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Travel Voucher Guidelines
These guidelines should be used in conjunction with the Travel Regulations Booklet Issued 1/1/1987.
If you would like a copy of the booklet, or if you have questions, please call us at 650-3318.
There are several instances when the travel voucher requires additional approval before it can be processed.
1. Traveler and fiscal officer/delegate are the same — the fiscal officer’s administrative officer must also sign the travel voucher.
2. Grant Accounts — a representative of the Office of Research and Projects must also sign the voucher.
3. Late Submittal — a travel voucher submitted later than 60 days from the completion of travel must also be approved by the traveler’s Vice Chancellor.
If a delegate is signing for the fiscal officer, then he/she should sign the fiscal officer’s full name and then the delegate’s full name.
All means of travel should be the most economical and most direct – coach. Flight itinerary should be submitted with the travel voucher. The traveler is responsible for deviations in itinerary for personal convenience.
Ordinarily, airline tickets are purchased by P-Card. However, in some cases, the traveler may wish to purchase his/her ticket directly and request reimbursement on the travel voucher. When using this procedure, please include the following statement on the Travel Voucher: “Prior approval to purchase airline tickets directly was obtained from the traveler’s administrative officer and charges will not be billed to the University.”
One reason for the traveler to purchase his/her own ticket could be to take advantage of a package deal where family members are going along. (Personal expenses cannot be charged to a P-card) Remember the University will only reimburse expenses for the employee at the coach rate /single room rate.
No type of insurance is reimbursable by University.
|Amtrak Travel||Must be most economical and most direct - coach.|
Please type the conversion rate on the voucher and include the U.S. dollar amount on each receipt. Conversion rates can be found at www.oanda.com/currency/converter
Traveler may request reimbursement for the cost of the visa and inoculations only if mandatory and properly documented.
The University has purchased a foreign travel insurance package to cover the University and its employees (no student coverage). Employees who are planning to travel in a foreign country on University business should visit the following password protected website prior to (and during, if necessary) their trip: www.aceExecutiveAssistance.com. We suggest that each traveler keep a copy of items such as ID cards, passport stickers, and the travel companion with them at all times.
Employees should notify Risk Management if travel is planned to any country or jurisdiction which is subject to trade or economic sanctions imposed by U.S. laws or regulations, and they should register foreign trips at http://www.state.gov/travelandbusiness/ . This will make the employee’s presence known at the U. S. Embassy, in case it is necessary for a consular officer to contact the individual in an emergency.
For the website
login, password and questions, please contact University Risk Management,
at 453-4623, or email Shiloah Tubbs, at www.riskmanagement.siu.edu
|Items Paid BY Another Employee||Please type the name of the payer and the amount on the voucher. Also include a copy of itemized receipts.|
|Items Paid FOR Another Employee||Please indicate the names of other employees whose expenses were paid by you (e.g. for taxi fares, hotel, or rental car). (Meals for other state employees are not reimbursable)|
|Lodging-Extra Day||If necessary an individual may travel one day prior to and/or one day after a conference, meeting or workshop depending on the start/end time of the event and available flights.|
Always check to see if the lodging receipts show a zero balance. If they show a balance due, supply information regarding how the bill was paid. This will help prevent the University from reimbursing a traveler for lodging which is later going to be billed to the University directly.
For all conferences (seminars, workshops, etc), the Illinois Higher Education Travel Control Board (IHETCB) is requiring travelers to submit a copy of a brochure or registration form which indicates the hotel where the conference was held and any other recommended hotels. This information must be attached to the travel voucher for ALL conferences regardless of the room rate. If the conference is held somewhere other than the hotel, a list of the recommended hotels must be attached.
For all other lodging (other than at a conference, seminar, workshop), if the lodging rate (before taxes) paid is greater than the allowable rate (see next section), please include on the voucher one of the following statements as justification:
If conference hotel documentation is not provided or if non-conference lodging is over the maximum lodging allowance, the excess amount is placed on a Lodging Exception Report and is subject to approval at the quarterly IHETCB meeting. Amounts disallowed by the IHETCB must be refunded to the University by the traveler.
When making reservations the traveler should request the lowest available lodging rate. This may be the conference rate or the “state employee’s rate.”
The state will reimburse only the single rate on a hotel room. If additional guests such as the traveler’s family were in the room the traveler is responsible for determining what the single rate would have been. When the rate is over the maximum allowed for that area, a justification for the overage must be provided, or the extra will be deducted at the bottom of the travel voucher.
In-State (Chicago Cook County) – The maximum lodging rates for Cook County are listed below. The University is required by statute to use the federally established lodging rates for Cook County.
In-State (Chicago Metro Counties) DuPage, Kane, Lake, McHenry, and Will - $80.00 before tax.
In-State (Major Downstate Area Counties) Champaign, Kankakee, LaSalle, McLean, Macon, Madison, Peoria, Rock Island, St. Clair, Sangamon, Tazewell, and Winnebago - $70.00 before tax.
In-State (Major Cities) Belleville, Bloomington, Bourbonnais, Bradley, Champaign, Collinsville, Decatur, East Peoria, Fairview Heights, Kankakee, LaSalle, Normal, Pekin, Peoria, Peru, Rockford, Springfield, and Urbana - $70.00 before tax.
In-State (Other Downstate Areas) - $60.00 before tax.
Washington, D.C. (includes cities of Alexandria, Falls Church and Fairfax-Counties of Arlington, and Fairfax in Virginia; and counties of Montgomery and Prince Georges in Maryland). The maximum lodging rates for Washington, D.C. are listed below. The University is required by statute to use the federally established lodging rates for Washington, D.C.
Out-of-State (All Other Areas) - $110.00 before tax.
Out of Country Travel - (With Receipts) - Actual, reasonable cost (Without Receipts) - See State Department Foreign Per Diem Rates.
If a personal vehicle is driven, mileage claimed must be for the most direct route and is reimbursable at $0.565 per mile. Traveler must certify that he is duly licensed and carries adequate insurance.
When claiming mileage, we suggest that distance be determined by using Map Quest, State issued maps or odometer readings. Mileage between home and destination is allowed only if traveler drives directly to/from destination without driving to the worksite.
|Out-of-State vs. In-State Travel||
In-state vs. out-of-state travel is determined by your destination.
Traveling to Lambert International Airport in St. Louis in order to fly to an Illinois destination such as Chicago is considered in-state travel.
Traveling from your Missouri residence to an Illinois destination is considered in-state travel.
Please indicate the state for each destination.
|One Day Trips --Meal Allowance||
Meals may not be charged on P-Cards.
On a one-day trip (18 hours or less) the traveler may be eligible for breakfast if he/she left at or before 6:00 am, and can claim dinner only if he/she is out on travel status until 7:00 pm or later. (Per diem rules apply for trips longer than 18 hours.)
Lunch is never a reimbursable expense on a one-day trip. Meals on a one-day trip are reimbursed at the following rates:
|P-Card||Meals may not be charged on P-Cards. Personal (e.g. family member) expenses are not allowed on P-Cards.|
Parking is not reimbursable unless it is the only option available.
Short Term Airport Parking is allowable only for same day trips. For other than same day trips, Long Term or Economy Parking is recommended; the cost of Intermediate Parking (currently $15/day) is the maximum reimbursable amount.
Per-diem is used when a trip lasts at least eighteen hours or becomes an overnight trip. The traveler receives per-diem based on how many quarters of each day he/she is in travel status. Refer to the charts below to determine the quarters:
Per Diem must be adjusted if a meal is provided with hotel fees or with registration for a conference, seminar, etc. Provided meals should be deducted from the per diem at the following rates:
When dinner has been provided during a full day of in state travel, per diem is adjusted to $11.00 ($28.00 - $17.00)
When lunch has been provided during a full day of out of state travel, per diem is adjusted to $25.50 ($32.00- $6.50)
When attending a conference, the traveler should submit the schedule of events or registration form with the travel voucher to verify the dates and any provision for meals. A continental breakfast will not be considered a meal for reimbursement purposes unless there is an optional charge for it at the time of registration.
|Prepaid Items||The travel voucher should represent a complete picture of the trip taken. For this reason, any items that were prepaid such as a registration fee or airline tickets should have copies attached to the travel voucher even though the traveler is not requesting reimbursement for them. Please include the method of payment and the amounts on the voucher in the justification area.|
|Purpose of Trip||If the purpose of trip indicates a conference, convention, workshop, or seminar, the question "Was a registration fee paid? " must be answered.|
|Receipts||Any expense in excess of $10 must have an original receipt attached, including items such as public transportation and prepaid expenses. If original receipt for over $10.00 has been lost, a signed written statement needs to be provided by traveler with amount, what it was for, and that it was lost.|
|Registration Fee||We recommend paying registration fees with a P-Card. If a P-Card is not used then registration fees up to $50.00 can be reimbursed on a travel voucher, but those over $50.00 should be submitted on an AP Invoice Distribution Form. Regardless of payment method copies should be attached behind the travel voucher.|
When the travel involves flying, it is recommended that a shuttle or taxi be considered during the out-of-town stay. If a rental car is used, then the travel voucher should indicate that it was the most economical means of transportation available.
For local travel, the University’s Transportation Services Department should be contacted to either provide a vehicle or make arrangements for a rental vehicle. The traveler’s department will be charged through the Internal Billing process.
Whenever a rental car is used, the traveler is responsible for obtaining the least expensive model, and must always provide justification on or attached to the travel voucher. We do not reimburse car insurance unless the traveler is out of the country and insurance is a mandatory charge.
|Supplemental Voucher||Processing of a supplemental Travel Expense Voucher will not be allowed unless there is sufficient documentation to indicate that the original Travel Expense Voucher was processed incorrectly.|
|Taxi/Shuttle from Home||The traveler may choose a taxi or shuttle as transportation to/from the airport if it is the most economical mode available considering allowable mileage and airport parking reimbursement.|
|Time Limit to Submit Travel Voucher||
By State regulation
travel vouchers must be submitted promptly, preferably within 30 calendar
days, but not later than 60 days, upon completing the travel. Late vouchers
must have Vice Chancellor approval. If the travel expense voucher is not
submitted within 60 calendar days of the trip’s completion, any
reimbursement is considered taxable income to the employee, unless a Travel
– Late Submission Exception Request form is approved by Accounts
Payable. That form can be found at the following address:
|Totals||Total due to the traveler must agree with the Budget Purpose total amount on the voucher.|
|Traveler’s Signature||Traveler must sign the travel voucher before it can be processed. A delegate may not sign for the traveler.|
|Reimbursable Expenses (reasonable & necessary)||1. Room exhibit space
including special set-up
2. Laundry and dry cleaning if on travel status for at least 7 consecutive days
3. Storage and handling of baggage
4. Telephone calls on official business including calls of 3 minutes or less to announce safe arrival or delay/change in plans at the end of the trip
5. Telephone calls to secure lodging
6. Automobile tolls and parking fees
7. Meals purchased for non-state employees while on travel status and in connection with state business. The travel voucher should include who and why, stay within the allowed amount and be approved by a Vice Chancellor. Meals should not include alcoholic beverages. Meals are not allowed on P-card.
8. Internet connection if for official business only.
9. Tips on allowable taxi charges.
URL: http://www.siue.edu/AP/travel_ guidelines_ 07_08.htm
Published by: Accounts Payable
Last Update: January 23, 2013 by lwalker