All ISU air tickets purchased by means of an Air Travel Requisition form at one of our contracted travel agencies are charged to ISU's American Express card account. The monthly intramural billings of air tickets are based on the monthly report from American Express. The May 31 American Express statement is the statement used to do the intramural tickets that are posted in late June. These are the last intramural air ticket charges posted in the fiscal year that ends June 30. (June payments by voucher, of course, will be posted in June.)

Fiscal Year-End Cutoff for Intramural Air Ticket Charges

To make sure that your air ticket is included on the May 31 American Express statement you must have the ticket issued by May 26, 2006. Tickets ordered between May 27 and May 31, 2006 may be posted in this fiscal year, but we cannot guarantee it. Tickets ordered after May 31 will not be billed until the next fiscal year. By June 6, 2006 we should have received the American Express statement that tells us which tickets will be billed this fiscal year. If you need to know before the intramurals are posted later that month, you can call Bill Cahill at 294-5181 to confirm whether a particular ticket will be charged.

Transfer for Intramural Tickets Not Charged

The Accounting Office will run a report of all air tickets that are 1.) encumbered against state funds (1XX and 7XX) and 2.) for departures dates in the current fiscal year. If your state-funded account has funds available to cover the air ticket charge, we will make an entry (an RET) to charge the air tickets to this year's budget. The RET will be posted as a June transaction on approximately July 6. You will not receive a copy, however, the description on your statement will read "RET to 202-0054." The RET will be reversed in July, thereby returning the funds to your department to cover the actual intramural charge in the new fiscal year. If your balance is negative or insufficient to cover the air ticket charge, no entry will be made.

Deferring the Charge to the Next Fiscal Year

If you need to order an air ticket in May but do not want to charge this year's budget on a state funded account you can use the account number 202-1309 on your Air Travel Requisition form. Also, please fax a copy of the Air Travel Requisiton form to Bill Cahill (294-3401), and include a note about the number (not 202-1309) to be charged in the next fiscal year, as he will need to make an entry to move the charge.

Tickets ordered in June for departures after June 30 automatically are deferred into the next fiscal year as described above, and no special notation is needed.

Please call Bill Cahill at 294-5181 if you have any questions.