GAT ravel Form by 0L4UyZ65

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									                                                                                                         Travel Expense Statement - Instructions


   This form should be completed by any agency that is not using the Concur Travel and Expense Management System. Use the Per Diem Calculator Tool (included with this form) to
   determine the total meal allowance due to the traveler (if applicable).

   Section 1: Expense Submitter & Preparer Information

   Agency                                   Enter the expense submitter's agency name

   Traveler Name                            Enter the traveler's name

   Employee ID#                             Enter expense submitter's employee ID #

   Home Address                             Enter the expense submitter's street address


   City, State, Zip                         Enter the expense submitter's home city, state, and zip

   Office Phone:                            Enter expense submitter's phone number

   Email Address:                           Enter expense submitter's email address


   Type of Travel:                          Select dropdown box for: In State, Out of State, or International Travel

   Travel To Date:                          Enter first date of the trip


   Travel From Date:                        Enter last date of trip

   Vendor #                                 Enter expense submitter's PeopleSoft Vendor ID #




Travel Expense Statement                                                                                                                                                          1
                                                                                                    Travel Expense Statement - Instructions


   Section 2: Record of Expenses       This section summarizes the Travel Expenses from page 2, the Mileage Expenses from page 3, and the M&IE Per diem amount calculated with the Per
                                       diem Calculator Tool on page 4.

   Category                            Expense categories are displayed in this column


   M&IE Per diem                       Use the per diem Calculator Tool to calculate per diem travel meals and incidental expenses
                                       (see per diem Calculator Tool Instructions, next page)

   ChartField Values                   Enter the ChartField values for the line item expense

      Account                          Default, will populate automatically which "Trip Type" is selected
      DeptID                           Enter the ChartField value
      Project                          Enter the ChartField value
      Fund                             Enter the ChartField value
      Program                          Enter the ChartField value
      Fund Source                      Enter the ChartField value
      Class                            Default

   Amount                              Validate that amount for each expense category populated correctly. Use totals of Travel Expenses from page 2, Mileage from page 3, and M&IE per
                                       diem from the per diem Calculation Tool

   Total Expenses                      The sum of the expenses in the Amount column will total here

   Travel Advance                      If the expense submitter obtained a travel advance prior to the trip, enter the amount of the advance

   Due TO/FROM the Expense Submitter   If the expenses were greater than the total of the advances, the net amount owed TO the expense submitter will total here. If the advances were greater
                                       than the expense amount, the net amount due FROM the expense submitter will total here. If the expense submitter owes the State money, please attach a
                                       personal check to the expense report




Travel Expense Statement                                                                                                                                                                         2
                                                                                                         Travel Expense Statement - Instructions


   Per Diem Calculator Tool Instructions   Use the Per diem Calculator Tool to determine the total travel meal and incidentals per diem owed to the employee for business travel.



   Traveler Name                           Enter the name of the employee: last name, first name, middle initial

   Business Purpose                        Clearly state the business purpose of the trip, include the conference name if applicable

   Departure Date & Time                   Enter date and time of the traveler's departure ex. (01/01/2011)

   Destination                             Enter the destination City and State

   Return Date & Time                      Enter date and time of the traveler's return

   Per Diem Rate:                          1. Depending on the "Trip Type" selected on page 1, the applicable per diem allowances will be displayed

                                           2. If trip is "In State", select from low cost or high cost county per diem's which are displayed

                                           3. If the trip was out of state, use the GSA web site to determine the per diem rate for the travel city:
                                           http://www.gsa.gov/portal/category/21287

                                           4. Use the drop down to select the per diem meals and incidentals rate as listed on the GSA web site, based on the travel
                                           dates. Some cities have seasonal rates.

                                           Note: Be sure to enter the departure and return dates before selecting the per diem rate from the drop down so that

                                           5. If the traveler had any meals provided during the trip (e.g., continental breakfasts; conference meals; hosted or business
                                           meals), mark the checkbox next to the meal(s) to reduce the per diem reimbursement. The reduction will calculate
                                           automatically based upon the GSA meal excluding incidentals breakdown.


   M&IE Total                              1. After marking any meals provided, the total amount to be reimbursed to the traveler will display in this field. The M&IE Total
                                           amount will automatically display in the M&IE Per diem category amount on Page 1 of the report.


                                           2. Attach the completed Per Diem Calculator Tool sheet to the Travel and Expense Statement as a supporting document to
                                           show how the M&IE amount was obtained.




Travel Expense Statement                                                                                                                                                            3
                                                                                                         Travel Expense Statement - Instructions


   Section 3: Certification and Attestation


   Expense Submitter                          Enter the name of the traveler

                                              Note: The individual/s below who approve the Travel and Expense Statement are certifying the following:

                                                    *    Appropriateness of the expenditure and reasonableness of the amount
                                                    *    Availability of funds
                                                    *    Compliance with Statewide Travel Regulations
                                                    *    Completeness of documentation and accuracy


   Approval Authority                         Enter the name of the expense approver. The signature is also required. The expense approver should be in a higher level position of authority and able to
                                              determine that travel is reasonable and appropriate

   Approval Authority                         Enter the name of the expense approver. The signature is also required. The expense approver should be in a higher level position of authority and able to
                                              determine that travel is reasonable and appropriate




Travel Expense Statement                                                                                                                                                                                   4
                                                                                                     Travel Expense Statement - Instructions


   Page 2 - Itemized Travel Expenses

   Purpose of Trip/Event               Clearly state the business purpose of the trip or event; include the conference name if applicable

   Destination                         Enter the city and state (Country) in which the business trip or event occurred

   Departure Date                      Enter the date of departure

   Return Date                         Enter the date of return

   Record of Travel Expenses           Itemize all expenses by date and type. An original receipt is required for any item $25 or greater. Original receipts are also required for all lodging and
                                       airline expenses, regardless of amount.


   Commercial Transportation           Enter amount of any commercial transportation used during a trip (Receipts are required) Other expenses charged to this account include parking, taxes,
                                       and tolls

   Lodging                             Enter each day of lodging expense in the fields provided. (The daily rate and applicable taxes should
                                       be added together) The original itemized hotel bill, regardless of the amount, must be attached.



   Rental Car                          Enter each day and daily rate a rental car was used at the employee's expense



   Rental Car                          Enter date and amount purchased for rental car fuel by the employee
   Fuel


   Miscellaneous Expenses              Use this space to include expenses that do not apply to any of the above categories. List the date and provide a description of the expense. Attach an
                                       additional sheet if necessary.

   Registration Fee                    Enter any registration fees that were paid directly by the employee

   Voice/Data Communications           Enter any telephone or internet charges that occurred while in travel status




Travel Expense Statement                                                                                                                                                                             5
                                                                                                    Travel Expense Statement - Instructions


   Page 3 - Personal Vehicle Mileage

   Traveler Name                        Enter the name of the employee: last name, first name, middle initial

   Departure Date                       Enter date of the traveler's departure

   Destination                          Enter the destination City and State

   Return Date                          Enter date of the traveler's return

   State vs. Rental                     Indicate if personal vehicle was more advantageous than state or commercial rental (Select Yes or No)


   Type of Vehicle                      Select which mode of transportation was used by traveler

   Date                                 Enter date of the traveler's departure

   Origin                               Enter location where the trip began

   Points Visited                       Enter any locations that were visited during the trip

   Destination                          Enter final destination of business trip

   Business Miles                       Enter total business miles for the travel

   Commute Miles                        Enter total commute miles for the travel (Miles from home to work location)

   Personal Miles                       Enter any personal miles that occurred during the travel

   State Use Miles                      State use miles will automatically calculate (deducting any commute miles and personal miles)



   Mileage Rate                         Verify that correct mileage rate populated. Total State use miles will automatically populate in Page 1 of the expense report.

   Motor Pool                           Mark the box if motor pool vehicle was used

   Shared Transportation                Enter names of individuals that rode with the traveler


                                       Questions? Contact the State Accounting Office at 1-888-896-7771 , option 9, or sao_travel@sao.ga.gov




Travel Expense Statement                                                                                                                                                 6
                                                                                                                              Employee Travel Expense Statement


       Section 1: Expense Submitter and Personal Information
       Agency:                                                                                                                              Type of Travel                          In State
       Traveler's Name:                                                                                                                     Travel from Date:
       Employee ID #:                                                                                                                       Travel to Date:
       Home Address:                                                                                                                        Vendor #:
       City, State, Zip:
       Office Phone:
       Email Address:

       Section 2: Record of Expenses

                           Category                              Account                    DeptID           Project            Fund           Program          Fund Source              Class                   Amount

       M&IE Per diem
       (attach completed Per Diem Calc. Tool to report)
                                                                  640002                                                                                                                   301                               $0.00

       Commercial Transportation              (a)                 640005                                                                                                                   301                               $0.00
       Lodging                                (b)                 640003                                                                                                                   301                               $0.00
       Mileage
       (attach completed Cost Comparison form to                  640001                                                                                                                   301                               $0.00
       expense statement)

       Miscellaneous                          (d)                 640004                                                                                                                   301                               $0.00
       Rental Car                             (c)                 640006                                                                                                                   301                               $0.00
       Rental Car (Fuel)                      (e)                 640009                                                                                                                   301                               $0.00
       Registration Fees                      (f)                 627003                                                                                                                   301                               $0.00
       Voice/Data Communication Svcs (g)                          640004                                                                                                                   301                               $0.00
       Travel between State Orgs                                  640208                                                                                                                   301
       Nonemployee Travel                                         652001                                                                                                                   312
       Total Expenses:                                                                                                                                                                                            $0.00
       Travel Advance #                                           125004                                                                                                                  Less

       Due TO/FROM Expense Submitter:                                                                                                                                                                              $0.00
       Section 3: Certification and Attestation
       I do solemnly swear, under criminal penalty of a felony for false statements subject to punishment by fine of not more than $1,000 or by imprisonment of not less than one nor more than five years, that the above
       statements are true and I have incurred the described expenses and the state use mileage in the discharge of my official duties of the state."


       Expense Submitter (printed)                                           Title                       Expense Submitter Signature                                                                               Date


       Approval Authority (printed)                                          Title                       Expense Approver Signature                                                                                Date


       Approval Authority (printed)                                          Title                       Expense Approver Signature                                                                                Date




Travel Expense Statement
Effective 8/1/2011                                                                                               Page 1                                                                              b9129909-1897-4273-9dd2-cb19f789aef9.xls
                                                                                             Itemized Travel Expenses

                           The following section must be completed in detail to ensure IRS compliance:

                           Purpose of Trip:                                                                                                      Departure Date: 1/0/1900

                           Destination:                                                                                                               Return Date: 1/0/1900

                           Record of Travel Expenses
                           All reimbursable expenses must be listed and appropriate original receipts attached.
                                                     Commercial Transportation
                                    Date                                                               Lodging                             Rental Car                         Rental Car Fuel
                                                   (Including Parking, Taxi, Tolls)




                                   Total                          $0.00                                 $0.00                                 $0.00                                $0.00
                                                                   (a)                                   (b)                                   (c )                                 (e)

                           Miscellaneous Expenses:
                                   Date                                                         Expenses Claimed                                                                  Amount




                                                                                                                                           Total Other Expenses                    $0.00
                                                                                                                                                                                    (d)
                           Registration Fee (if paid by employee)
                                   Date                                                             Description                                                                   Amount


                                                                                                                                                          Total (f)                $0.00
                           Voice/Data Communications (Telephone Calls, Internet Charges)
                                  Date                                                              Description                                                                   Amount


                                                                                                                                                          Total (g)                $0.00
                           Explain any expenses that are unusual or exceed established limits:




                           The totals for each column (a-g) automatically carry forward to the appropriate category amount on Page 1 of this form.



Travel Expense Statement
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                                          Personal Vehicle Mileage

Traveler Name: 0                                                        Departure Date:

Destination:                                                            Return Date:

I certify that use of a personal vehicle was more advantageous than a state or commercial rental      YES
                                                    Select type of personal vehicle:               Automobile
                                                                                                    Business    Commute     Personal     State Use
     Date             Origin                  Points Visited                     Destination
                                                                                                      Miles       Miles       Miles        Miles
                                                                                                        0           0           0            0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                                             0
                                                                                                                Total State Use Miles               0
Indicate use of motor pool vehicle or shared transportation:                                                    Mileage Rate     0.555           0.00
     Motor Pool Vehicle was used for travel

Person(s) traveled with: _________________________________




                                                                             Page 3
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           Per Diem Calculator Tool
                  Traveler Name:              0
             Business Purpose:                                                          Departure:
                                                                                                              Date              Time
                      Destination:                                                          Return:
                                                                                                              Date              Time



           Click the link below to determine the travel meal/incidentals per diem rate for out of state travel. Then select the rate
           from the Per Diem Rate drop down box above. The meal breakdown values will automatically fill in.
                                                  http://www.gsa.gov/portal/category/21287
           Use the checkbox(s) to exclude provided meal(s) from the meal and incidental expenses total. For example, if a
           conference meal or hosted meal is claimed by the traveler, the appropriate checkbox should be marked to reduce the
           per diem reimbursement (the reductions are automatically calculated by the tool).

           Note: The per diem rate for the first day and last day of travel is 75% of the total daily per diem rate for the travel city.
           Meals should be checked as provided only if they were provided during actual travel (between the time the travel began
           and the time the travel concluded).
                M&IE Total
                    $0.00

           Itemized Per Diem Meals and Incidental Expenses (M&IE)
                                     Per Diem
                     Date                           Breakfast          Lunch            Dinner            M&IE Total
                                       Rate
                     1/0/00              0                                                                    0.00
                                         0                                                                    0.00
                                         0                                                                    0.00
                                         0                                                                    0.00
                                         0                                                                    0.00
                                                                                                              0.00
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                                         0                                                                    0.00
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                                                                                                              0.00
                                                                                                              0.00
                                                                                                              0.00
                                                                                                              0.00
                                                                                                              0.00
                                                                                                              0.00



Per Diem Calculator Tool                                              11
                  Traveler Name:     0
             Business Purpose:                Departure:
                                                           Date   Time
                      Destination:              Return:
                                                           Date   Time

                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
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                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00




Per Diem Calculator Tool                 12
                  Traveler Name:     0
             Business Purpose:                Departure:
                                                           Date   Time
                      Destination:              Return:
                                                           Date   Time

                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00
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                                                           0.00
                                                           0.00
                                                           0.00
                                                           0.00

                                                 Total     0.00




Per Diem Calculator Tool                 13

								
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