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Travel Expense Form Instructions

Travel Expense Form Instructions

  • List estimated amounts and receive supervisor's approval prior to departure.
  • Familiarize yourself with the university's travel regulations (Policy #1986-118A) prior to departure.

 

Travel Expense Form - Detailed Instructions

Line #

1          Enter complete name of traveler, phone number and university department.

2          Enter employee number and e-mail address.

3          Enter the purpose of travel being as specific as possible.

4          Enter the city and state where the majority of time will be spent by the traveler.

5&6     Enter the estimated departure date and time prior to departure. Enter the actual departure date and time upon return from the trip on the pink copy of the travel expense form.

7          If you would like the Accounts Payable department to prepay your conference fee, enter the date that the check should be issued as well as the payee, mailing information, and amount of payment (the amount should be entered in the "estimated" and "prepay" columns). Attach the conference registration form that should be sent with the check to the travel expense form.

If you will be paying the conference fee directly, and expect reimbursement after the trip, list the amount in the "estimated amount" column and DO NOT complete the payee, mailing information, and due date areas. You must obtain a receipt to be reimbursed the expense. Upon return from the trip, list the actual registration amount in the "actual amount" column on the travel expense form.

8          If you would like the Accounts Payable department to prepay your transportation, enter the date that the check should be issued as well as the payee, mailing information, and amount of payment (the amount should be entered in the "estimated" and "prepay" columns). Attach the invoice that relates to these costs to the travel expense form.

If you will be paying the transportation costs directly and require reimbursement before the trip, list the amount in the "estimated" and "prepay" columns and DO NOT complete the payee, mailing information, and due date areas. You must obtain a receipt to be reimbursed for this expense. When you wish to be reimbursed, list the actual amount paid in the "actual amount" column on the travel expense form.

9          Enter the name of the hotel in which you will be staying as well as the city and state in which the hotel is located. Enter the hotel cost for all nights of the stay in the "estimated amount" column. Reimbursable hotel rates are limited to the amount listed on the current rate page plus tax for non high cost areas. Lodging costs for locations listed as high cost areas are listed on the subsistence rate - high cost areas page.

10        Lodging costs in excess of the maximum are authorized as follows:

  • When lodging cannot be located with a reasonable effort within the maximums listed above. The traveler must indicate on the travel expense form two other hotels that were contacted in the area their addresses (city and state), telephone numbers, and the quoted rates per night. The traveler must select the lowest rate of the three hotels contacted based upon availability.
  • When travelers must stay in a specific hotel or motel where their presence is required by the nature of the official business.
  • Claims for lodging and meal expenses will be allowed under the American Plan when contracted for at the minimum rate, and when incurred by travelers residing at a host establishment while attending a conference or convention of official business.

A complete explanation of lodging costs in excess of the maximum must be included on the travel expense form.

Upon return from the trip, enter the total hotel costs in the "actual amount" column. Do not include amounts relating to telephone, food or other charges on this line of the travel expense form. A detailed receipt is required for reimbursement.

11        Travelers should list the estimated mileage from the university to the travel location prior to departure if he/she is using his/her personal car. Refer to the university travel regulations for the current mileage rate. List the estimated amount prior to traveling and the actual amount upon return from the trip.

12        Refer to the university travel regulations for the per diem rates for the specific travel location. The per diem rates listed in the regulations are NOT flat amounts, and only actual amounts expended may be claimed. As mentioned in the instructions to lines 8 and 10, meals contracted for as part of an American Plan (where a host establishment offers the conference facilities, lodging and meals as part of a package) will be reimbursed when contracted for at the minimum rate. Reimbursement for the purchase of alcoholic beverages is not permitted. List the estimated amount prior to traveling. Meals are reimbursed in 24 hour increments. Upon returning from your trip, attach a copy of the Conference Itinerary and list all meals that were included. Please include the actual departure and return dates and times of your trip.

13-15  Receipts are required for all individual expenses of $35 or more. Please refer to the university travel regulations for a listing of unallowable expenses. List the estimated amounts prior to traveling and the actual amounts upon return from the trip.

16-20  The traveler and the traveler's supervisor must sign the form prior to departure. The applicable Director or Dean must also sign the form. If the travel is being funded by restricted grant funds, the Director of Grants & Sponsored Projects must also sign the form. The Vice President must sign the form if the amount of the travel is $2500 or greater. The Provost's Office must approve all International travel in advance.

21-22  The traveler must sign the travel expense form upon return from the trip and claiming actual expenses. If the actual amounts do not exceed the estimated amounts FOR EACH LINE, the supervisor's signature is not required. If the actual amount for any line item is greater than the estimated amount, the traveler must obtain the signature of the appropriate Dean/Director prior to submitting the form to Accounts Payable after the trip. If the total estimated costs are exceeded, the Dean/Director must indicate to which account number the excess amount is to be charged.