Frequent Problems on Travel Reimbursement Vouchers

OUT-OF-STATE REQUESTS: Permission to travel out-of-state must be obtained before requesting purchase orders for airline tickets or for registration fees. If the President has not approved a Travel Request Form, only in-state rates are allowable for lodging and meals.

MEALS: If a registration fee was paid and any meals were provided, those meals can not be claimed for reimbursement. An agenda or copy of the registration form (something that can be used to verify which meals were provided) must accompany the travel reimbursement voucher.

If an employee for any reason missed a meal that was provided in the registration fee, that meal is not an allowable expense. The State will only pay for each meal once, whether it is included in the registration fee, or paid to the employee.

PHONE CHARGES ON MOTEL BILLS: If there is a daily fee for the telephone listed on the motel receipt, this is an allowable expense. However on the travel detail sheet, it must be listed under the Miscellaneous Expense column and coded to Incidentals on the voucher. Calls regarding University business are allowable, personal phone calls are not.

MILEAGE: When claiming high mileage, a POV1 form must accompany the voucher. Without the POV1 form, only low mileage can be claimed. If mileage is claimed, the vehicle license number must appear in the box in the upper right hand corner of the detail sheet. If the employee left from home, the mileage is to be figured from the DSU campus or from the employee’s home – whichever is the shortest distance.

Mileage between cities is available on the Internet at http://www.mapquest.com and click on Driving Directions. Fill in Starting Address and Destination (city & state only) and under Options, choose City to City. Click on the Calculate Directions bar.

CODING: There have been some problems with the coding on the vouchers regarding in-state versus out-of-state travel. Be sure to check in the right section of the Chart of Accounts Object and Sub-object Codes when selecting the sub-object coding.

The sub-object coding for the "Meals (Not Overnight)" is to be used only when an employee leaves Madison and returns to Madison in the same day. The meals for that day are then added to the employee’s W-2 Form at the end of the year.

RECEIPTS: Receipts must be original and clearly marked as paid or -0- balance due.

Motel: An employee’s copy of the credit card receipt can not be substituted for a paid motel receipt because it does not list details such as rate per night, taxes, and other charges. If employees share a room, one employee uses the original receipt and a copy is used for each additional employee. One employee can not "host" for another employee – each employee must claim only his or her own individual expenses. The cost is split equally (room rate plus taxes) between the employees not to exceed State rates. Receipts need to be marked as to whom has shared the room, and how much each employee is claiming.
Registration Fee: A copy of the registration form stating the amount of registration fee plus proof of payment (paid receipt, copy of canceled check or copy of credit card statement) is required.
Airline Ticket: The airline ticket is needed as proof of travel.
Taxi: A paid receipt is required. Without a receipt, only $5.00 is allowable.
Parking: A paid receipt is required. Without a paid receipt, only $1.00 is allowable.

VOUCHER & DETAIL SHEET: List as many trips as possible on one voucher and detail sheet.

CONSULTANTS, CANDIDATES, ETC: Individuals other than State employees are required to pay for their travel expenses personally, and then be reimbursed by the University.

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Questions or Comments on Website, Contact Kristi Voss (kristi.voss@dsu.edu)