Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

TRAVEL
95.20
Revised 9-08
Travel Services
335-2034

Travel Expense Voucher

PDF link

PURPOSE OF THE TEV

Prepare a Travel Expense Voucher (TEV) to claim reimbursement for travel expenses, to report and account for travel advances, to authorize travel expenditures, and to account for travel supported by third parties. This document becomes the authority for the University to reimburse the traveler and debit the budget charged for the travel. It is also the official record of travel and expenses.

When to Complete a TEV

Complete a Travel Expense Voucher to:

The Travel Expense Voucher is intended for reimbursement of travel-related expenses. Use other procedures to claim reimburse-ment for nontravel expenses incurred at the official station.

SUPPLIES OF THE TEV

Obtain supplies of Travel Expense Voucher forms from Central Stores (see 70.35) or obtain an automated or electronic template from the Office of Procedures and Forms (telephone 335-2005).

ROUTING

Submit the approved original to Travel Services in French Administration 240, mail code 1025.

The department retains a copy as a control copy.

DEADLINES

Submittal

When seeking reimbursement for travel expenses or accounting for a travel advance, submit the Travel Expense Voucher by the tenth day of the month after conclusion of travel. (SAAM 10.80.60)

Returning Advances

Any unexpended portion of a travel advance must be returned to WSU at the close of the authorized travel period. (SAAM 10.80.60)

A University employee who does not repay an advance is considered to be in default. The University may withhold amounts due from the employee's salary or wages. (SAAM 10.80.60)

Close of Fiscal Year

All outstanding Travel Expense Vouchers which claim reimburse-ment or account for travel advances from state accounts must be submitted to Travel Services by the third working day of July.

COMPLETING THE TEV

Complete the Travel Expense Voucher on a typewriter or computer and sign it in ink. The authorized electronic approval process may be used with electronic TEVs.

Refer to the following for completion instructions for each TEV section. The reference numbers on the samples below correspond to numbered instructions. See the PDF version of 95.20.8-21 for completed examples.

Claimant, Name, Title, Mailing Address (1)

Include the traveler's name (last name, first name), title, and mailing address. The mailing address should correspond to the home address recorded in the University's computer address database. Refer to the PAPR online application to verify addresses. See 85.37 for more information about administrative computer applications.

Do not use a department address.

Purpose of Trip(s) (2)

Indicate the purpose or accomplishments of the trip in sufficient detail to verify that the travel was essential to carry out the necessary work of the University.

WSU ID or Social Security No. (3)

Enter the WSU ID Number for a WSU traveler. Enter social security number for a non-WSU traveler. Make sure that the number is correct and accurately entered. Entering an incorrect number can delay the traveler's reimbursement payment.

Month/Year of Trip (4)

If the travel falls in more than one month, indicate the month of the major portion of the travel time.

Official Station (5)

Indicate the traveler's official work station. See 95.01.

Official Residence (6)

Indicate the traveler's official residence. See 95.01.

Preparer's Name (7)

Enter the name of the individual who prepared the TEV.

Preparer's Phone (8)

Enter the University telephone number of the individual who prepared the TEV.

Preparer's E-Mail (9)

Enter the electronic mail address of the individual who prepared the TEV.

Mail Code (10)

Enter the mail code of the department initiating the TEV.

TA Number (11)

The department may leave the block blank or enter a departmental reference number. This number will appear as the reference number on the Budget Statement and the online Account Balances/Detail Application.

Non-US Citizens (12)

Check if the claimant is not a citizen of the United States. appropriate visa type or immigration status if no visa has been issued. See 60.05 for immigration codes (visa types).

The department must submit a copy of a foreign visitor's immigration documentation showing the immigration status with the TEV to Travel Services.

Trip Information (13)

Complete all columns.

Enter the time of departure and arrival, rounded to the nearest hour. Designate "a.m." or "p.m." as appropriate.

When leave of any kind is taken while in travel status, the exact hour of departure and return to duty must be shown on the voucher. Travel reimbursement is not allowed for absence periods. Transportation to and from the duty station in such cases is not allowed. See also 95.17 and 95.18.

Food and Lodging (14)

See also 95.06. See 95.19 for rates.

Meals

Enter the location (city) and appropriate rate for each meal obtained while on travel status. Meal reimbursement cannot exceed maximum meal rates for the location.

If a conference registration fee includes the cost of meals, clearly indicate which meals are included. Enter "*inc/reg" under Location and "*Meals included in conference registration." under Travel Details.

If the cost of meals as itemized in the conference literature exceeds the allowable meals rates for the area (see 95.19), the traveler pays the difference between the itemized meal cost and the allowable meal rate (SAAM 10.10.15). Enter the difference between the two amounts in parentheses under Location and enclose a copy of the itemized meal costs with the submitted TEV.

Lodging

Enter the actual cost of lodging or the allowable rate, whichever is less, under Room. Reimbursement may not exceed the established maximum rate for the location. See 95.19 for lodging rates.

Attach lodging receipts to the TEV.

If a conference registration fee includes the costs of meals and lodging do not itemize the costs of meals and lodging in the voucher. Clearly indicate that meals and lodging are included in the registration fee.

Automobile (15)

See also 95.11. Apply the private vehicle mileage rate shown in 95.19.

Determine point-to-point in-state mileage by referring to the mileage chart on an official Department of Transportation highway map or use actual odometer readings. Obtain copies of the map from Central Stores.

Use a standard highway map or guide or odometer readings to determine point-to-point out-of-state mileage.

Use the automobile odometer to determine vicinity mileage.

NOTE: If odometer readings are used for all distances it is not necessary to enter separate figures for point-to-point and vicinity mileage. Enter a total daily mileages under Point-to-Point.

Lodging Exception (16)

Check the box to authorize payment of more than the standard allowable lodging rate in accordance with the procedure in 95.06 and indicate the exception rule.

Travel Details (17)

When two or more travelers ride in one car and/or stay in the same room, each traveler must indicate the name(s) of the other employees.

If actual odometer readings are used to determine private vehicle mileage (rather than maps or guides), so indicate.

Enter an explanation under Travel Details when justifying an unusual travel expenditure or requesting an exception to usual University policy.

Other Expenses (18)

See also 95.08.

Itemize incurred miscellaneous expenses in this section.

Receipts

Attach required original receipts to the Travel Expense Voucher. NOTE: Departments using the electronic Travel Expense Voucher, are to retain receipts in the department. Receipts are to be retained for six years after the end of the current fiscal year. See 90.01.

Lodging

Original receipts are required for lodging expenditures.

Miscellaneous

Original receipts are required for the following types of miscellaneous expenditures.

NOTE: If airline tickets are purchased with the traveler's personal resources, provide a justification for not using the state travel charge card in Travel Details.

NOTE: Do not request reimbursement on a Travel Expense Voucher for supply purchases exceeding $50 plus applicable tax. Use standard purchasing procedures to purchase such items (see Chapter 70).

Lost Receipts

If a receipt is unavailable or lost, the traveler may submit to Travel Services a completed and signed Affidavit of Lost Receipt. After verification, Travel Services may approve reimbursement on an exception basis. Make copies of the master form on 95.20.22 to obtain supplies of the affidavit form.

Total Travel Expense (19)

Indicate the amount of the total travel expense.

Reimbursement Limit (20)

If total reimbursement is to be limited to a specific amount, indicate that figure in this block. This figure must have been indicated on a Travel Authority issued prior to travel.

Less Travel Advance (21)

Enter the amount and Payment Request Number of any travel advance associated with this travel. NOTE: Payment Request Number is referred to as Document No. on monthly statements and in the AIS application BALANCES for departments.

Due WSU (22)

If the travel advance amount exceeds Total Travel Expense (or the reimbursement limit if applicable), enter the amount due WSU. Staple a check from the traveler to the TEV. The check is to be payable to WSU. Travel Services does not accept cash.

Amount Due Claimant (23)

If the travel advance is less than Total Travel Expense (or the reimbursement limit if applicable), enter the amount due the claimant.

Account Code (24)

Enter the complete account coding for the account(s) which will assume the indicated expenditures. Do not enter the total amount. The total amount will be distributed to the appropriate subobjects by Travel Services.

If more than one account supports the travel, indicate the amount to be charged to each account.

Certification and Approval (25)

Claimant's Signature

Read the statement carefully. The claimant must sign in ink to receive reimbursement.

Approved for Payment

The Travel Expense Voucher must be approved by an individual who supervises the traveler.

An individual who has expenditure authority for the supporting account also approves the TEV if the traveler's supervisor is not authorized to approve expenditures. See 70.02.

A traveler may not approve a TEV for his or her own University travel.

DIRECT DEPOSIT

A WSU employee may authorize Travel Services to deposit his or her travel reimbursement check in any U.S. bank which is a member of an automated clearing house.

Employee Procedures

Complete a Travel / Accounts Payable Reimbursement Direct Deposit Authorization form. Complete and/or print the PDF master on 95.20.23 to obtain copies of the form.

Submit the completed direct deposit authorization form and a preprinted, voided check or a copy of a preprinted, voided check to Travel Services.

NOTE: For security and financial protection, put the authorization form and voided check in a sealed business envelope before placing the documents in an interdepartmental envelope.

Process

After the direct deposit process is in place, Travel Services notifies the employee by e-mail when each direct deposit transaction is processed.

Direct deposit continues until the employee gives Travel Services written notice to change the account, to discontinue the direct deposit, or to make any other changes in the service.

See the PDF master forms:
95.20.22: Affadavit of Lost Receipt
95.20.23: Travel / Accounts Payable Reimbursement Direct Deposit Authorization
Complete and/or print as needed

Example

Page

In-State Travel, High Cost 95.20.9
Out-of-State Travel, Travel Advance 95.20.10
High Cost, No Lodging 95.20.11
Out-of-State Travel, High Cost, Travel Advance 95.20.12
Multiple Trips, High Cost, Annual Leave, etc. 95.20.13-14
Multiple Trips, Conference-Supplied Meal, High Cost 95.20.15-16
In-State Travel, High Cost, Reimbursement Limit 95.20.17
Foreign Travel, High Cost 95.20.18
Foreign Travel, High Cost 95.20.19
Student Travel 95.20.20
Applicant Travel 95.20.21