Instructions for Travel Expense Vouchers
A. Provide complete name and address, as it will appear on the warrant issued.
B. Month and year for expenses reimbursed.
C. Signature of supervisor.
D. To be completed by business office when checked for accuracy.
E. Date of travel
F. Indicate location traveling from and to.
From - is either actual location, duty station, office or home.
To - is either actual location, duty station, office or home.
Departure and return times must be listed when in travel status if meal reimbursements are requested.
G. Meals are reimbursed on per diem basis, based on the location the meals were consumed.
Maximum lodging reimbursement is per diem for the location. If actual lodging costs are higher than per diem one of the lodging exemptions must be met in order to be reimbursed at the higher rate.
H. Mileage reimbursed should be the lesser of the mileage from the employee's official duty station or official residence.
I. Other allowed expenses such as parking fees.
J. Total reimbursement not subject to payroll taxes.
K. Any meals reimbursed when the 3-hour rule has been met but there has not been an overnight stay. Taxable meals are reimbursed through the payroll system.
L. Indicate the business purpose of meeting or travel.
M. Account codes for expenses to be distributed to. Needs to be broken out by taxable and non-taxable amounts.
N. Signature of reimbursee with date and job title.
