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Direct Deposit of Travel and Petty Cash Reimbursements

The Appropriations Act requires employees who travel more than twice each year to be reimbursed electronically.  This mandate is an integral part of the statewide effort to reduce administrative costs.  To assure full compliance with this law, all employees must sign up for direct deposit of travel reimbursements.

Old Dominion University can no longer issue travel reimbursements via check.
 
All travel reimbursements will be issued through direct deposit.

All petty cash reimbursements greater than $50 must be electronically deposited into the employee's checking or savings account as directed on the Old Dominion University Accounts Payable Travel and Petty Cash Reimbursement Direct Deposit Enrollment Form.

All employees in your department who will be traveling or receiving a petty cash reimbursement for personal expenses should complete the ODU Accounts Payable Travel and Petty Cash Reimbursement Direct Deposit Enrollment Form. To avoid travel expense/petty cash reimbursement delays, please submit the completed forms to Linda Wallace in Accounts Payable as soon as possible.

If you have any questions, please contact Gloria Boone, Acting Payroll Manager, at gboone@odu.edu.

Frequently Asked Questions

Why is Old Dominion University processing employee travel and petty cash reimbursements via direct deposit?

      We have had many requests from employees to have their travel and petty cash reimbursements direct deposited into their bank account. Direct deposit is an added benefit to ODU employees. In addition, the General Assembly in the Appropriation Act Section 4-5.06F5, required "State agencies shall identify all employees likely to travel on official business of state government more that twice per year and shall reimburse such employees for their travel costs using electronic data interchange. Any exceptions to this requirement must be approved by the affected cabinet secretary."

Why do I need to complete a separate Travel/Petty Cash Reimbursement Direct Deposit Enrollment Form?
      To ensure that your travel or petty cash reimbursement is direct deposited into your checking or savings account properly.

When should I complete the Travel/Petty Cash Reimbursement Direct Deposit Form and where should it be sent?
      You should complete the enrollment form as soon as possible and no later than when submitting your first travel or petty cash reimbursement voucher to Accounts Payable. If your banking information changes - please submit a "change" to Accounts Payable so that your reimbursement will be deposited into the proper account. Your form should be sent to Linda Wallace in Accounts Payable.

When can I expect to receive my travel/petty cash reimbursement in my bank account?
      Travel/petty cash reimbursements will be electronically deposited into the employee's checking or savings account. Employees who have an active Old Dominion University e-mail address (i.e., name @odu.edu) will be notified via e-mail when the funds have been deposited into their account. A Travel/ Petty Cash Reimbursement Direct Deposit should be in the bank on the following Thursday after it is processed, with the exception of holidays.


Where can I find the ODU Accounts Payable Travel and Petty Cash Reimbursement Direct Deposit Enrollment Form?

The form can be obtained on the web (click on the link above).

How can I find out if my travel or petty cash reimbursement has been processed?

      If you need to see if your reimbursement has been processed, you may contact the person in your office that monitors budget information in Banner. If they have the appropriate access, they can look at the vendor history form in Banner, FAIVNDH, and look for document numbers starting with an "8".

I have direct deposit for my paycheck. Do I need to submit a separate form for travel and petty cash reimbursements?
      Yes. You should complete a separate direct deposit enrollment form for your travel/petty cash reimbursements.

What about departmental petty cash reimbursements - will they be reimbursed via direct deposit?
      No. Since departmental petty cash reimbursements to a petty cash custodian are not personal in nature, those reimbursements will continue to be done via a check issued to the custodian or as a deposit to the appropriate bank account in the case of the teletechnet sites with bank accounts. This represents no change to current procedure.

What about departmental change funds - will they be reimbursed via direct deposit?
      No. There will be no change in the current procedure for departmental change funds.

Is there a way to "opt out" of direct deposit for travel/petty cash reimbursements?
      No. All travel and petty cash reimbursements made to employees after November 1, 2004, must be sent to them via direct deposit. ODU will not offer an "opt out" feature for this benefit.

I have only a savings account, and no checking account. How does this work with the new process? My account is with the ODU Credit Union.
      The direct deposit for travel/petty cash works just as it does for payroll direct deposit. The A/P Direct Deposit Form has a check box to select either a checking or savings account. At the ODU Credit Union, you can have a savings account (this is the regular type of account that is normally set up when you become a member) and you can also have a checking account. Simply select the appropriate box on the A/P Direct Deposit Form that indicates whether you want your reimbursement to be direct deposited into your savings OR your checking account. This applies to all bank accounts, not just to your ODU Credit Union accounts. In the case of savings accounts, please be sure to provide your savings account number and bank routing number or attach a statement from the credit union or bank stating your correct account number and bank routing number.