TRAVEL & ENTERTAINMENT/GUEST CARE EXPENSE REPORT INSTRUCTIONS

IMPORTANT: Put the travel form number, below, in your expense form.

Travel Form Number: 81403

This Form should be used for the following sub accounts and any others deemed necessary: 180, 360, 361, 860, 863, 870, 872.

If the travel agency used is other than the University approved agency, attach TRAVEL REVIEW FORM approved by the Purchasing Department. It is the individual's responsibility to make sure all expenses are properly documented and in compliance with University policies.

General

The GENERAL section must be completed for all expense report requests.
EMPLOYEE INFO: Fill in the employee's full name, campus +4 zip code, department name, and phone extension.
PURPOSE: State the purpose of the expenditure clearly for IRS and internal audit purposes.
ACCOUNT NUMBER: Indicate the account number to which the expense(s) should be charged.
DATES/SPONSOR: Indicate dates of expenditures. Complete conference sponsor and attach conference brochure if applicable.

PREPAYMENTS/ADVANCE

The PREPAYMENTS/ADVANCE section should be completed prior to a trip.
PREPAYMENTS: Submit prepayment requests to the Bursar for approval, allowing 5 working days for check processing.
All checks are mailed directly to the payee at the payee's address with attachments via U.S. Postal Service (please provide two copies of registration form, billing and/or document or invoice, one to be mailed with check and one for the Accounts Payable file).

AMOUNT: Indicate prepayment amount for each request.

CHECK ADVANCE: Checks will only be issued when out-of-pocket expenses are estimated to be greater than $50.00 and will not be issued for more than estimated out-of-pocket expenses. Check advances are disbursed 5 10 working days prior to the trip. (See policy and procedures manual for additional restrictions on check advances.)

INDIVIDUAL/TRIP EXPENSES

Receipts must be attached for all expenditures greater than $15.00.
ESTIMATED EXPENSES: List estimated expenses prior to obtaining approval for a trip.

EXPENSES INCURRED: Complete this section for all actual expenses including prepayments.

MILEAGE: Mileage reimbursement requests must specify actual mileage. The current IRS Standard Reimbursement Rate is used to calculate mileage dollar amount.

ENTERTAINMENT

ENTERTAINMENT: this section must be completed for all entertainment expenses.
IRS requires completing all items in this section.

AUTHORIZATION

The AUTHORIZATION section must be completed for all expense report requests.
SUB ACCOUNTS/TOTALS: Sub Accounts with totals below should be listed to assure that totals are charged to proper sub accounts.

AUTHORIZED BEFORE TRIP: Advance authorization is required for all travel that includes an overnight stay, airfare, estimated expenses that total over $150.00, or when a check advance/prepayment is requested.

AUTHORIZED AFTER TRIP: ALL employees must have their expenditures approved by an authorized person with a signature on file with Bursar. (See policy and procedures manual for additional information on authorized signatures.)