This is the updated collections process for travelers who have outstanding balances owed back to the university for personal/non-reimbursable charges on their TCards.
If any faculty, staff or students submit checks to the our office for this reason, please forward the checks to the bursar’s office and let her know that you have done so. Per our new process, Travel issues invoices to travelers invoices via email with the balance they owe and encourage them to pay online via the UConn marketplace. However, if travelers send the checks to the Business Center and it gets deposited directly back on the KFS account charged, they do not receive notice of that. As such, the traveler will still appear on their reports with a balance owed and will likely continued to be contacted when statements are issued.
Essentially, instead of directing Traveler’s to send the check to the Travel Office for these personal/non-reimbursable charges we can let them know to wait until they receive an invoice.
If any faculty, staff or students submit checks to your office for personal/non-reimbursable charges because they are not aware of the new policy, please fill out the cash receipt form and send it to the bursar’s office. Let Madison Ferraro know you have done so by sending her an email here.
Timelines for these invoices:
Depending on when the report was actually finalized, it could vary the timeline. Maddie Maddison typically runs the report every two weeks for collections and then makes invoices. Once this shows up on her report, it would be about a week or so before the traveler receives their invoice. If you don’t receive it within the next two weeks, please don’t hesitate to follow up with MaddieMaddison.
Please note that this process is just for TRAVEL, any personal pro-card expenses must have a check written to the University of Connecticut, referencing the report it applies to, and sent to University Business Services ATTN: Nancy Patrylak. Here is the address:
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