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									       INSTRUCTIONS - PLEASE READ
                         University of Southern Mississippi
                             DOMESTIC TRAVEL ONLY
 This workbook will contain all of the forms necessary to get approval and file for reimbursements
 on a trip. By combining all forms in one book, it should be easier to keep corresponding records
 together. Start a new workbook for each trip.

             START A NEW WORKBOOK FOR EACH TRIP
   By starting a new workbook for each trip, you will have the most current form
             reflecting updates in policies as well as rates for mileage.

                                   Tab Legend for Different Forms
         PTT               Permission to Travel
    TR ADV AGMT            Travel Advance Agreement
       REG-CK              Registration Check Request
         TV                Travel Voucher
        MTM                Multi Trip Mileage
        BREF               Business Related Expense Form



The information entered on the "Start Here" page will be used to auto-
            populate each of the forms in this workbook.

                            This will save data entry time.

    HINT: Use the TAB key to move from field to field on all sheets,
                       instead of the mouse.

Proceed to the tab called "Start Here" if you are ready to continue


                 http://www.usm.edu/procurement/travel.html

       ALWAYS CHECK THE ABOVE TRAVEL POLICY FOR UPDATES BEFORE TRAVELING
ONS - PLEASE READ
y of Southern Mississippi
ESTIC TRAVEL ONLY
orms necessary to get approval and file for reimbursements
ne book, it should be easier to keep corresponding records
 ch trip.

WORKBOOK FOR EACH TRIP
or each trip, you will have the most current form
n policies as well as rates for mileage.

Legend for Different Forms
o Travel
nce Agreement
Check Request
her
 eage
 lated Expense Form



 the "Start Here" page will be used to auto-
 of the forms in this workbook.

 l save data entry time.

 o move from field to field on all sheets,
tead of the mouse.

tart Here" if you are ready to continue


m.edu/procurement/travel.html

 RAVEL POLICY FOR UPDATES BEFORE TRAVELING
                                                                                                                                                                                                                                 Faculty, Staff, PI, Student
                                                University of Southern Mississippi
                                    Official Permission to Travel and Reimbursement Forms
                                                                                                                                                                                                                                 Faculty
                  This workbook will contain all of the forms necessary to get approval and file for reimbursements on a trip.                                                                                                   Staff
                  By combining all forms in one book, it should be easier to keep corresponding records together. Start a new
                  workbook for each trip.
                                                                                                                                                                                                                                 UG Student
                                                                            Tab Legend for Different Forms                                                                                                                       Grad Student
                       PTT                                    Permission to Travel (All Conf, Conventions, Associations, and Meetings)                                                                                           Principal Investigator
                  TR ADV AGMT                                 Travel Advance Agreement (Required for all advances)
                    REG-CK                                    Registration Check Request (For Univ to cut a check to the vendor)
                       TV                                     Travel Voucher (To be Reimbursed before and after trip)
                      MTM                                     Multi Trip Mileage (Driving to lots of different locations)
                      BREF                                    Business Related Expense Form (Entertainment)

                                                                                   Description Enter your information below
                Enter Data to the
                                                              The individual being paid on this form must be an employee of the University of
                right>>>>>>>>>
                                                              Southern Mississippi. An employee is someone that receives bi-weekly, monthly or
                                                              single payment payroll checks from USM. If the individual received a check from
                                                              A/P for services, then they are not an employee of USM and reimbursements should

                                                                                                                                                 `PLEASE NOTE
                                                              be done on a Remittance Voucher.
                                                              EXCEPTIONS:
                                                              USM Grad students must complete travel forms for reimbursement of any travel
                                                              (required by State).
                                                              Undergrad students can be reimbursed by AP when expensed on your budget as
              DO NOT SEND                                     Contractual Services or by Travel when expensed on your budget as Travel.
             THIS PAGE TO
                                                                                            Name
             TRAVEL - KEEP
                                                                                   USM Empl ID
               FOR YOUR
                                                                 (FIRST PYMT ONLY) SS#                                                            COMPLETE ONLY IF THIS IS YOUR FIRST TIME TO TRAVEL
               RECORDS                                                                     E-Mail                                                 SS# IS REQUIRED TO SET YOU UP IN SYSTEM FOR PAYMENT
                                                                                         Phone #                                                  W9 REQUIRED FOR UNDERGRADUATE AND GRADUATE - 1ST PYMT ONLY
                                                                                      Dept Box #
                                                                                      Dept Name
                                                                            University Standing Faculty, Staff, PI, Student                       Use drop down box to select your University Standing
                                                                                    Fund (5 digits)                                               If more Chartfield are required, attach a memo
                                                 CHARTFIELD




                                                                                  Dept ID (6 digits)
                                                                                 Program (5 digits)                                               MUST HAVE SIGNATURE AUTHORITY FOR ALL BUDGET STRINGS USED!
                                                                                  Project /Grant                                                  IT IS THE EMPLOYEES RESPONSIBILITY TO OBTAIN THE SIGNATURES
                                                                      MAX AMOUNT ALLOWED
                                                                                    Fund (5 digits)
                                                 CHARTFIELD




                                                                                  Dept ID (6 digits)
                                                                                 Program (5 digits)
                                                                                  Project /Grant                                                  Please do not enter the HR DeptID Number here - for Grants and Projects only
                                                                      MAX AMOUNT ALLOWED
                                             submitting




                                                               Employee name completing form
                                              Person




                                                               E-Mail employee completing form
                                                                  Phone # employee completing
                                                                                          form
            Beginning Date of Trip(mm/dd/yr)                                                                                                      ENTER AS -- MM/DD/YR
               Ending Date of Trip(mm/dd/yr)                                                                                                      ENTER AS -- MM/DD/YR (Required to determine Travel Voucher Due Date)
                               Title of Meeting
                           (Do not abbreviate)

                               Purpose of trip:
                                                              Select a purpose from drop down box                                                 REQUIRED FOR REPORTING TO IHL
                         REQUIRED BY STATE CHECK WITH DEPARTMENT HEAD TO SEE IF A MEMO IS REQUIRED FOR MORE INFORMATION ON
                                                              PURPOSE OF TRIP.
                             Location of Visit:
                               (City and State)                                                                                                   CITY AND STATE
                         REQUIRED BY STATE                                                                                                        REQUIRED FOR REPORTING TO IHL
                                Accompanied By:



                               DO NOT SEND THIS PAGE TO TRAVEL - KEEP FOR YOUR RECORDS                                                                                                                                           Select a purpose from drop down box
                                                                                                                                                                                                                                 Business Meeting
                                                                                                                                                                                                                                 Conference - Attach hotel and room rate info to the Permission to Travel.
                                                                                                                                                                                                                                 Seminar
                                                                                                                                                                                                                                 Workshop
                                                                                                                                                                                                                                 Observation
                                                                                                                                                                                                                                 Performance
                                                                                                                                                                                                                                 Presentation
                                                                                                                                                                                                                                 Recruitment
                                                                                                                                                                                                                                 Research and Teaching
                                                                                                                                                                                                                                 Training
                                                                                                                                                                                                                                 Other (Attach a memo to explain)




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                                                                                                                                                                               1/24/2012
                                                                                                                                                                           3 of 28
Tab: START HERE                                                                                                                                                                                                                                                                                               10:59 AM
                                                  INSTRUCTIONS FOR COMPLETION THE PERMISSION TO TRAVEL FORM
                         Field                                                                             Description / Instruction
    Date Submitted                               Date you complete the form and send it to the Travel Office
    Person completing form                       ENTERED ON START HERE TAB Name of person completing form
    Phone number                                 ENTERED ON START HERE TAB Phone of person completing form
    E-Mail address                               ENTERED ON START HERE TAB E-Mail Address of person completing form
    Employee                                     ENTERED ON START HERE TAB Enter Employee/Travelers Name
    University Classification                    ENTERED ON START HERE TAB Title of person traveling - Faculty, PI, Student, Grad Student, etc
    Employee's E-Mail Address                    ENTERED ON START HERE TAB E-Mail Address of Employee traveling
    Phone #                                      ENTERED ON START HERE TAB Phone number of the person traveling or a contact number of someone in the department
    Empl ID #                                    ENTERED ON START HERE TAB Employee ID - located on payroll check or contact HR for number
    Student's SSN                                ENTERED ON START HERE TAB Students Social Security Number - REQUIRED
    Department Name                              ENTERED ON START HERE TAB Department that the Employee/Travelers works in
    Department Box #                             ENTERED ON START HERE TAB Department's mail box
    Dates of Travel                              ENTERED ON START HERE TAB Day you leave, day you return
    Title of Meeting                             ENTERED ON START HERE TAB Do not Abbreviate
    Location of Meeting                          ENTERED ON START HERE TAB Where Conf or Meeting is taking place and city and state where meeting is being held
    Purpose of Travel                            ENTERED ON START HERE TAB Why are you attending this meeting, conference, etc.
    Estimated Expenses                           Fill in your estimated expenses for each area that is applicable
                                                 Check the USM Travel Website for the most current State Contract on which Rental Car Agency to use.
    Rental Car and Gas
                                                 Original receipts are always required.
                                                 Advances are not paid to USM Employees.
    Request for Advance
                                                 See Travel Policy for exceptions
                                                 Registrations are pre-paid by the Employee and can be reimbursed on a Travel Voucher prior to the trip or after the employee has
                                                 traveled along with other expenses.
    Registration Fees
                                                 See Travel Policy for exceptions
    Signatures
    Signature of Traveler                        The Employee/Traveler must sign the form
    Chair or Next Higher Expenditure
                                                 REQUIRED on all travel - BE SURE YOU HAVE THE EXPENDITURE AUTHORITY SIGNATURE
    Authority
    Print signature of expenditure               Print the signature of the person that has expenditure authority over the Chartfield - REQUIRED
    authority Program Adm
    Sponsored                                    Required if using restricted funds
    Vice President                               Required for Foreign, Hawaii, Canada, and Mexico Travel - See International Travel Forms
    President                                    Required for Foreign, Hawaii, Canada, and Mexico Travel - See International Travel Forms
                                                 Must be completed before travel is approved; if more than one Chartfield is used indicate amount for each Chartfield. If more than 2 Chartfield
    Chartfield Information
                                                 are used, please attach a memo - be sure to have signature authority for all Chartfield.

    SPECIAL CONSIDERATION NOTES:
    Restricted fund accounts require the Project Director's signature




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                                                            1/24/2012
Tab: PTT Instr                                                                                   4 of 28                                                                                  10:59 AM
    THE UNIVERSITY OF SOUTHERN MISSISSIPPI                                                            Date Submitted               January 24, 2012




                                                                                                                                                                              ADVANCES DUE BEFORE:
            http://www.usm.edu/procurement/travel.html
                                                                                      Person Completing Form:
                 PERMISSION TO TRAVEL
     Submit at least two weeks prior to travel dates                                                   Phone Number
            DOMESTIC TRAVEL ONLY                                                                                    e-mail

                     Employee Name Go to Start Here Tab to complete                                USM Empl ID
             University Classification        Faculty, Staff, PI, Student             Student SSN (required)
           Traveler's E-Mail Address                                                         Department Name

                               Phone #                                                       Department Box #                                                                                                              NEW 10/1/2010
                      Title of Meeting
                  Location of Meeting                                                                                                                                                                           Attach conference hotel and room rate info
                                                                                                                                          MEMO MAY BE
                    Purpose of Travel Select a purpose from drop down box
                                                                                                                                        REQUIRED BY DEPT.
                                                                                                                                                                                                                to the Permission to Travel. State requires
                                                                                                                                                                                                                even if you stay at a lower priced non-




                                                                                                                                                                     Undetermined, Travel Ending Date Missing
                       Dates of Travel          Beginning Date                          Ending Date                                                                                                             conference motel/hotel.
              (include traveling dates)
                   ESTIMATED EXPENSES:                                       REQUEST FOR EXCEPTION ADVANCE (Attach Advance Agreement)
Meals                                                                            Request when submitting this form 3 weeks prior to travel.                                                                     Advances must fit exception criteria (see policy)
Hotel Lodging                                                                               Max. Allowed (80%)                 $                                 -                                              If so, the Travel Advance Agreement must be
Mileage                                                                                    Amount Requested --->               $                                 -                                              completed and attached to the Permission to
Airfare                                                                        STATE LAW PROHIBITS CASH ADVANCES FOR TRAVEL                                                                                     Travel. See yellow tab below.
Rental Car and Gas                                                                           WITHIN THE STATE
Other Trans (taxi,shuttle,etc)                                                            IF REGISTRATIONS ARE TO BE PAID BY USM
Registration Fee
                                                                            Any registration paid by USM for an employee must be OVER                                                                           *NOTE - If Registrations is less than $750.00
Other Expenses
                                                                                                                                                                                                                Employee must pay and be reimbursed on Travel
(over $100 attach list)                                                     $750.00. Submit to the Travel Office on a Registration Check
                                                                                                                                                                                                                Voucher. Registration Check Requests that do not
                                                                            Request Form with a Permission to Travel attached at least 4
    Total Estimated Expenses $                                      -                                                                                                                                           allowing 4 weeks to process will be returned to the
                                                                            weeks prior to the due date to allow for processing of check*.
MAXIMUM ALLOWED AMOUNT                    $                         -                                                                                                                                           department.
                         SIGNATURES                                         4) *Sponsored Programs Adm                                                Date
                                                                              (if restricted funds are expended - Box 5157 )
     By signing I acknowledge that I have read and
        understand the University Travel Policy
1) Signature of Traveler                                          Date      5) USM Travel Coordinator                                                 Date


2) *Chair or Next Higher Expenditure Authority                   Date       6) **Vice President                                                       Date


     TYPE signature name here =>
3) **Dean's Signature                                            Date       7) **President/or Designee                                              Date


    TYPE signature name here =>
 *Required for Domestic Travel;                    **Required for Foreign, Hawaii, Canada, and Mexico Travel
    Where is the money coming from? Chartfield(s) required below
MAXIMUM ALLOWED FROM CHARTFIELD 1 $                              -          MAXIMUM ALLOWED FROM CHARTFIELD 2                  $                             -

                           /     /        /                                                                     /        /         /                                                                            MUST HAVE SIGNATURE AUTHORITY FOR ALL BUDGET STRINGS USED!
CHARTFIELD - Fund/Dept-ID/Program/Proj-Grant                                CHARTFIELD - Fund/Dept-ID/Program/Proj-Grant                                                                                        IT IS THE EMPLOYEES RESPONSIBILITY TO OBTAIN THE SIGNATURES
                                               For University Travel Coordinator Use only
     Travel Authorization Number                                            Exception Reason:


      Open Item Voucher Number

 Date Submitted for OI Processing



            If taking an advance - Travel Advancd Agreement must be completed and attached to the Permission to Travel.




          File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                                                                                                                              1/24/2012
          Tab: PTT                                                                                                                     5 of 28                                                                                                                        10:59 AM
        This form is password protected. All information for this form is obtained from
               information entered on the START HERE page and the PTT page.
                                        http://www.usm.edu/procurement/travel.html
Advances will not be issued to USM employees.

EXCEPTIONS:
>>International travel
>>Graduate or undergraduate student travel
>>Travel by team or large group (One faculty or staff member traveling with undergraduate students. A list of the students must
   be attached to the Permission to Travel)
>> When the advance is serving to fund programs or research start-up operations, and is approved by the
   Dean, VP, Associate Dean or Senior Financial Officer.
>>When employee has been denied a credit card from American Express (must provide proof of denial).

If you answer yes to any of the above, complete the form, obtain required signatures and submit to travel 3 weeks prior to your
departure date.




                                                                                                               Date    January 24, 2012               USM Empl ID


                       THE UNIVERSITY OF SOUTHERN MISSISSIPPI                                                 Name

                         TRAVEL ADVANCE AGREEMENT                                                           Phone #                                      Dept Box #
                                                                                                             E-Mail

                                                                                                          Dept Name

  The maximum amount that can be advanced is 80 percent of the estimated cost of the trip less any expenses prepaid or
                    charged to the university (registration fees, airline tickets, hotel deposit).

       The Advances are to be repaid by the employee with the submission of a Travel Voucher.
 Outstanding Travel Advances:
 • Travel Advances are due within 15 days after return from trip.
 • If the employee is past due a second time, the employee will be ineligible for future advances for a period of one year. Any travel during that year will be on a “reimbursement only”
 basis.
 • If an employee has had their eligibility for advances revoked and then reinstated, any further revocation will be permanent.
 • If it should become necessary to do a deduction from your payroll check, the employee will not qualify for future travel advances. The deduction instituted will be the amount of the
 outstanding Travel Advance, not to exceed one-half of the employee's net pay. This deduction will continue until the outstanding Travel Advance is settled by the Travel Office.
 • Outstanding Travel Advances not only include instances when an Employee Travel Voucher has not been submitted to the Travel Office but also when reimbursable expenses
 processed on an Employee Travel Voucher are less than the Travel Advance received.
 • Do Not Send CASH in Campus Mail! If cash is sent through campus mail and the funds are lost, the employee will remain
 responsible for the balance of the unspent advance funds.

                                                                                                                                                                                     1/24/201210:59 AM
Returned Check Policy
When an employee submits a check to cover an amount due from an advance and the check is returned to USM by the bank because of insufficient funds, the
employee will not qualify for future travel advances.


Amount Requested                                                                $0
End Date of Trip
Travel Voucher Due Before                    Undetermined, Travel To avoid Payroll Deduction
                                             Ending Date Missing
I have read the above policy regarding Travel Advances and by signing below I understand any part of the advance that I receive today that is
still outstanding 15 days from the end date of this trip will be payroll deducted, not to exceed one-half of my net pay, at the next available pay
period. If payroll deducted, I undertand that I will be ineligible for future advances.

Signature:______________________________________________________________________Date:_________________

Additional Signature (if required):______________________________________________________________________Date:_________________

               IF REQUESTING AN ADVANCE, THIS FORM MUST BE ATTACHED TO THE PERMISSION TO TRAVEL




                                                                                                                                                          1/24/201210:59 AM
                                     INSTRUCTIONS FOR REGISTRATION CHECK REQUEST


TO INSURE THAT PAYMENT IS RECEIVED ON TIME, SUBMIT TO THE TRAVEL OFFICE 4 WEEKS BEFORE DUE DATE. This will allow time for a W9 to
be obtained and the vendor to be set up in the system as a vendor.


                             Name of Vendor -
 VENDOR
                             DO NOT ABBREVIATE THE NAME                  Employees are reimbursed on a Travel Voucher
 ADDRESS TO WHICH CHECK
 SHOULD BE SENT              Address that the check should be sent to

 **Telephone                 Telephone number of the vendor              Will expedite the process of getting a W9 - and getting a check processed.
 **Fax Number                Fax number of the vendor                    Will expedite the process of getting a W9 - and getting a check processed.
 Registration Due Date       What the due date is for the check to be received by the vendor - VERY IMPORTANT.

 Special Instructions:       Note any special instructions for check processing



  A COPY OF THE PERMISSION TO TRAVEL MUST BE ATTACHED FOR ALL INDIVIDUALS
    HINT - attach your completed Registration Check Request to your Permission to Travel when
                                   submitting it for approval.
                                      REGISTRATION CHECK REQUESTS THAT DO NOT ALLOW 4 WEEKS
                                          TO PROCESS WILL BE RETURNED TO THE DEPARTMENT.

                       A COPY OF THE PERMISSION TO TRAVEL MUST BE ATTACHED FOR ALL INDIVIDUALS
                                         REQUESTING REGISTRATION PAYMENTS
                                                        http://www.usm.edu/procurement/travel.html
Registration fees are paid by the traveling employee.

EXCEPTIONS

Is this registration for a Group (4 or more employees)? If yes, complete form. If no, employee needs to pay.

Is this registration over $750.00? If yes, complete form. If no, employee needs to pay.

Has employee been denied a credit card from American Express? If yes, complete form and attach copy of denial letter.


                                             REGISTRATION CHECK REQUEST
                                        THE UNIVERSITY OF SOUTHERN MISSISSIPPI
            A COPY OF THE PERMISSION TO TRAVEL MUST BE ATTACHED FOR ALL INDIVIDUALS REQUESTING REGISTRATION PAYMENTS

   VENDOR ID                                                                                                            DATE          January 24, 2012




   VENDOR                                                                                                               DEPARTMEN
                                                                                                                        T NAME

                  DO NOT ABBREVIATE THE NAME OF THE VENDOR
                                                                                                                        DEPT BOX

   ADDRESS TO WHICH CHECK                                                                                                                 PERSON COMPLETING FORM
   SHOULD BE SENT

                                                                                                                        NAME

   TELEPHONE # OF VENDOR
                                                                                                                        E-MAIL

   FAX # OF VENDOR
                                                                                                                        PHONE #

   REGISTRATION DUE DATE                                                                                               EMPLOYEE
                                                                                                                                                                                List all names of employees
                                                                                                                        NAME(S)
                                                                                                                                                                                that the Registraton will cover.
                                                                                                                                                                                Attach a memo if necessary.
       If the registration is due before    February 21, 2012       we cannot guarantee that the check will arrive in time. You need to allow 4 weeks
                for the check to be processed. This will allow for required signatures, setting up the vendor and processing the check.

          If a W-9 is not attached the Telephone Number and Fax Number are required. Payment cannot be made until a W-9 has been received.

                                                                   DESCRIPTION                                                                                     AMOUNT
                                                                                                                                                         $                  -




                ATTACH: PTT and Registration form for all individuals
                                                                                                                                      TOTAL              $                  -

Special Instructions:




I do solemnly affirm that the amounts scheduled above are just and true in all respects and were expended for The University of Southern Mississippi's purposes.

Requested By                                                                                                                                    Date

Approved By                                                                                                                                     Date

Sponsored Prog Adm                                                                                                                              Date
(If required - send to 5157)

                                                                                                                                      PROJECT/GRAN
                                                                             FUND                   DEPTID             PROGRAM
           ACCOUNTING USE ONLY                     ACCOUNT                                                                                   T                     AMOUNT
                                                                           (5 digets)               (6 digets)          (5 digets)
                                                                                                                                         (7 digets)

VOUCHER                                                                                                                                                  $                  -
NUMBER
                                                                                                                                                         $                  -
VOUCHER DATE
                                                                                                                                                         $                  -
                                                                                                                                                         $                  -
PROCESSED BY:
                                                                                                                                                         $                  -
                                                                                                                                                         $                  -
                                                                                                                                            TOTALS BALANCE READY TO PROCESS


                     A COPY OF THE PERMISSION TO TRAVEL MUST BE ATTACHED FOR ALL INDIVIDUALS
                                       REQUESTING REGISTRATION PAYMENTS
  1/24/2012
  Rev 10/2008
                                                                          Instructions for Travel Voucher

                                                      Fill in ALL requested information about traveler on the Start Here Tab.

               TO EXPEDITE THE REIMBURSEMENT, BE SURE TO COMPLETE ALL THE REQUESTED INFORMATION AND TO ATTACH ALL REQUIRED RECEIPTS

                                  BE SURE TO ATTACH A COPY OF YOUR PERMISSION TO TRAVEL TO YOUR TRAVEL VOUCHER
                     Expense                 Reimbursement Allowed                    Documentation Required
       Meals                                          Actual charges not to exceed     No receipts required.                                                           State
                                                      the maximum meal allowance       does not allow reimbursement of meals for a day trip.
                                                      for the area traveled in - See   Be sure to reference if lodging was paid for by someone else otherwise we can not
                                                      Website for per-diem allowed.    reimburse for meals.

       Lodging                                        Actual Charges based on a        An original itemized receipt is required. IF ATTENDING A CONFERENCE a copy of the
                                                      single rate                      conference literature showing the conference hotel and rate or a copy of the registration
                                                                                       form which includes the housing reservation MUST BE ATTACHED to the Travel Voucher
                                                                                       in order to be reimbursed.
       Personal Vehicle                               See Website for mileage          NOTE: One line must reference the mileage from city to city. IF you have around town
                                                      reimbursement rate               driving, you must enter another line with that information.
       Airline Travel                                 Actual Charges                   Airline E-Ticket reflecting payment, Passenger Receipt reflecting payment required
       Rental Car/Bus/Train                           Actual Charges                   Original receipt.
    OTHER EXPENSES - Pick the ones applicable to your trip from the drop down box
       Registration Fees                              Actual Charges                   Original receipt, copy of personal check or a copy of credit card statement showing payment.
                                                                                       Original receipt.
       Rental Car                                     Actual Charges                   Check the USM Travel Website for the most current State Contract on which Rental Car
                                                                                       Agency to use.
       Rental Car Fuel                                                                 Original receipts for fuel required
       Group Banquet Fee                              Actual Charges                   Original receipt
                                                                                       Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
       Taxi/Shuttle/Limousine - to airport            Actual Charges                   departure and $10.00 for day of return. The State does not allow reimbursement for taxi service to
                                                                                       and from a restaurants. If more than 2 taxi receipts, an explanation is required.
                                                                                       Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
       Taxi/Shuttle/Limousine - from airport          Actual Charges                   departure and $10.00 for day of return. The State does not allow reimbursement for taxi service to
                                                                                       and from a restaurants. If more than 2 taxi receipts, an explanation is required.
                                                                                       Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
       Taxi/Shuttle/Limousine - other                 Actual Charges                   departure and $10.00 for day of return. The State does not allow reimbursement for taxi service to
                                                                                       and from a restaurants. If more than 2 taxi receipts, an explanation is required.
       Telephone                                      USM BUSINESS CHARGES ONLY        State will not reimburse for personal calls made during travel
       Motel Room Internet Charges                    Actual Charges                   Original receipt
                                                                                       Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
       Tips (baggage handling - $1 per bag)           Actual Charges
                                                                                       departure and $10.00 for day of return.
       Parking                                        Actual Charges                   Original receipts if charges are in excess of $10.00.
       Tolls                                          Actual Charges                   Original receipts if charges are in excess of $10.00.
       Other Expenses                                                                  Not referenced in drop down box - lines available to type in other expenses

                                                 SOME EXPENSES NOT paid by travel - Dues, abstracts, supplies, printing, personal calls.
                                                      Contact the Travel Office if you have a question on what to send for reimbursement.
File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                                                    1/24/2012
Tab: TV Instr                                                                              10 of 28                                                                               10:59 AM
                                                                           Instructions for Travel Voucher
                                                 SOME EXPENSES NOT paid by travel - Dues, abstracts, supplies, printing, personal calls.
                                                      Contact the Travel Office if you have a question on what to send for reimbursement.
       Total Expense                                  Total Requested for reimbursements
       Less Advance                                   Less any advances or reimbursements already made
       Total Reimbursed                               Total of reimbursement check
       Max Reimbursed                                 If the department sets a specific reimbursement amount, the figure should go here
       Employee Signature                             Employee signature
       Chair or Next Higher Expenditure
                                                      Signature required
       Authority
       Print Signature                                Print signature of chair or next higher expenditure authority REQUIRED
       Sponsored Program Adm                          If restricted account, must be approved by Sponsored Program Adm
       Print Signature                                Print signature of contracts & Grants
    ADDITIONAL INFORMATION
       Additional Comments to explain
                                                      Add a memo
       travel expense
       INTERNATIONAL TRAVEL                           MUST ATTACH DOCUMENTATION OF EXCHANGE RATE USED. ALL RECEIPTS MUST BE CONVERTED TO US CURRENCY




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                 1/24/2012
Tab: TV Instr                                                                              11 of 28                                            10:59 AM
   Be sure to delete any pre-paid reimbursements before submitting
   subsequent Travel Vouchers
   THE UNIVERSITY OF SOUTHERN MISSISSIPPI - EMPLOYEE TRAVEL VOUCHER
                                                                 Faculty, Staff, PI,
Date      January 24, 2012 Name Go to Start Here Tab to complete Student
Phone #                                                        E-Mail
USM Empl #                                                     Dept Name
SS#                                                            Permission to Travel Filed (if yes, attach copy)                                       Yes (or) No
Dept Box #                                                     Submitter
Location                                                                                                                            Accompanied By:
Purpose of trip:         Select a purpose from drop down box
Title of Meeting:
                     PERSONAL MEALS AND LODGING (LODGING REQUIRED FOR MEAL REIMBURSEMENT)
   *"If you did         not pay for lodging reference who did or whom you stayed with " DO NOT leave Lodging blank.
   Date
                                                                                                                                                                   Business or
   Breakfast              $        -
                                                                                                                                                                   Group meals
   Lunch                  $        -
                                                                                                                                                                    use BREF
   Dinner                 $        -
   Total Meals            $        -      $          -      $      -    $                 -      $         -     $           -       $         -      $     $
                                                                                                                                                            -                     -
   Lodging Cost*          $        -                                                                                                                        $                     -
                                Note: for additional days, use tab TV pg2                                                             Total Meals & Lodging $                     -
                                                                        TRAVEL BY PERSONAL VEHICLE
               Did you use a University vehicle? Yes (or) No Be sure to confirm mileage with Rand McNally before sending.
       Date                      From - City, State                     To - City, State             Miles        Rate    TOTAL
                                                                                                              N/A          $                                                      -
                                                                                                              N/A          $                                                      -
                                                                                                              N/A          $                                                      -
Note: for more mileage, use either tab Multi Trip Mileage (or) TV pg2                    Total Travel By Personal Vehicle $                                                       -
                                                           TRAVEL BY PUBLIC CARRIER (Mode = Airfare, Bus, Train, etc)
         Date                                             From                                                          To                                Mode    Ticket Amt



Note: for additional Public Carriers, use tab TV pg2                                                                     Total Travel By Public Carrier $                         -
                                                         OTHER EXPENSES       (For additional other expenses, use tab TV pg2)
                              Item                                  Date                             Place Where Expenses Were Incurred                                 Amount
   Select an expense from drop down box                                                                                                                         $                 -
   Select an expense from drop down box                                                                                                                         $                 -
   Select an expense from drop down box                                                                                                                         $                 -
   Select an expense from drop down box                                                                                                                         $                 -
   Select an expense from drop down box                                                                                                                         $                 -
                                                                                                                                                                $                 -
  ADVANCE RECEIVED? Yes (or) No                                                                                                            Total Other Expenses $                 -
              By signing, I certify that the above amounts claimed for travel expenses are true and accurate.                       Total for this page           $               -
                     Employee Signature                                    Chair or Next Higher Expenditure Authority               Total for TV pg2             $                -
                Print Signature Name below                                       Print Signature Name below                         Total for Multi Trip Mileage $                -
                                                                                                                                    Total for BusRelated Exp     $                -
                                                                                                                                    TOTAL ALL EXPENSES            $               -
                      Sign & Date above                                                Sign & Date above                                           LESS ADVANCE $                 -
          Sponsored Prog Adm               Sign & Date
               (If restricted - send to Box 5157)
                                                                                                                                    TOTAL REIMBURSED              $               -


 CHARTFIELD INFO
                                                                                                                                           MAX REIMBURSED $                       -

                                                                                                                                                    AMT DUE USM     $                 -
 CHARTFIELD INFO
      ACCOUNTING USE ONLY                          Fund            Dept ID         Program        Proj/Grant                     Account                         Expense
Voucher No.

Journal Voucher #




                              ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING THE TRAVEL OFFICE                                                             1/24/2012
                                                                                                                                                                      10:59 AM
MUST HAVE SIGNATURE AUTHORITY FOR ALL BUDGET STRINGS USED!
IT IS THE EMPLOYEES RESPONSIBILITY TO OBTAIN THE SIGNATURES




            ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING THE TRAVEL OFFICE   1/24/2012
                                                                                          10:59 AM
SELECT YES OR NO 
If Yes, attach a copy of the Permission to Travel




"LODGING REQUIRED FOR MEAL REIMBURSEMENT" DAILY MEAL
REIMBURSEMENT CAN NOT EXCEED STATE ALLOWED DAILY PER DIEM FOR
http://www.usm.edu/procurement/travelmeals.html
Situations that may require an adjustment to pre-diem may include the following:
*Meals furnished as part of BREF
*Meals are included in the registration fee or by the conference



BE SURE TO USE THE MOST COMMONLY USED MILEAGE SPREADSHEET OR
LOOK UP YOUR MILEAGE ON RAND MCNALLY - GO TO
http://www.usm.edu/procurement/travelmileage.html




Rental Car Fuel (original receipt for gas - copy of rental
receipt required )

Rental Car paid by PCARD - attach a copy of receipt BUT do not include amount on your
Travel Voucher! You can not be reimbursed for something you did not pay for.

SELECT YES OR NO FOR ADVANCE RECEIVED




ENTER ADVANCE RECEIVED

AMOUNT TO BE REIMBURSED



AMOUNT DUE USM
STAPLE A CHECK TO THE TRAVEL VOUCHER
AND SUBMIT TO THE TRAVEL OFFICE




    ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING THE TRAVEL OFFICE         1/24/2012
                                                                                        10:59 AM
ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING THE TRAVEL OFFICE   1/24/2012
                                                                              10:59 AM
                                                  Yes (or) No Airfare       1/1/10   $0.500




                                                  YES          Rental Car   1/1/11   $0.510

                                                  NO           Bus          7/1/11   $0.555

                                                               Train
                                                               Taxi
                                                               Other




ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING THE TRAVEL OFFICE                   1/24/2012
                                                                                              10:59 AM
ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING THE TRAVEL OFFICE   1/24/2012
                                                                              10:59 AM
                 Select an expense from drop down box



                    Registration Fees

                    Rental Car - original receipt (NOT PCARD)

                    Rtl Car Fuel-org receipt+Rental receipt
                    Personal Vehicle Fuel (org receipt)No mileage
                    Banquet Fee (receipt required)
                    Excess Airline Luggage Fee (receipt required)
                    Tips (baggage handling-$1 per bag)
                    Taxi/Shuttle/Limousine - from airport
                    Taxi/Shuttle/Limousine - to airport

                    Taxi/Shuttle/Limousine - Reference Where


                    Telephone (USM Business Only)
                    Motel room internet Charges
                    Parking
                    Tolls




ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING THE TRAVEL OFFICE   1/24/2012
                                                                              10:59 AM
            THE UNIVERSITY OF SOUTHERN MISSISSIPPI - EMPLOYEE TRAVEL
                                          Page 2
                                                                         Faculty, Staff, PI,
  Date            January 24, 2012 Name Go to Start Here Tab to complete Student

  Phone #                                             E-Mail
  USM Empl #                                          Dept Name
                                                      Permission to Travel Filed (if yes, attach copy)                            Yes (or) No
  Dept Box #                                          Submitter
                                                                   MEALS AND LODGING
    Date
    Breakfast
    Lunch
    Dinner
    Total Meals          $        -     $       -      $       -      $     -     $        -        $        -       $       -    $        -      $        -
    Lodging                                                                                                                                       $        -
    TOTAL                                                                                                                                         $        -
                                                            TRAVEL BY PERSONAL VEHICLE
                Did you use a University vehicle? Yes (or) No
         Date                     From (City, State)                             To (City, State)                        Miles          Rate      TOTAL
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
                                                                                                                                  N/A              $       -
               Note: for additional mileage, use tab Multi Trip Mileage                                          Total Travel By Personal Vehicle $        -
                                              TRAVEL BY PUBLIC CARRIER (Mode = Airfare, Bus, Train, etc)
         Date                                       From                                                To                            Mode       Ticket Amt
                                                                                                                                                 $       -
                                                                                                                                                 $       -
                                                                                                                                                 $       -
                                                                                                                                                 $       -
                                                                                                                  Total Travel By Public Carrier $       -
                                                                     OTHER EXPENSES
                         Item                              Date                       Place Where Expenses Were Incurred                              Amount
 Select an expense from drop down box                                                                                                          $           -
 Select an expense from drop down box                                                                                                          $           -
 Select an expense from drop down box                                                                                                          $           -
 Select an expense from drop down box                                                                                                          $           -
 Select an expense from drop down box                                                                                                          $           -
 Select an expense from drop down box                                                                                                          $           -
 Select an expense from drop down box                                                                                                          $           -
                                                                                                                                               $           -
                                                                                                                                               $           -
                                                                                                                                               $           -
                                                                                                                                               $           -
                                                                                                                          Total Other Expenses $           -

                                                                                           TOTAL EXPENSES FOR THIS PAGE $                                  -


File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                 1/24/2012
Tab: TV pg2                                                                                                                                    10:59 AM
       "STATE DOES NOT ALLOW MEALS WITHOUT LODGING" DAILY
       MEAL REIMBURSEMENT CAN NOT EXCEED STATE ALLOWED
       DAILY PER DIEM FOR THE AREA OF TRAVEL

        http://www.usm.edu/procurement/travelmeals.html




       BE SURE TO USE THE MOST COMMONLY USED MILEAGE SPREADSHEET OR
       LOOK UP YOUR MILEAGE ON RAND MCNALLY - GO TO
       http://www.usm.edu/procurement/travelmileage.html




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                        1/24/2012
Tab: TV pg2                                                           10:59 AM
                                                 Yes (or) No Airfare       1/1/10   $0.500


                                                 yes          Rental Car   1/1/11   $0.510

                                                 No           Bus          7/1/11   $0.555

                                                              Train
                                                              Taxi
                                                              Other




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                               1/24/2012
Tab: TV pg2                                                                                  10:59 AM
                                      Select an expense from drop down box
                                           Registration Fees

                                           Rental Car - original receipt (NOT PCARD)

                                           Rtl Car Fuel-org receipt+Rental receipt

                                           Personal Vehicle Fuel (org receipt)No mileage
                                           Banquet Fee (receipt required)
                                           Excess Airline Luggage Fee (receipt required)
                                           Tips (baggage handling-$1 per bag)
                                           Taxi/Shuttle/Limousine - from airport
                                           Taxi/Shuttle/Limousine - to airport
                                           Taxi/Shuttle/Limousine - Reference Where
                                           Telephone (USM Business Only)
                                           Motel room internet Charges
                                           Parking
                                           Tolls




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                             1/24/2012
Tab: TV pg2                                                                                10:59 AM
                                                             Instructions for Multiple Trip Mileage Report
                                                     Fill in ALL requested information about traveler.
                                                     Be sure to reference if the traveler is faculty/staff or a student!!

                                                               Item                      Description / Instruction
                                                     Date                          Date of trip
                                                     From                          City, State - only
                                                     To                            City, State - only
                                                     Mileage                       See Website for mileage information
                                                     Amount                        Form will calculate amount

                                                     NOTE: One line must reference the mileage from city to city.
                                                     If you have around town driving, you must enter another line
                                                                        with that information.
                                                                                    Example
                                            Date             From                             To                Miles
                                          4/15/2005 Hattiesburg                   Jackson                        92
                                          4/15/2005 Additional driving in                                        10
                                                    Jackson


                                                    Use: (RT) Roundtrip
                                                         (OW) One Way




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                              1/24/2012
Tab: MTM Instr                                                         23 of 28                                             10:59 AM
                                                                                          USM Empl
                                                            Date    January 24, 2012
                                                                                                ID
                                                       Traveler's
                                                                    Go to Start Here Tab to Complete
                         THE UNIVERSITY OF                 Name
                     SOUTHERN MISSISSIPPI                Phone #                          Dept Box #
                       MULTIPLE TRIP MILEAGE
                                                          E-Mail
                              REPORT
                                                      Dept Name
                                                       Submitter
                                                        UNIVERSITY CLASSIFICATION              Faculty, Staff, PI, Student

                                  ATTACH TO A TRAVEL VOUCHER
                                                 TRAVEL BY PERSONAL VEHICLE
            Did you use a University vehicle? Yes (or) No USE: (RT) Roundtrip (OW) One Way
       Date                  From - City, State                     To - City, State        Miles        Rate     TOTAL
EXAMPLE - AROUND TOWN MILES ON SECOND LINE
7/1/11               Hattiesburg, MS                       Jackson, MS (RT              180             0.555      $         99.90
7/1/11               Around Town                                                        10              0.555      $          5.55
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                         N/A       $           -
                                                                                                 N/A               $           -
                                                                                                 N/A               $           -
                                                                                                 N/A               $           -
                                                                                                 N/A               $           -
                                                                      TOTAL TRAVEL BY PERSONAL VEHICLE             $           -

By signing, I confirm that the above amounts claimed for travel expenses are true and accurate.
                                                              See instructions on how to complete
         Employee Signature/Date
File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                     1/24/2012
Tab: Multi Trip Mileage                                  24 of 28                                                  10:59 AM
BE SURE TO USE THE MOST COMMONLY USED MILEAGE SPREADSHEET OR
LOOK UP YOUR MILEAGE ON RAND MCNALLY - GO TO
http://www.usm.edu/procurement/travelmileage.html




  File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls               1/24/2012
  Tab: Multi Trip Mileage                          25 of 28    10:59 AM
                                                 1/1/10       $0.500
                                                 1/1/11       $0.510


                                                 7/1/11       $0.555




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                         1/24/2012
Tab: Multi Trip Mileage                            26 of 28            10:59 AM
                                                              Instructions for completion of the Business Related Expense Form

                                                                                        "Attach to aTravel Voucher and
                                                                                      Send to Accounts Payable - Box 5104

                                                    To expedite reimbursements for entertainment be sure to review the Entertainment Policy for
                                                            USM before incurring the expense. The Entertainment Policy is located at -
                                                                        http://www.usm.edu/procurement/apentertain.html

                                                                         Item                                               Description / Instruction
                                                 Date                                                 Date form completed
                                                 Phone #                                              Phone number to call for questions
                                                 Name                                                 Name of employee to be reimbursed
                                                 E-Mail                                               E-mail of employee being reimbursed
                                                 Dept Name                                            Department Name
                                                 USM Empl ID                                          Empl ID of employee being reimbursed
                                                 Dept Box #                                           Department Box Number
                                                 The attached receipts had no alcoholic beverages
                                                 purchased on them________ (Initials of person        MUST BE INITIALED
                                                 requesting reimbursement-REQUIRED)


                                                 Date, Time and Place of Entertainment                Date the expense was incurred.
                                                                                                      City and State where meal took place

                                                 Statement of purpose for the expense as well as
                                                 the benefit to the University (General phrases
                                                 such as Entertainment Expenses" and "Business
                                                                                                  Explain the purpose of the activity - attach additional page if necessary
                                                 Lunch" are not adequate explanations and will be
                                                 returned, thereby delaying reimbursement)


                                                 Names of Individuals involved                        Name of all individuals that expense was for
                                                 ENTERTAINMENT OUTSIDE HATTIESBURG, MS                Attach to a Travel Voucher and turn into Travel
                                                 ENTERTAINMENT IN HATTIESBURG, MS                     Attach to a Remittance Voucher and turn into Accounts Payable



                                                  The State of Mississippi does not allow us to reimburse for alcoholic beverages purchased. You
                                                   need to initial the Business Related Expense Form acknowledging that no alcoholic beverages
                                                                                          were purchased.




File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                                                1/24/2012
Tab: BREF Instr                                                                                       27 of 28                                                                10:59 AM
                                                                                                          Date      January 24, 2012          USM Empl ID
                                                THE UNIVERSITY OF SOUTHERN
                                                MISSISSIPPI                                              Name    Go to Start Here Tab to Complete
                                                  BUSINESS RELATED EXPENSE                             Phone #                               Dept Box #
                                                FORM                                                    E-Mail

                                                                                                    Dept Name

This form must be completed when business entertainment expense has been incurred for the University.
Attach all original itemized receipts to this form and attach to a Travel Voucher or Employee Reimbursement Voucher
The attached receipts had no alcoholic beverages purchased on them. _________ (Initials of person requesting reimbursement-                                               MUST INITIAL OR
REQUIRED)                                                                                                                                                                 IT WILL BE SENT BACK

1. Date, Time and Place of Entertainment




2. Statement of purpose for the expense as well as the benefit to the University (General phrases such as Entertainment Expenses" and "Business Lunch" are not adequate
explanations and will be returned, thereby delaying reimbursement)



                                                                                                                                                                          General phrases such as
                                                                                                                                                                          "Entertainment Expenses"
                                                                                                                                                                          and "Business Lunch" are
                                                                                                                                                                          not adequate explanations
                                                                                                                                                                          and will be returned, thereby
                                                                                                                                                                          delaying reimbursement.



3. A list of all persons in attendance, including their relationship to the program to be benefited as well as any other relevant details.


                                                                                                                                                                          Name, title, relationship to program




Whenever feasible, USM employees traveling together should pay for their own meals. This will cut down on the possibility of
duplicate charges to the budget used for reimbursement. Signature authorities should verify that full per-diem is not being paid to one
of the guests referenced above on their Travel Voucher.

                                                                                                                                              TOTAL $               -



                                    MUST BE ATTACHED TO THE EMPLOYEE REIMBURSEMENT VOUCHER OR
                                      IF THERE IS TRAVEL INVOLVED ATTACH TO THE TRAVEL VOUCHER




                                                                                                                                                                                                                   1/24/2012
                                                                                                                                                                                                                   10:59 AM
          File: 8ad67a46-cab8-40bf-a157-2bf98f69d527.xls                                                                                                                                                         REV 10/2008
          Tab: BREF

								
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