University of Missouri - Accounting Services

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Top 12 List of Things to Check

Before Submitting Your Travel Voucher

DID YOU?

12. Attach an original paid lodging folio that itemizes charges by day - A receipted, itemized statement furnished by the lodging place and documentation of payment are required for all lodging expenses. If an original receipt is not available, provide an explanation as to why it is not available. Examples of documentation of payment include a copy of the canceled check (front and back), copy of the picture page from a bank statement, credit card receipt, or copy of credit card statement with date, vendor and amount. If incidental expenses are included in the itemization on hotel folio (i.e. phone, internet, photocopying, books, excess baggage, etc.), you must document the business purpose or reason/justification for the incidental expenses or deduct the expense.
11. Attach the original used passenger coupon for airfare (when using ticketless travel, attach the original itinerary) charges when using your own funds including documentation of payment. If you incur a transaction fee, you will be reimbursed only up to the maximum amount the contracted agencies charge. NOTE: The preferred method of paying for airfare is with the departmental P-Card.
10. Attach original itemized rental car paid receipt, deduct insurance non-reimbursed (PAI, CDW/LDW, etc.) provide documentation of payment and document the business need (BPPM 4:053 Car Rental – insurance not reimbursed, business purpose, specific details such as full size car, etc.).
9. Attach original receipts for any other expense over $75, provide documentation of payment and document the business reason/justification. Receipts include any meal costing more than $75. The receipt can be a credit card receipt, a restaurant check, a cash register tape, a credit card statement, etc. When submitting reimbursements for registration, you need to provide the “price in print” and “documentation of payment”. The preferred method to pay registration is with the departmental P-Card.
8. Ensure the form clearly explains the business purpose of the travel expenses (Spell out names of associations, organizations and programs, even well known ones and do not use acronyms) and that necessary documentation to support the expenses claimed are attached. The form with documentation should “stand on its own”.
7. Provide the name and association of additional person(s) in attendance at any meals or whose expenses are included on the voucher (i.e. lodging, etc.). Provide the person’s name, title, and connection to the University (i.e., why the University is paying that person’s expenses). If a meal includes fewer than ten people, provide each person's name, title, address, and connection to the University. If ten or more are present, indicate the group name, number of people attending and purpose. For all guests, indicate their association to the University so that it is clear why those meals should be an expense of the University.
6. Provide departure/return times (determines eligible meals) and P & E. Departure – enter the date and time of departure. Return – end the date and time of return. See “Meal Eligibility “or BPPM 2:090 Meals (meal maximums) for more information. Provide “P” if meal is provided as part of the meeting/conference, covered by other University payments, or paid by others as you are not eligible for this meal. Provide “E” 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. Marking meals as “P” or “E” facilitates the review process and helps avoid delays in your reimbursement. NOTE: The University reimburses the actual cost of each meal, including tax and tip, up to the applicable meal maximum. You may only claim expenses for food costs you actually paid, either directly to the vendor or to another person who actually incurred the cost. Stay within University meal maximums as they are not a per diem.
5. Properly account for trip expenses within 60 days from the last day of the trip on which the expenses are paid or incurred. Properly account: sign and initial appropriate University form; properly complete and attach necessary supporting documentation and business purposes; and submit properly completed and signed travel form to an individual in your department who is designated to process the reimbursement. This date should be entered in the “date submitted” section of the travel form.
4. Elect to drive personal vehicle rather than fly, you must provide a comparison between the cost to drive and the cost to fly. For this comparison, the cost to drive includes mileage, meals and lodging incurred en route to and from the destination. The cost to fly includes airfare, mileage and reasonable travel expenses between campus and airport and airport and hotel in the destination city. The cost of the airfare should be based on a 7-14 day advance coach fare. Include the agency where and when you obtained the quote, phone number and name of agent based on a 7-14 day advance coach fare. The University reimburses the lesser of the cost to drive and the cost to fly. Include the calculations to support necessary documentation.
3. Obtain necessary signatures and approvals. Certification/payee signature and initials: The payee must initial each of the three lines, sign where indicated and enter their title. If they are a non-employee enter their relationship to the University (i.e. candidate, consultant). Authorized representative and administrative superior: Obtain the printed name and signature of an individual who is and authorized signer for the chartfield(s) and of the administrative superior of the payee, if the payee is a University employee. If the same person can sign as both an authorized signer and an administrative superior, they should print their name and sign in the administrative superior box (campus accounting will verify that this person is also an authorized signer). The printed name must always accompany the signature.
2. Mileage. Travel in a personal automobile is reimbursed EITHER at a per mile rate OR for actual fuel expenses. Current per mile rate is at http://web.missouri.edu/~mutravel/ . Your department may have a lower reimbursement rate for your trip. NO other automobile operational expenses (repairs, towing, oil, car washes, etc.) will be reimbursed.
1. Tax Exempt Letter . Many hotels and motels offer a discount if the facility is informed the staff member represents the University. Information on these facilities, as well as other travel information, is available online at: http://www.umsystem.edu/ums/departments/fa/management/travel/ .