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					                Kettering University
  Employee Travel Report
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               Revised by Dennis Liagre - January 10, 2011
                        TRAVEL REPORT INSTRUCTIONS
             (Topics in the instructions appear in the order that items are listed on the Travel Report.)
                Use the <UP>, <DOWN>, <PAGE UP>, or <PAGE DOWN> keys to scroll to topic.




                                                MISCELLANEOUS

Use Form 23
after the expense or completion of travel. Kettering Funds or Materials Request (KU
expenses not related to travel and for non
an Accountable Plan, which exempts reimbursements from employee income. For additional information on
travel, refer to Kettering's current Travel Policy.


                                           DEFINITION OF A RECEIPT

A receipt is a canceled check, bill showing item paid, receipt, or credit card statement. Original receipts must be
submitted. Photocopies are not acceptable. Transportation always requires a receipt, except when one is not
readily available (ex: $.50 toll charge). Lodging must always have an itemized receipt. All other items require a
receipt when each separate expenditure is $25.00 or more.


                                                FOREIGN TRAVEL

Convert expenses to U.S. dollars and state conversion rates in Other block. Canadian expenses will be
converted by the current rate used in the Business Office as provided by Kettering's local bank unless other proof
of actual exchange is provided. Other foreign exchange rates will be compared to the current Wall Street Journal
for accuracy. By charging expenses on your credit card and submitting the statement, you are guaranteed
reimbursement for the actual U.S. dollars you were charged.




                               FILLING OUT EMPLOYEE TRAVEL REPORT

Traveling for More Than 7 Days:
Submit an additional expense report for trips that exceed 7 days. Several Reports can be paid with one check.

Destination (city / cities):



Purpose of Trip:
Provide a brief description of the reason for the trip (ex: Attend workshop for Employee Travel Reports).

Reimbursement check:
Reimbursement checks are mailed to the dept via inter-org mail. Please list your room # and building.

Mileage:



Auto Expense:



Taxi / Shuttle:
Receipts (when customarily furnished) must be attached regardless of the amount spent. Shuttle service to
Detroit Metro Airport arranged through Kettering's designated travel agency will be billed to the departmental
account when Kettering is invoiced. These amounts should not be included on the Report.

Airfare:
Attach one copy of the ticket that shows the cost and a copy of the itinerary showing the date and time of travel.

Meals:



Lodging:
Receipts are required regardless of the amount. Hotels will fax a receipt if one is not obtained at checkout. It
must list separate amounts for daily charges. Do not include expenses for meals, telephone, parking, etc. List
these items in their designated areas. Movie rentals will not be reimbursed, they are a personal entertainment

Tips:
List daily total (include tips for meals as part of the total meal expense).

Per diem:



Meals and Entertainment for Others:



Other Expense:




                                      ADVANCES AND AMOUNT DUE:

Expenses Not Reimbursed by Kettering:
An employee may list expenses on the Report that are greater than the predetermined amount that their
department has agreed to pay. Photocopies of receipts are acceptable for these expenses. Enter an amount
Airfare Prepaid by Kettering:
List amounts for airfare that were ordered from Kettering's designated travel agency.

Cash Advance:
Include any cash and check advances that were issued to you.

Other Prepaid Registrations & Deposits:
These expenses should not be listed on the Report if Kettering has issued a check directly to the vendor. If they
are included on the Report, then the payment should be entered on this line. If an employee pays deposits and
conference registrations, reimbursement cannot be made until travel is complete and a Report is submitted.

Amount Due Kettering:
The program will calculate this amount. Advances issued in excess of Total Expenses must be returned to
Kettering within 30 days after the expense or travel is completed. Payment may be made at the Students
Accounts Office (Accounts Receivable), Cashier or by a check attached to the Report payable to Kettering

Amount Due Employee:
The program will calculate this amount. Reports must be delivered to the Student Accounts Office by 5:00 pm
Friday in order to receive a check the following Friday.


Signatures:




                                                      END
                        TRAVEL REPORT INSTRUCTIONS
             (Topics in the instructions appear in the order that items are listed on the Travel Report.)
                Use the <UP>, <DOWN>, <PAGE UP>, or <PAGE DOWN> keys to scroll to topic.




                                                MISCELLANEOUS

Use Form 23-2 to report employee travel expenses and receive reimbursement. Reports are due within 30 days
after the expense or completion of travel. Kettering Funds or Materials Request (KU-4) is for reimbursements of
expenses not related to travel and for non-employees. Kettering follows the Internal Revenue Service rules for
an Accountable Plan, which exempts reimbursements from employee income. For additional information on
travel, refer to Kettering's current Travel Policy.


                                           DEFINITION OF A RECEIPT

A receipt is a canceled check, bill showing item paid, receipt, or credit card statement. Original receipts must be
submitted. Photocopies are not acceptable. Transportation always requires a receipt, except when one is not
readily available (ex: $.50 toll charge). Lodging must always have an itemized receipt. All other items require a
receipt when each separate expenditure is $25.00 or more.


                                                FOREIGN TRAVEL

Convert expenses to U.S. dollars and state conversion rates in Other block. Canadian expenses will be
converted by the current rate used in the Business Office as provided by Kettering's local bank unless other proof
of actual exchange is provided. Other foreign exchange rates will be compared to the current Wall Street Journal
for accuracy. By charging expenses on your credit card and submitting the statement, you are guaranteed
reimbursement for the actual U.S. dollars you were charged.




                             FILLING OUT EMPLOYEE TRAVEL REPORT

Traveling for More Than 7 Days:
Submit an additional expense report for trips that exceed 7 days. Several Reports can be paid with one check.

Destination (city / cities):
Insert the location of the expense (ex: Detroit). If more than one city was visited, include each and the
dates at each location.

Purpose of Trip:
Provide a brief description of the reason for the trip (ex: Attend workshop for Employee Travel Reports).

Reimbursement check:
Reimbursement checks are mailed to the dept via inter-org mail. Please list your room # and building.

Mileage:
List the number of Miles driven. The program will multiply the miles by the current rate
per mile and list dollar amount as Mileage Expense. Appropriate rate based on date of travel.

Auto Expense:
Receipts (when customarily furnished) must be attached regardless of the amount spent. Mileage includes an
allowance for gasoline, therefore gasoline cannot be claimed for the same trip.

Taxi / Shuttle:
Receipts (when customarily furnished) must be attached regardless of the amount spent. Shuttle service to
Detroit Metro Airport arranged through Kettering's designated travel agency will be billed to the departmental
account when Kettering is invoiced. These amounts should not be included on the Report.

Airfare:
Attach one copy of the ticket that shows the cost and a copy of the itinerary showing the date and time of travel.

Meals:
Breakfast, Lunch and Dinner including tips are only for the employee that is submitting the Report. If others
are also attending, list entire expense as Meals & Entertainment for Others and complete associated information.

Lodging:
Receipts are required regardless of the amount. Hotels will fax a receipt if one is not obtained at checkout. It
must list separate amounts for daily charges. Do not include expenses for meals, telephone, parking, etc. List
these items in their designated areas. Movie rentals will not be reimbursed, they are a personal entertainment

Tips:
List daily total (include tips for meals as part of the total meal expense).

Per diem:
Includes reimbursement for lodging, meals, tips, and other incidentals. An overnight stay is required. Refer to
the

Meals and Entertainment for Others:
Provide a description of the expense (ex: meal), place (ex: The Diner, Flint), all attendees names and
companies (ex: Joe Smith, ABC Co.), and the business purpose (ex: discuss student sponsorship).

Other Expense:
A receipt, description and explanation of the expense is required. An employee should use the Purchasing
Department for acquiring supplies. There, discounts and sales tax exemptions are available.




                                      ADVANCES AND AMOUNT DUE:

Expenses Not Reimbursed by Kettering:
An employee may list expenses on the Report that are greater than the predetermined amount that their
department has agreed to pay. Photocopies of receipts are acceptable for these expenses. Enter an amount
Airfare Prepaid by Kettering:
List amounts for airfare that were ordered from Kettering's designated travel agency.

Cash Advance:
Include any cash and check advances that were issued to you.

Other Prepaid Registrations & Deposits:
These expenses should not be listed on the Report if Kettering has issued a check directly to the vendor. If they
are included on the Report, then the payment should be entered on this line. If an employee pays deposits and
conference registrations, reimbursement cannot be made until travel is complete and a Report is submitted.

Amount Due Kettering:
The program will calculate this amount. Advances issued in excess of Total Expenses must be returned to
Kettering within 30 days after the expense or travel is completed. Payment may be made at the Students
Accounts Office (Accounts Receivable), Cashier or by a check attached to the Report payable to Kettering

Amount Due Employee:
The program will calculate this amount. Reports must be delivered to the Student Accounts Office by 5:00 pm
Friday in order to receive a check the following Friday.


Signatures:
Expense Reports must be signed by the employee submitting the Report and the person(s) who is allowed to sign
for Travel as outlined on the Authorized Approval List for the account charged.




                                                      END
hin 30 days
sements of




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dor. If they
                     PROBLEMS / QUESTIONS / COMMENTS
Problems with Kettering On-Line Travel Report:
Contact Dennis Liagre: dliagre@kettering.edu / 762-9875 / 5-940-CC Accounting Analysis.

Directions for filling out Travel Report forms:
Click "Instructions" button on "Main Menu".
Consult the current Kettering Travel Policy.
Contact Kathy Goodrich: kgoodric@kettering.edu / 762-9794 / 5-600-CC Purchasing


Pre-travel questions including Advances, Airfare, Rental Vehicles, etc:
Contact Kathy Goodrich: kgoodric@kettering.edu / 762-9794 / 5-600-CC Purchasing

Comments and suggestions for future Kettering On-Line Travel Report releases:
Contact Dennis Liagre: dliagre@kettering.edu / 762-9875 / 5-940-CC Accounting Analysis.
NTS
Name                                Charge Account #


Banner ID #               Phone #   Destination (city/cities)


Purpose of Trip/Expense             Deliver check to:
es)
                                       Day 1   Day 2   Day 3   Day 4   Day 5   Day 6   Day 7
                               Date
Current Rate per mile, $.555
Mileage Expense
Gas (Univ Auto or Rental)
Parking
Tolls
Auto Rental
Taxi/Shuttle
Airfare
Breakfast
Lunch
Dinner
Lodging
Tips (Except for meals)
Per Diem
                               Total
        Meals & Entertainment for Others (Directly before or after a business discussion)
Date   Description & Place             Person & Company                    Business Purpose
ness discussion)
  Business Purpose
                     Other (Telephone, Miscellaneous Expenses, etc.)
Date   Description
.)
Less Expenses Not Reimbursed by Kettering
TOTAL EXPENSES CHARGED TO ACCOUNT
Less Airfare Prepaid by Kettering
Less Advance
Less Other Prepaid Registrations & Deposits
                                  Amount Kettering
                                    Due     Employee


         The Travel Report is now complete.
      Click Print Preview Button Below to View
             and Print the Travel Report.
omplete.
ow to View
port.
KU 23-2 (02/96)

                                                Kettering University                                                             TR 64511
                                                                                                                       Last Date
                                  EMPLOYEE TRAVEL REPORT                                                               of Travel


Name                                                                  Charge Account #

Banner ID#                        Phone #                             Destination (city/cities)

Purpose of Trip/Expense                                               Deliver check to:


                               Date
Miles (As of 7/1/11 $ .555 a Mile)                                                                                                    Total
Mileage Expense
Gas (Univ Auto or Rental)
Parking
Tolls
Auto Rental
Taxi/Shuttle
Airfare
Breakfast
Lunch
Dinner
Lodging
Tips (Except for meals)
Per Diem
                               Total
                  Meals & Entertainment for Others (Directly before or after a business discussion)
Date         Description & Place              Person & Company                    Business Purpose




                                Other (Telephone, Miscellaneous Expenses, ect.)
Date              Description




Signed                                       Date                                  Less Expenses Not Reimbursed by Kettering
                                                              Accounting Use       TOTAL EXPENSES CHARGED TO ACCOUNT

Approved                                     Date                                  Less Airfare Prepaid by Kettering
                                                                                   Less Advance
Approved                                     Date                                  Less Other Prepaid Registrations & Deposits
                                                         Extended                  Audited
                                                                                                      Amount Kettering
Accounting Approval                          Date                                                      Due Employee
                                                       Accounting Use Only
                   Vendor #              Account #       Document #          Invoice/Desc              Inv Date        Due Date      Amount
                                                              64511            TR 64511                                                  :
                                                                                                                                         :
                                                                                                                                         :
                                                                                                                                         :

				
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