:
Contact the SATO San Antonio Reservation Center for airline ticket, lodging and car rental reservations at 800 736-9899, fax 877 905-9646. SATO will make the airline reservation but will not issue a ticket without a travel authorization. Charges:
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Travel Information | Links to: The Government Travel Credit card is required ONLY if an employee travels at least 6 times a year. Obtain government travel credit card by contacting:
Types of Misconduct with the Government Travel Card which can result in reprimand to removal:
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Relocation | MASC Finance handles the reimbursement of travel vouchers for permanent
change of station claims. MASC Finance also will contact the carrier to set up the shipment of household goods.
Items covered under a permanent change of station move:
No travel advances are issued. The employee must use his/her Government travel charge card. Vouchers should be filed 5 days after arriving at the new duty station and 5 days after closing on the sale or purchase of a home. Temporary quarters vouchers should be filed no later than every 30 days. Use the correct accounting on Government Bills of Lading documents For more information, (1) go to the MASC Financial Management Division page and look at the permanent change of station file, (2) read the permanent change of station package that Human Resources Division sends to each relocating employee, or (3) call the MASC relocation representative, Steve Tatum, 303-497-6199. |
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Vendor Payments | Most vendor payments are subject to the Prompt Payment Act; meaning the
vendor is paid 30 days after the receipt of a proper invoice.
There are instances where accelerated payment methods may be used; (a) single invoice under $2,500 (b) Small Business (as defined
in FAR 19.001 48 CFT 19,001), (c) Emergency payments and (d) Fast Payment (payments without evidence that supplies have been received). Vendors
shall be entitled to interest penalties if invoice payments are made after the payment due date.
Contact your servicing Finance or Acquisition Division for further guidance. Utility bills are exempt from the Prompt Payment Act due to interstate regulatory tariffs and are paid upon receipt of the properly certified bill. Accounts payable documents are processed in the Commerce Administrative Management Systems (CAMS). Be sure to send a receiving report either partial or complete upon receipt of goods or services for One-Time Purchase Orders
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Purchase Cards | Cardholders should complete the purchase card ordering log for each purchase card transaction. Cardholders should submit their statement to their approving official within five (5) days after receipt.
Cardholders should verify the accuracy of the default accounting codes to ensure proper recording of "swept" purchase card transactions. Monthly statements should be reconciled in the Commerce Purchase Card System (CPCS) by the 23rd of each month. Cardholders should maintain their monthly statements for 6 years and 6 months. Cardholders must use the proper accounting object class code for budget and property purposes. Use the NOAA Finance website to refer to the object class listing. Cardholder should complete a 'Government Cardholder Dispute Form' for disputed or questioned transactions with merchants. Send the dispute form along with supporting documentation to the Commerce Bankcard Center. Employees can obtain the dispute form on the CBC website at www.casc.noaa.gov.cbc/forms. Negligence or intentional use of the account for other than official Government business, will be considered an attempt to commit fraud against the U.S. Government and will result in immediate cancellation of the account. |
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Last update 3 April 2008
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