UNO 2011 Jan-June Travel Expense Worksheet

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					                           UNIVERSITY OF NEBRASKA AT OMAHA
                                Travel/Expense Worksheet

Purpose: Reimbursement claim form for use by University of Nebraska at Omaha employees claiming
         travel or miscellaneous expenses.

Notes:       This form includes formulas, including totals for the type of expense, daily summaries and mileage.
             If you download this form to your computer, you may need to periodically update it from the SAPPHIRE
             downloads. Mileage rates are generally updated on January 1 of the year.

             If your department uses the SAP Travel Management module, please enter the trip number.
             If your department assigns a tracking/trip number to your travel, please enter the number.

             Record the document number on the trip number line if claim is input as a parked
             invoice.

             Required receipts include: Lodging,
             ▪ Commercial Travel (airline, bus, rail, and train)
             ▪ Car Rental (showing all insurances declined)
             ▪ Gasoline (rental cars or University vehicles only)
             ▪ Lodging (must claim single rate or provide explanation, receipt must show zero balance)
             ▪ Registration Fees
             ▪ Miscellaneous Travel Expenses ($75.00 or more)
               Note: Itemized receipts must be provided for all non-travel related supplies purchased while
               traveling (e.g. books, CDs, etc).
             ▪ Meals (including tip & taxes). Itemized receipts are required if the amount claimed exceeds
               the US General Services Administration (GSA) established meal and incidental expense (M&IE)
               allowances.
               Note: ACTUAL meal expenses must be claimed. Claims appearing to be submitted as per
               diem amounts will be questioned.

             A claim for reimbursement of a business/official function meal, including a meal purchased for any individual
             other than the claimant, must be accompanied by an original itemized meal receipt, a list of attendees and
             a meeting agenda and/or a conference flyer or other documentation to substantiate the business purpose
             of the meeting.

             Receipts Not Needed (unless $75.00 or more per receipt):
             ▪ Communication expenses (phone, internet, etc.)
             ▪ Baggage Handling
             ▪ Intra-city Bus Fares
             ▪ Parking fees
             ▪ Taxi, Shuttle, or Limousine
             ▪ Tips
             ▪ Toll Fees

             Expenses NOT reimbursable:
             ▪ Alcoholic beverages
             ▪ Personal entertainment/services
             ▪ Spouse/Companion expenses
             Note: This is not an inclusive list and other expenses may or may not be allowed according to University
             policy. Contact Accounting Services if you have questions.

             Acceptable Proof of Payment:
             ▪ Original itemized receipt.
             ▪ A canceled check may be used in combination with an itemized receipt.
             ▪ A credit card receipt may be used when it includes a detailed itemization of the purchase.
             ▪ A faxed copy of a receipt may be used in lieu of a lost original receipt if accompanied by a signed
               written explanation for the missing original (e.g. "original lost - use copy as original").
             ▪ A photocopy of an original receipt may be used if accompanied by a signed written explanation for the
               missing original (e.g. "original lost - use copy as original").
             ▪ For international travel receipts, all claims for reimbursement must be expressed in terms of US currency.

             Claimant and appropriate approving authority must sign worksheet.

Process: 1. Employee completes worksheet. Worksheet is given to appropriate approving authority.

             2. Worksheet is approved and maybe input as a parked invoice by travelers administrative
                office personnel.

             3. Worksheet is forwarded to Accounting Services for review of compliance with DAS and
                University requirements. Parked invoice is posted by Accounting Services and sent
                to DAS for processing.

             4. Employee is reimbursed via direct deposit of funds.




UNO Travel/Expense Worksheet Info Sheet                                                                                      Last Update 04/2007
University of Nebraska at Omaha                     Travel/ Expense Worksheet                                                        Trip Number
                Traveler                                                                                                             Departure City                                                           Destination
           Personnel #                                                                                                               Depart Time
                                                                                                                                     Return Time                                               Cost Ctr/WBS                                                      $

     Purpose of Travel                                                                                                                                                                         Cost Ctr/WBS                                                      $


                                    Saturday                   Sunday                     Monday                    Tuesday               Wednesday             Thursday                      Friday

Date (mm/dd/yy)                                                                                                                                                                                                         Total            Notes

Lodging

Meals




Telephone

Taxi, Limo, Bus
Miles

Mileage Amount


Misc. Amount


Description

                Totals

I claim reimbursement from the State of Nebraska for the above expenses incurred by me in the line of duty and declare that the above                                              List Items Paid Direct by UNO (i.e. Airfare-Airline/Amt, Registration-Payee/Amt)
statement of them is a true account of such expenses for which payment has not been made heretofore by the State of Nebraska.




Claimant                                             Date                                                   Dean/Director Approval                      Date                                                  Accounting                                               Date

                                                                                                                              University Travel Guidelines
*Expenses must be recorded on a daily basis.                                                                                                                                                                           *MEALS*
                                                                                                                                                      * Actual meal expenses must be claimed. Claims appearing to be submitted as per diem amounts will be questioned.
*Original receipts are required for commercial travel, car rental, gasoline, lodging, registration fees, miscellaneous                                * Itemized receipts are required if the amount claimed exceeds the US General Services Administration (GSA) established
travel expenses of $75 or more. Itemized receipts must be provided for all non-travel related expense. See                                              meal and incidental expense (M&IE) allowances. Rates can be found at www.gsa.gov.
additional section for meal receipt requirements.                                                                                                     * Snacks and beverages outside of the normal three meals a day are not reimbursable.
                                                                                                                                                      * Meals in the City of Omaha or within 25 miles are not reimbursable, except for recruiting meals or approved University
*Keep your receipts! If you are not sure if a receipt is required, obtain one. If you lose a required receipt, an                                       business meetings. Business meals must be documented with a receipt, a business agenda and a list of names.
affidavit form must be completed.
                                                                                                                                                        Trip                       Breakfast                  Lunch                      Dinner
*Receipts stated in foreign currency must be converted to U.S. Dollars. The conversion rate(s) must be noted on the form.                               One Day Trip               Yes, departure             No                         Yes, departure
                                                                                                                                                                                   prior to 6:30 am                                      prior to 5:00pm or
*Personal Entertainment/Services are not allowable reimbursable expenses.                                                                                                                                                                return after 7:00 pm
                                                                                                                                                        First & Last               Yes, departure             Yes, departure             Yes, departure
                                                            *LODGING*                                                                                   Day of a                   prior to 6:30 am           prior to 11:00 am          prior to 5:00pm or
*You may be reimbursed for the daily room rate plus any applicable taxes. If another non-University individual stayed                                   Multi-Day Trip             or return after            or return after            return after 7:00 pm
in the room, only the single room rate is reimbursable. If another University individual(s) stayed in the room, please                                                             10:00 am                   2:00 pm
provide the name(s) in the Notes area.                                                                                                                  Allowable GSA% **          20% GSA M&IE               30% GSA M&IE               50% GSA M&IE
                                                                                                                                                        **These amounts should be used for planning purposes only
                                                          *CAR RENTAL*                                                                                                                                                *MILEAGE*
*You are covered under the State of Nebraska's fleet policy while on University business. Therefore, you do not need to                                 *Mileage to the airport for a University business trip is reimbursed from the office if the trip begins during normal
purchase Loss Damage or Collision Insurance for rental vehicles. You will not be reimbursed for this cost if you choose                                 working hours or from your home if the trip starts before or after normal working hours.
to purchase coverage.

                                                                                                                                                                                                                                                  c8acb854-d5a9-4f51-a46b-0ceb8abcbfe0.xlsx
                                                                                                                                                                                                                                                                        Last Update 04/2007

				
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