Accounts Payable & Disbursement Operations: Travel
Accounts Payable provides the highest level of customer service to ensure compliance with all policies and procedures including Internal Revenue Service requirements, state coding requirements and prompt payment. As a state agency, NOVA is required to pay for all delivered goods and services by the required payment due date established by the terms of the contract. If no contract exists, NOVA is required to pay invoices 30 calendar days after receipt of a proper invoice or 30 days after receipt of goods/services, whichever date is later.
Invoice processing for Accounts Payable is primarily governed by the Commonwealth Accounting Policies and Procedures (CAPP) Manual (section 20310-Expenditures). (PDF)
Effective July 1, 2014 all Travel Requests (pre-approval), Travel Expense Reports and Travel Advance Requests must be submitted through Chrome River. BEFORE you can use Chrome River you need to request a password by submitting an email request to AskAP@nvcc.edu. Once you receive your temporary password from AskAP, you can log in to Chrome River, change your password and set up your account.
Chrome River Training
Chrome River training is available to you to practice and learn the process before working in the Production Environment and submitting actual travel requests and documents.
The College reimburses travel expense is based on state travel regulations, which can be found in the CAPP Manual (section 20335-State Travel Regulations). (PDF)
New Mileage Rate – Personal Vehicle Use (effective January 1, 2014)
The mileage rate for travel paid or incurred as of January 1, 2014 is .56 cents per mile when daily mileage is less than 100 miles OR when a cost benefit analysis indicates that using a personal vehicle is less expensive than using the Enterprise Rent-a-Car contract. For travel where mileage is 100 miles or more per day and when no cost benefit analysis is provided or the analysis shows the Enterprise Rent-a-Car is the more cost effective method, the rate of .246 cents per mile will be the reimbursement rate.
Payment Processing Guidelines
Fiscal Year 2015 eVA Exclusion List (PDF)