VCU Travel & Expense Processing Cheat-Sheet

Leave CT (Central Travel) rows blank; fees are standard $5$ (self-book) or $27$ (agent) and rarely need detail.
Sort sheet by Org/Index, then by Invoice (doc# begins with I); process one index at a time.
Travel expenses appear as CT or lodging/meal lines; copy description from Banner, not from Inverse Analytics.

Form: FGITRND (Transaction Detail).
1. Enter Index ➜ F3 ➜ Go.
2. Locate account (e.g., lodging $638076$ , meals $681001$ ).
3. Select line, press F3 ➜ Go ➜ Next Block to view invoice packet.
All trip expenses share the same invoice (document) number—use to match lines on NPS.

Airfare & $5/$27 agency fees are charged to VCU’s travel card, then JV-allocated to indexes monthly.
Detail rarely recoverable inside Banner; acceptable to list “Agency travel fee” only.
For deeper matching, extract PNR code (4-6 chars in NPS description) and cross-reference travel-agency spreadsheet or Chrome River Pre-Approval report.

From Banner invoice, copy PO# ➜ paste into RealSource ➜ Invoices tab.
Open invoice to see shipping/handling lines (often $38$ , $20$ etc.) not visible on PO header; copy concise item description for NPS.

Bank of America Works ➜ Transactions ➜ Auditor view.
• Filter by Vendor name (fastest) rather than card ID.
Default expense code $620002$ (Undistributed P-Card).
• Cardholder must reallocate to correct account before import (cycle ends $15$ , cutoff $23$ ).
• Missed reallocations require JV after import.
Business-meal documentation: itemized receipt, business purpose, # attendees; alcohol never allowed on A-ledger; must stay ≤ $200\%$ of GSA per-diem.

Office supplies: must use Supply Room Company PO (code $620012$ ); do NOT P-Card elsewhere.
Unallowable on state/donor funds: employee gifts, flowers, retirement parties, etc.
Alcohol allowed only on 6-ledger (local) funds and never on state funds.

GSA CONUS per-diem table: search “GSA CONUS” ➜ enter trip ZIP code.
Banner account codes cheat-sheet (esp. $638076$ lodging, $681001$ meals).
Unallowable/allowable cost chart on Procurement site.
Flight lookup: Google “airline + ticket/flight number” to confirm cities when needed.

Use copy-paste in Banner invoice block; repeat description down NPS quickly.
Make yourself delegate in Chrome River to view travelers’ pre-approvals/expenses directly.
Inverse Analytics is comprehensive but cluttered—export to Excel and use queries for PNR or index matching.
Create chat group with colleagues for on-the-spot questions; leverage shared experience.