To provide guidance to the University community on the completion of the Travel Expense Summary voucher.

PREPARING THE TRAVEL EXPENSE SUMMARY

Start with Week 1.  You can type in the yellow cells.

Fill in the required information on top of the page:

Pay To:

Enter the name of person to be paid.

Address:

Indicate the address to which the payment should be mailed.   Combine multiple lines if address exceeds two lines.  Employee reimbursements are mailed to their campus address.

Vendor Number (ID):

Enter the vendor number from Banner.  You may use SOADDRQ to lookup the vendor number. 

Address Type/Seq

Enter the address type and sequence number corresponding to the Banner address to which the payment should be delivered. You may use SOADDRQ to lookup a vendors PT (Pay to) Address Sequence.  (See policy #297, Vendor Remittance Addressees)

Date(s) of Trip:

Enter the date(s) of the trip being reimbursed for.  The date range should include the day you leave from your home to the day you arrive back

 From, To/From, To:

Enter your travel itinerary for the dates that you travel from one location to another.  Example: If you fly out of Metro Airport to Los Angeles, you would enter your hometown or Rochester, MI, whichever is closer to the airport, in the “From” field.  Detroit Metro would be entered in the “To/From” field. Then you would enter Los Angeles in the “To” field

Type the expenses in the appropriate cells. 

 Personal transportation:

Mileage: Enter the number of business miles driven in your personal vehicle for the day.  Do not enter mileage in lieu of airfare here, use “Parking, tolls, etc.” instead.  Driving to Metro Airport is 55 miles each way or 110 miles round trip.  Do not enter mileage at your destination if you are using a rental car.  The reimbursement amount will be calculated using the current mileage rate.  To request reimbursement at an alternate rate, such as a prior trip taken before the rate was changed, or reimbursement using a lower rate, you may enter the rate in decimal in the field provided.  (See Section 5.02, Policy 1210).

Rental car, fuel: Enter the amount paid for rental car and fuel each day.  If you pay for the rental car when it is turned in, enter the amount paid that day.  Fuel should be entered on the day it is paid.  Example: You rented a car with proper business justification from 2/10 – 2/17.  You paid $250 for the car rental with your credit card on 2/17 when you returned the vehicle.  You should enter $250 in the field for 2/17. (See Section 5.04, Policy 1210)

Parking, tolls, etc.: Indicate the total amount of parking and tolls paid each day. Also enter any reimbursement for mileage in lieu of airfare here. Indicate in the notes section the mileage actually traveled. An original receipt is required for amounts over $25.  You may enter separate receipts using plus sign and the beginning and between each amount.  Example: Paid $10 for parking, $3.50 for tolls and $2 for valet service.  You could enter 15.50 or “+10+3.50+2” into the field. Either method will display/print “15.50” on the voucher.  (See Section 5.08 and 5.09, Policy 1210)

Commercial carriers:

            Airfare: Indicate the amount of airfare paid on the date of departure.  In addition, use the drop down field to select the payment source (Self, P-Card, DPV, VPA).  (See Section 5.01, Policy 1210)

Bus, rail, etc.: Enter the amount paid for bus service, passenger rail or other commercial carrier on the date of departure.  In addition, use the drop down field to select the payment source (Self, P-Card, DPV, VPA).  (See Section 5.10, Policy 1210)

Shuttle service, taxi cab: Indicate the total amount of shuttle service and taxi fare paid on each day.  An original receipt is required for amounts over $25.  You may enter separate receipts using plus sign at the beginning and between each amount.  Example: Paid $10 for shuttle from airport, $15 for taxi fare to event and $10 for taxi fare back to hotel.  You could enter 35 or “+10+15+10” into the field. Either method will display/print “35.00” on the voucher.  (See Section 5.05 and 5.06, Policy 1210)

Miscellaneous:

            Registration: Enter the amount paid for registration on the first day of each event/conference.  In addition, use the drop down field to select the payment source (Self, P-Card, DPV, VPA).  (See Section 9.01, Policy 1210)

Other: Enter any other miscellaneous expenses paid in the lines provided each day. A description of the miscellaneous expenses can be indicated in the field provided at the left.   For foreign travel only, do not enter expenses for gratuities, taxes, tips, baggage handling, laundry and dry cleaning. These expenses are incidental expenses and should be entered in the "Foreign incidentals, list below" section.(See Article VII, Policy 1210)

Lodging:

Enter the lodging expense paid.  on the departure date for each establishment.  An original itemized receipt/invoice is required.  In addition, use the drop down field to select the payment source (Self, P-Card, DPV, VPA).   Enter only the room charge and any applicable tax only.  Sundry services and room service charged to the room should be entered in the “Miscellaneous” and “Meals and foreign incidental” section as applicable.  (See Sections 6.01, 6.02 and 6.03, Policy 1210)

Mealsand foreign incidentals:

Breakfast, Lunch, and Dinner actual: Indicate the actual expense paid for each meal in the appropriate breakfast, lunch or dinner field.  Enter “NE” for meals where the traveler was not on travel status, where the traveler was hosting, or where the meal was provided to the traveler. (See Section 6.04, Policy 1210)

Foreign incidentals, list below: Enter actual incidental expenses the person paid, including gratuities, taxes, tips, baggage handling, laundry and dry cleaning while on foreign travel.  A description of the miscellaneous expenses can be indicated in the field provided at the left. (See Section 8.01, Policy 1210)  

Key City? Use the drop down each day to indicate whether the lodging was in a key city or foreign location.  The choices are “No”, “Yes”, or “Foreign”.  If “Foreign” is selected then the appropriate government per diem must be entered on the “Foreign per diem” line.  (See Appendix B, Policy 1210 or Section 8.01, Policy 1210)

Foreign per diem: Indicate the foreign per diem amount for the foreign lodging locality for each day.  This information is available on the Web at http://www.state.gov/m/a/als/prdm/.  Select the year of travel, and then choose the appropriate file for the month of travel (for example, --06/01/04 for June 2003).  Next, page down to the appropriate country and locality.  The limit for meals and incidentals is the “maximum per diem” amount minus the “maximum lodging” (col. 4 less col. 1).  You can double click the “Foreign per diem” link on the form to access the web site listed above. (See Section 8.01, Policy 1210)

Daily Reimbursement Total: The daily reimbursement total is calculated automatically based on the entries made in the Breakfast, Lunch and Dinner actual fields, the “Key City?” indicator selected and the foreign per diem indicated, if any.  Contact Accounts Payable if you have questions about the amounts calculated.

If you need an extra page, click the "Add New Page" button.  The required information will automatically be added to the new page.  The page total will automatically be added to the summary information on week 1.   If you need more than 8 weeks, contact the Accounts Payable Dept. 

Complete or review the following information.

Total Expenses:

This field is calculated automatically.  Contact Accounts Payable if you have questions on any of the amounts calculated.

Prepaid amounts:

Purchase Card: Enter the amount of any expenses associated above charged to a University purchasing card each day.  If you selected PCard for Airfare, Bus, Train, Registration or Lodging above, the amounts should summarize here.  Adjust the amounts as needed.  Attach a copy of related documents.  (See Policy 1020, Use of the Purchasing Card)

DPV or VPA: Indicate the amount of any expenses above that were prepaid to the traveler or the vendor using a Direct Payment Voucher or Vendor Payment Authorization.  If you selected DPV or VPA for Airfare, Bus, Train, Registration or Lodging above, the amounts should summarize here.   Attach a copy of the related documents. (See Section 10.02, Policy 1210)

Total reimbursable expenses:

This field is calculated automatically.  This is the amount of expenses eligible for reimbursement to the traveler.

Enter the totals for each of the columns here.

Limit of Reimbursement, if any:

If travel expenses are to be reimbursed at less than 100%, enter the amount to be reimbursed here.  If no amount is entered, the amount due to traveler will be determined based on “Total reimbursable expenses” above.

Amount of travel advance, if any

            Enter the amount of any travel advance obtained from the Cashiers Office for the trip. (See Section 3.01, Policy 1210)

Amount due to / (from) traveler

            The amount due to/(from) the traveler is calculated automatically based on the “Total reimbursable expenses”, “Limit of reimbursement, if any”, and the “Amount of travel advance, if any.”

Notes / Additional Explanation

            Use this field for free form text.  It can be used to communicate unusual circumstances, to indicate if any aspect of the trip was paid for by third parties, whether lodging as with personal acquaintances, or elaboration on the business purpose of the trip.  Use this section to indicate the number of miles traveled in lieu of airfare.  This section can be found near the bottom of each week.

Expense Allocation

Enter the fund code(s) and travel account code(s) to be charged, along with their respective amounts. Travel account codes must be used. You may use the drop down to select the appropriate account.  A payment may be distributed to up to 3 fund and account code combinations.  The total of the amounts listed should agree to the net reimbursed expenses total (or limit of reimbursement, if applicable.)  Contact Accounts Payable if an account needed is not listed.

Advances 

These fields (fund, account, and amount) are calculated automatically based on entries to Amount of travel advance, if any.

Signature of Traveler:

The person claiming reimbursement must sign and date the Summary.  Not required for guests.

Department

            Indicate the department submitting the Travel Expense Summary.

Name and e-mail address of document preparer

Include the name and e-mail address of the document preparer.

You can save your spreadsheet as a Microsoft Excel Workbook (*.xls).  Important:  If you are using a downloaded copy, use "Save As" so you can save it in the desired folder and with an appropriate name instead of a temporary folder with a random name selected by your browser.  Otherwise you may have difficulty finding the spreadsheet at a later time.

To print a copy, click the "Print All" button near the top right corner of a page.  (You can print an extra copy for yourself, if desired.)

Traveler's Supervisor and Date:

The employee's supervisor must sign and date the Summary.

OU Fund Signatory and Date:

The Oakland University fund signatory (as defined in  Policy #1210, Travel Expense Reimbursement) must sign and date the Summary, if different than traveler's supervisor.

 

Except for meals, original receipts must be attached for expenses greater than $25.

Attach all supporting documentation to the Summary.

Submit the first three copies of the Summary (white, yellow and pink) to the Accounts Payable Department.

The department should retain the gold copy for its files.