Tax Tips Travel by jlh15410

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									                      HELPFUL CHECKLIST TO PREPARE AN ACCURATE TRAVEL VOUCHER

To complete the Travel Voucher form, simply navigate by using the tab or arrow keys or mouse. The form
includes helpful tips (look for the red triangles) and examples for your convenience in completing the voucher.

Check to see if you:
1   Printed the Travel Voucher on WHITE paper.
2   Entered the Payee ID number on FRONTPG1, field 13 Texas identification number. TIN Generator link:
                             https://txcpa.cpa.state.tx.us/utilities/servlet/tinGenerator?orig=first

3   Reviewed Object Codes for accuracy and that there are no object codes missing. Click below for Object
    Codes link.
                                  http://www.harlingen.tstc.edu/travel/OBJECTCODES.aspx
4   Entered the PO # on FRONTPG1 cell 24L. (Make sure that you have access to VENI screen in Datatel in
    order to look up the assigned PO number.)
5   Entered a Brief Description on Purpose of Trip on FRONTPG1 17.
6   Itemized Incidental Expenses accurately for In-state and/or Out-of-state on FRONTPG1, field 18
    DISTRIBUTION. Click below for Incidental Expenses link.
                           http://www.harlingen.tstc.edu/travel/INCIDENTALS.aspx
7   Attached completed Mileage Record Log and/or Print Screen of Texas Mileage Guide.
                                       http://ecpa.cpa.state.tx.us/mileage/Mileage.jsp
8   Provided a Point-to-Point breakdown of mileage (if applicable) on BACKPG1, field y, and on any continuation
    sheets BACKPG2 and BACKPG3.
9   Reviewed Mileage Totals for accuracy.
10 Reviewed Per Diem totals for accuracy. In-State meals are based on Departure from home or work:
    Before 6:00 a.m. $36.00 (Breakfast + lunch + dinner); Before Noon $29.00 (Lunch + dinner); Before 7:00
    p.m. $18.00 (Dinner) or Arrival to home or work: After 7:00 p.m. $36.00 (Breakfast + lunch + dinner);
    After Noon $18.00 (Breakfast + lunch); Before Noon $ 7.00 (Breakfast).
    Out-of-State meals are based on Departure from home or work: Before 6:00 a.m. 100% of rate
    (Breakfast + lunch + dinner); Before Noon 80% of rate (Lunch + dinner); Before 7:00 p.m. 50% of rate
    (Dinner) or Arrival to home or work: After 7:00 p.m. 100% (Breakfast + lunch + dinner); After Noon 50%
   (Breakfast + lunch); Before Noon 20% (Breakfast).
11 Entered Valid Exception Codes for State Contract Vendor (hotel/rental car/airline) if applicable on
    BACKPG1, field y and/or on the continuation sheet. Click below for Valid Exception Codes link:
                            http://www.harlingen.tstc.edu/travel/VALIDEXCEPTIONS.aspx
12 Attached Original receipts to the Travel Voucher. Small receipts should be stapled or taped to a 8-1/2
    x11" white paper. (Scotch tape should not cover any of the lettering since it eventually fades information).

13 Entered the Benefit to TSTC on BACKPG1, field y and/or on continuation sheet.
14 Spelled out any acronyms and/abbreviations.
15 Had the traveler initial any monetary manual corrections to the Travel Voucher (if applicable). To avoid
    submitting manual corrections you may retype, reprint voucher and re-acquire original signatures.
16 Acquired Claimant and Account Manager ORIGINAL signatures on the Travel Voucher.
NOTE: If travel trip was cancelled, please notify the Business Office by sending an email ASAP to Monica Cantu at:
Monica.Cantu@harlingen.tstc.edu
ANY QUESTIONS about the Travel Voucher: Feel free to contact Diana Silva, X4425, Business Office.

ANY QUESTIONS about the FORM: contact Norma Martinez, Business Services, X4401.

TSTC-2-FA-002 (06/11/09)
This is a brief overview of the features for this on-line travel document.
Click on "tabs" (FYI, FRONTPG1, FRONTPG2, BACKPG1, BACKPG2, BACKPG3
BACKPG4, BACKPG5) at the bottom of this file to move from sheet to sheet.
Hit the "Tab" key on your keyboard to advance to the next available field. (Fields have been merged.)
An error message "Locked cells can not be changed." will appear when you try to make entries
in reserved fields.
PRINT (This is to ensure the voucher prints on one page--different for MACs and PCs
Please go to File (on the menu bar), Page Setup, Select "Page" tab, select "Fit to" 1 page.
Field                    Description
Date                     Please enter as mmddyy; result will be mm-dd-yy (ex: 040498 = 04-04-98)
Document amount          Document amount will populate from the totals in the distribution items (line 56).
Doc agency               Will automatically link to the continuation sheet.
Current document #       Will automatically link to the continuation sheet.
PIN                      Broken down to two fields, eleven digit ID number and three digit mail code.
SFX                      Will generate suffix number.
Pmt Due Date             Please enter as mmddyy; result will be mm-dd-yy (ex: 040498 = 04-04-98)
Fares, Public
transportation           Will add Taxi, Air Fare and Rental Car amounts

Personal car mileage     Will automatically link from the total of V64 of BACKPG1, O59 of BACKPG2 and 059
In-State                 of BACKPG3, based on "I" indicator of TYPE of travel. MUST enter INDICATOR!

Personal car mileage     Will automatically link from total of W64 of BACKPG1, P59 of BACKPG2 and P59 of
Out-of-State             BACKPG3, based on "O" indicator of TYPE of travel. MUST enter INDICATOR!
Miles                    Will multiply miles entered.
Meals and Lodging        Will generate amounts from BACKPG1 sheet
                Meals    Will NOT carryover more than $36 to the total amount.
               Lodging   Will NOT carryover more than $85 to the total amount.
                TOTAL    Will NOT total more than $121.
Parking                  Must enter amount in the "Amount" column
Text or comments         Does not "autowrap", must manually return to continue to next line.
Incidental expenses
(in-state)               Must enter amount in the "Amount" column
                         MUST BE ENTERED ON SEPARATE LINES
                         7105 - All local hotel tax and other incidental taxes.
                         7135 - State hotel tax excluding city limits in Galveston and South Padre Island.
                         7136 - State hotel tax inside city limits of Galveston.
                         7137 - State hotel tax inside city limits of South Padre Island.
Incidental expenses
(out-of-state)           Must enter amount in the "Amount" column
                         7115 - All local hotel tax and other incidental taxes.
Meals and Lodging        Will generate amounts from BACKPG1 sheet
Phone Number             Enter as a 10 digit number, will result as (###)###-####


Please make sure all entries are complete and accurate before submitting.

For all suggestions or problems, please contact Expenditure Assistance & Audit
Section @ 475-0966.
               Comptroller
                of Public    73-174
               Accounts      Rev. (9-01/7)
                  Form


TRAVEL VOUCHER / FORM                                                                                                                                                    Page        1       of
1. Archive reference number             2. Agency number             3. Agency Name                                                                                                 4. Current document number

                                                  719                TEXAS STATE TECHNICAL COLLEGE
                                        5. Effective date (Agency use)     6. Doc date (First date of travel )    7. DOC agency       8. FY         9. Document amount

                                                                                                                          719                                  $0.00
10. Pay to:                                                                                                                                    11. Title



                                                                                                                                               12. Designated headquarters
1902 N LOOP 499
HARLINGEN TX 78550
13. Texas identification number                                      14. I am an "appointed officer" and certify that all documentation required to be filed with the Texas Ethics Commission has been filed.
                                                                           sign
                                                                           here
15. SFX               APPN                            TC                       FUND                         PCA                         AY                   COBJ                         AMOUNT

                                                     225
                       INVOICE NUMBER                                PMT DUE DATE           AGENCY USE



               AGENCY USE

          Account                                       PO #                                Typist's Initials, ext. & Bldg:
15. SFX               APPN                            TC                       FUND                         PCA                         AY                   COBJ                         AMOUNT

                                                     225
                       INVOICE NUMBER                                PMT DUE DATE           AGENCY USE



               AGENCY USE

          Account
15. SFX               APPN                            TC                       FUND                         PCA                         AY                   COBJ                         AMOUNT

                                                     225
                       INVOICE NUMBER                                PMT DUE DATE           AGENCY USE



               AGENCY USE

          Account
16. Service date (Last date of travel)                                               17. Description (Agency use only)



18. DISTRIBUTION                                                                                                                                                                      AMOUNT
          Expense itemization for in-state travel:
          Fares, Public transportation                        Taxi                          Air Fare                            Rental Car                                               0.00
          Personal car mileage                         0.00                Miles @ (Rate set by Legislature)                        0.55                                                 0.00
          Meals and / or lodging                                                                                                                                                         0.00
          Registration fee
          Incidental expenses (itemize)


          Expense itemization for out-of-state travel:
          Fares, Public transportation                        Taxi                          Air Fare                            Rental Car                                               0.00
          Personal car mileage                         0.00                Miles @ (Rate set by Legislature)                        0.55                                                 0.00
          Meals and / or lodging                                                                                                                                                         0.00
          Registration fee
          Incidental expenses (itemize)



                                                                                                                                                             TOTAL                     $0.00
19. I certify that the expense account shown above is true, correct, and unpaid.
                  Claimant                                                           Date                                  Supervisor                                                     Date
sign                                                                                                              sign
here                                                                                                              here
20. Contact name                                                                                                  Phone (Area code and number)                21. Agency use

                                               DIANA SILVA                                                        (956) 364-4425
     Agency       sign                                                                                            Title                                                 Date

22. Approval      here
           Comptroller                                        STATE OF TEXAS
            of Public    73-175
           Accounts      (Rev. 9-99/5)
             Form
                                                                                               Page           of
                                                                                      1. Doc agency   2. Current document number
TRAVEL VOUCHER / FORM CONTINUATION
                                                                                             719
15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE

          Account
15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE




15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE




15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE




15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE




15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE




15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE




15. SFX           APPN                   TC           FUND                 PCA   AY   COBJ                 AMOUNT

                                         225
                    INVOICE NUMBER             PMT DUE DATE   AGENCY USE



           AGENCY USE
Form 73-174 (Back)(Rev. 9-01/7)                                                                                                                                            Page       of
IN-STATE MEALS AND LODGING                                                                                                                                           ACTUAL EXPENSE
a.                 Leave                    b.               Arrive                   c. Meals         d.                e.                f.
                Headquarters                              Headquarters                non-overnight           Meals            Lodging          TOTAL   g.            h.              i.
                                                                                          not to               not to            not to                      Meals         Lodging                 Total
      Date          Hour       Min.   m          Date         Hour        Min.     m.   exceed $36          exceed $36        exceed $85




                                            TOTAL MEALS NON OVERNIGHT                 j.               TOTAL MEALS & LODGING               k.           TOTAL ACTUAL EXPENSE          l.


OUT-OF-STATE MEALS AND LODGING                                                                                                                                       ACTUAL EXPENSE
m.                 Leave                    n.               Arrive                   o. Meals       p. Meals     q. Lodging   r.
                Headquarters                              Headquarters                 non-overnight     not to        not to                   TOTAL   s.            t.              u.
                                                                                           not to       exceed        exceed                                 Meals         Lodging         Total
      Date          Hour       Min.   m.         Date         Hour        Min.     m.   exceed $36   Maximum Rate Maximum Rate




                                      TOTAL MEALS NON OVERNIGHT                       v.               TOTAL MEALS & LODGING               w.           TOTAL ACTUAL EXPENSE          x.

                                       y.   INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE                                                                            Mileage
       DATE                                           AND OTHER PERTINENT INFORMATION                                                                                                 Point to Point




                            *Show point-to-point breakdown, including intra-city mileage claims                                                                              Total:
                                                                        Use additional form or a "CONTINUATION SHEET," if additional space is needed.
Form 73-309 (Rev. 12-97/2)

                                                       CONTINUATION SHEET

                                    y.   INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE      Mileage
     DATE                                              AND OTHER PERTINENT INFORMATION                       Point to Point*




                   *Show point-to-point breakdown, including intra-city mileage claims
Form 73-309 (Rev. 12-97/2)

                                                       CONTINUATION SHEET

                                    y.   INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE      Mileage
     DATE                                              AND OTHER PERTINENT INFORMATION                       Point to Point*




                   *Show point-to-point breakdown, including intra-city mileage claims
Form 73-174 (Back)(Rev. 9-01/7)                                                                                                                                            Page       of
IN-STATE MEALS AND LODGING                                                                                                                                           ACTUAL EXPENSE
a.                 Leave                    b.               Arrive                   c. Meals         d.                e.                f.
                Headquarters                              Headquarters                non-overnight           Meals            Lodging          TOTAL   g.            h.              i.
                                                                                          not to               not to            not to                      Meals         Lodging                 Total
      Date          Hour       Min.   m          Date         Hour        Min.     m.   exceed $36          exceed $36        exceed $85




                                            TOTAL MEALS NON OVERNIGHT                 j.               TOTAL MEALS & LODGING               k.           TOTAL ACTUAL EXPENSE          l.


OUT-OF-STATE MEALS AND LODGING                                                                                                                                       ACTUAL EXPENSE
m.                 Leave                    n.               Arrive                   o. Meals       p. Meals     q. Lodging   r.
                Headquarters                              Headquarters                 non-overnight     not to        not to                   TOTAL   s.            t.              u.
                                                                                           not to       exceed        exceed                                 Meals         Lodging         Total
      Date          Hour       Min.   m.         Date         Hour        Min.     m.   exceed $36   Maximum Rate Maximum Rate




                                      TOTAL MEALS NON OVERNIGHT                       v.               TOTAL MEALS & LODGING               w.           TOTAL ACTUAL EXPENSE          x.

                                       y.   INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE                                                                            Mileage
       DATE                                           AND OTHER PERTINENT INFORMATION                                                                                                 Point to Point




                            *Show point-to-point breakdown, including intra-city mileage claims                                                                              Total:
                                                                        Use additional form or a "CONTINUATION SHEET," if additional space is needed.

								
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