Travel Voucher Training Guide

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Travel Voucher Training Guide

• April 25, 2007

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Travel voucher forms can be found on the UM
System Forms website http//www.umsystem.edu/ums/
departments/fa/management/records/forms/
Choose Finance
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There are two types of travel vouchers one
which reflects daily travel and one used for
multi-day trips. Copies of each are in your
handout (attachment 1 and attachment 2).
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The most common travel voucher submitted claims
day trips or daily travel. For this form,
choose Travel Daily Expense Detail (2007)
check this page at the beginning of each calendar
year for new mileage rate.
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Cells with a shaded background are for data entry
as noted. First, enter the travelers name.
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Enter Vendor Number/EMPLID (your eight digit
employee identification number)
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Purpose of Trip Clearly explain the business
purpose of the travel. Spell out the names of
organizations and programs, even well-known ones.
Do not use acronyms. If you need more space for
comments, there is a spreadsheet for additional
comments (see tab).
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Payee work address (Required) - Use a campus
address, if applicable.
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Date Submitted This is the date traveler
submitted the information and documents necessary
to complete and process the travel form.
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Payment Description This information should be
entered in the Invoice field when the non-PO
voucher is created in PeopleSoft. This appears on
the remittance advice (paper attached to check if
paid by check or in an e-mail notice if paid by
direct deposit) so use something descriptive for
the payee.
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Date Enter the date on each line for which you
claim expenses (this should correspond with
amounts that appear in the Total for the Day
column). Enter the date in the box above the
dotted line.
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Time On the day the trip begins, enter the time
of departure in the box below the dotted line. On
the day the trip ends, enter the time of return
in the box below the dotted line. Enter time as
HHMM a/p, where HH is the hour, MM is the minute
and a /p indicates a.m. or p.m. For example,
enter 1200 p for noon.
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Destination Enter the city traveled from and the
city traveled to.
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Meals are reimbursable when they are part of a
meeting or activity that includes other
individuals to discuss University business. If
the meal is part of a group meal or organized
banquet where each participant pays individually,
the meal is reimbursable as long as the
reimbursement request includes an explanation as
to the business purpose of the meal and the other
individuals or group present. Meals eaten alone
are not reimbursable except for meals on
qualified day trips (12 hours or longer) or
overnight trips if within time limits (see meal
policy at end of presentation).
Breakfast/Lunch/Dinner Enter the amount you
actually paid (meal plus tip). If you paid more
than the amount for which you are eligible, enter
only the eligible amount. Enter P if a meal was
provided as part of the event or was paid by
someone else. Enter E if you were eligible to
claim the meal but have combined the amount
allowed with another meal.
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Lodging Enter the amount you paid for lodging,
including tax. Please request that sales tax be
excluded when the lodging is in Missouri If the
vendor refuses your request, note that in the
Comments or on the lodging receipt.
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Other For travel expenses (shuttle, parking,
tips) a receipt is necessary if the expense is
over 75. For other non-travel expenses (making
copies for a presentation), all receipts must be
attached.
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Mileage enter mileage driven in personal car if
applicable.
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Total for the Day This is automatically
calculated for each line as a total of meals,
lodging and other.
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Trip- Related Expenses Previously Paid or Direct
Billed. Enter description and amount for other
expenses previously paid that relate to this
trip, e.g., airfare, registration, etc.
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Comments Include any meal explanation (who you
ate with, list names if 10 or fewer, and the
business purpose of the meeting), any other
clarifying information.
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Used Official Car Number Enter the license plate
number. If you use an official car, you do not
list miles driven, but may include any gas
receipts. Write the official car number on the
gas receipt also.
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Or if you used your own vehicle, Used Personal
Vehicle The number of miles previously entered
are totaled here automatically. The total mileage
allowance is automatically calculated (based on
IRS rate, can be changed if department reimburses
mileage at a lesser rate). If necessary, you can
manually enter mileage.
The mileage for each day should be from where you
started the trip to where you ended it. However,
when you leave from home, or return directly
home, the mileage should be the lesser of the
mileage from home or the office.
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Heres the main difference between the two travel
voucher types
On the Daily Expense Detail, mileage should be
for each day.
On the Trip Expense Detail, mileage should be
for the entire trip.
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Department(s) Charged Optional. You can enter
MoCode description or other information that
identifies who is being charged this expense.
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Certification and Payee Signature The payee must
initial each of the three lines and then sign,
where indicated. University employees should
enter their title. Non-employees should enter
their relationship to University, e.g.,
candidate.
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Amount and PeopleSoft ChartFields Enter the
amount (automatically totaled) into the payment
line(s) MoCode, PS Account, Fund, Department
ID, Program Code, Class (if applicable), Budget
Period, Project (if applicable), and Business
Unit.
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On occasion, you may need to charge the travel
expense to multiple accounts. You do this by
entering the individual amounts and associated
chartfield strings.
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If the amounts to be paid do not equal the total
amount, a message in red appears at the bottom of
the page.
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If the amounts to be paid equal the total amount,
there is no message at the bottom of the page.
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• Other travel notes 60 day rule
• Date Submitted There are two requirements for
  timely accounting for expenses
• The traveler must return any excess reimbursement
  or expense advance when due but no later than 120
  days after the expense is paid or incurred.
  Failure to repay an advance may result in the
  amount being deducted from the travelers payroll
  earnings.
• The traveler must properly account for trip
  expenses within 60 days after the end of the trip
  on which the expenses are paid or incurred.
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• Properly account for trip expenses means
•  1. The traveler must sign the appropriate
  University form, usually a Travel-Trip Expense
  Detail (UM 11) or a Travel-Daily Expense Detail
  (UM 11A).
• 2. The travel form must be properly completed and
  all necessary supporting documentation must be
  attached.
• 3. The date submitted is the day the employee
  provides a properly completed and signed travel
  form to an individual in the employee's
  department who is designated to process these
  forms. This date should be entered in the date
  submitted section of the travel form.
•  Note A number of actions are taken after
  submission, for example, entering a non-PO
  voucher in PeopleSoft, obtaining approvals and
  processing by accounting. These actions are
  separate and apart from the employee's
  responsibility to properly account for expenses.
  However, they may be a part of the process for
  validating whether the employee properly
  accounted for expenses and for validating the
  date submitted.
• When the timeliness requirement is not met
• The traveler must document the reason for the
  delay on the travel form so campus accounting can
  verify that the form was not submitted in a
  timely fashion.
• The department should prepare the over 60 day
  form (see attached or http//extension.missouri.ed
  u/staff/adminmgmt/fiscal/BPM_505_Travel_memo.doc),
  attach the completed travel form and attachments
  and send it to MU Extension Human Resources.
• Reimbursement is subject to the availability of
  funds and the department responsible for funding
  has the discretion to deny reimbursement.
• The department and approvers have the primary
  responsibility to make this timeliness
  determination subject to review by campus
  accounting.

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• Other travel notes Reimbursement from another
  entity
• When another entity is reimbursing part of the
  expenses paid, the traveler must document that
  reimbursement was requested from the entity
  within 60 days of the end of the trip. In these
  situations, the reimbursement request to MU must
  include
• Name, address and phone number of the other
  entity.
• An explanation of the arrangement with the other
  entity and why MU and the other entity are each
  paying a portion.
• The expenses submitted to the other entity for
  reimbursement and when. This should include
  copies of supporting documentation.
• Documentation of what was reimbursed by the other
  entity and when it was received.
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• Note If the other entity is reimbursing all of
  the travel expenses, the travel expenses should
  not be charged to the university. The cost of
  airfare and other travel expenses should be borne
  by the traveler and the traveler reimbursed
  directly from the organization.

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Other travel notes - Meal Policies Allowance for
Day Trips Meals eaten during day trips (travel
away from the employee's home city without an
overnight stay) may qualify for reimbursement if
the employee is in continuous travel status for
12 hours or more. You must indicate on the travel
form the 12-hour status if no overnight lodging
is listed. The same maximum reimbursement for the
total of the eligible meals for overnight travel
within the 50 United States and District of
Columbia applies. You must state your
Departure/Return Times in the Comments box. 
Receipts Receipts are required for all meals,
except when an employee is in travel status
(overnight travel or 12-hour travel). In travel
status, receipts are required only when a meal is
in excess of 75. Non-Overnight Trip For any
meal to be reimbursed on a non-overnight trip
(continuous travel status of less than 12 hours),
the meal must be part of a meeting or activity
that includes other individuals to discuss
University business.  The reimbursement request
must include the business purpose and the other
individuals or group present. To be eligible for
more than one meal, you must state your
Departure/Return Times in the Comments box.
Overnight Trip To be eligible for a meal on the
first or last day of travel, you must state your
Departure/Return Times in the Comments
box. Departure/Return Times Departure Time is the
time you leave your home or office to begin the
trip and Return Time is the time you return to
your home or office to end the trip.  On the day
you depart, you are eligible for your first meal
that day if you begin your trip at or
before        Breakfast 600 a.m.       
Lunch 1100 a.m.        Dinner 700 p.m.
On the day you return, you are eligible for your
last meal that day if your trip ends at or
after        Breakfast 700 a.m.       
Lunch 200 p.m.        Dinner 800 p.m.
Meals Provided or Combined If a meal is provided
as part of the meeting/conference, covered by
other University payments, or paid by others, you
must mark it as P.  You are not eligible to
claim reimbursement for this meal. If you are
eligible for a meal, but you are not claiming an
expense for it because you are combining this
eligibility with another meal that day, you must
mark it as E.  Marking meals as P or E
facilitates the review process and helps avoid
delays in your reimbursement.
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For further information, please contact your
Regional Director/Program Director Office or
Shelly DeJaynes.
June Gibson MU Extension Admin Mgmt-Fiscal
Office 211 Whitten Hall Columbia, MO 65211 (573)
884-0615 gibsonjun_at_umsystem.edu