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Starting a Taxi Business in California - Excel

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Starting a Taxi Business in California - Excel Powered By Docstoc
					                           OAKLAND UNIVERSITY
                         TRAVEL EXPENSE SUMMARY
                              INSTRUCTIONS                                              updated 01/10/08


                                 CONTENTS
                   Quick Links to Travel Expense Summary
                                  Introduction
                                   Highlights
                                 Helpful Tips
              How To Use the Travel Expense Summary With Excel
                            If You Have Problems
                     Question, comments and suggestions

               QUICK LINK TO TRAVEL EXPENSE SUMMARY
For quick access to each page, you can use the tabs on the bottom of the sheet or these links:

                   Week 1 of the Travel Expense Summary
                     Click on the "Week 1" tab below.

                                    INTRODUCTION
This online Travel Expense Summary, designed using Excel, performs needed calculations
automatically. The Accounts Payable Department expects that you will find it easy to use and that it will
facilitate filling out the Travel Expense Summary. For additional information regarding the Oakland
Univesity Travel Expense Reimbursement policy, see Policy 1200 on the Administrative Policies and
Procedures web page under the Administration web page or click a link below.

           Oakland University Travel Expense Reimbursement Policy
                Oakland University Travel Expense Summary

                                     HIGHLIGHTS
Automatic calculations
Automatic dating (after first date is entered)
Additional weeks created at the click of a mouse
Several validations are built into the form:
  Daily maximums for meals are calculated automatically
  Mileage is calculated using the University's official mileage rate
Travel advance accounting is handled automatically, simply enter the amount of your advance
Each section has links to relevant policies and sites to assist with completing the summary

                                HELPFUL TIPS
Use the "Tab" key to move from cell to cell.
Use the buttons at the top of the spreadsheet to add new pages, print, or
reset data on your completed voucher instead of Excel's toolbar or menu print.

When entering meal amounts - Enter "NE" or zeroes or leave blank if you are not entitled to the meal.
Enter "skip" if you chose not to eat a meal but would have been entitled to reimbursement if you had
paid for a meal. If you chose to eat a large meal in mid-day and a lighter meal in the evening, enter the
former as "Dinner" and the latter as "Lunch".
To print a copy of this Help page, use the normal Excel print button or menu item.
       HOW TO USE THE TRAVEL EXPENSE SUMMARY WITH EXCEL

1. Start on Week 1. You can type in the yellow cells.

2. Fill in the required information on top of the page:
    The payee's name
    The payee's vendor number -- i.e., "G" number.
    The payee's address where the check should be delivered.
    The payee's address sequence. This can be found using SOADDRQ.
   The date(s) of travel.
   The purpose of the travel. Include the event, dates and locations of business purpose travel.

   The date on which your trip began in the form mm/dd/yy.
   Indicate your itinerary for days where you were enroute from one location to another.

3. Type the expenses in the appropriate cells.
  Personal Transportation
       Enter the number of miles traveled by private car each day. Limited to the cost of coach airfare.
                                                        Starting Effective Dates . Maximum Rate/mile
                                                              January 1, 2006              $0.44
                                                              January 1, 2007              $0.48
                                                              January 1, 2008              $0.50
      This mileage rate includes the cost for fuel. Do not request a seperate fuel reimbursement.
    Enter amounts spent each day for rental cars and fuel. The business purpose must be documented.
    Enter amounts spent each day for parking, tolls, etc.
  Commercial Carriers
Indicate the method of payment (DPV, P-Card, Self) for airfare, bus, rail, etc. Enter amounts paid at
the departure date listed on the tickets.
Enter amounts paid each day for shuttle service or taxi fare. Receipts required for amounts over $25.
  Miscellaneous
Indicate the method of payment (DPV, P-Card, Self) for registrations . Enter amounts paid at the first
day of the event.
Enter the description of any miscellaneous travel expenses. Enter amounts paid each day for
miscellaneous travel expenses.
  Lodging
Indicate the method of payment (DPV, P-Card, Self) for lodging. Enter the amounts charged for room
and tax for each day.
Meals charged to your room should be listed under meals and foreign incidentals.
The University only reimburses for single rate lodging, unless you are sharing a room with another
employee.
  Meals and foreign incidentals
Enter actual amounts spent for meals on each day. Enter "NE" or zero or leave blank for a meal if you
are not eligible to claim reimbursement for the meal. This includes meals provided by the conference,
meals reimbursed under business hosting rules, etc. Enter the word "skip" if you are skipping a meal
that you are entitled to but are combining with another meal.
                                                           Standard Rate: Breakfast....    $7.00
                                                                           Lunch......... $10.00
                                                                           Dinner........ $18.00
                                                                     Daily Maximum...     $35.00
            (Key Cities are listed on the next tab of this Excel workbook)
                                                          Key Cities Rate: Breakfast....   $8.00
                                                                           Lunch......... $10.00
                                                                           Dinner........ $22.00
                                                                   Daily Maximum...        $40.00

            HOW TO USE THE TRAVEL EXPENSE SUMMARY WITH EXCEL (continued)

Enter the description of any foreign incidentals being reimbursed. Enter actual amounts spent on
foreign incidentals for each day.
Foreign incidentals include gratuities, taxes, tips, baggage handling, laundry and dry cleaning.

Use the drop down menu to indicate if the location was a key city or foreign city. (No, Yes, Foreign)
Enter the amount of the State Department foreign per diem for each day. Use the link to access the
State Department web site.

  Prepaid expenses
    Enter the amount of any prepaid expenses for each day on the appropriate
    line. (Purchase card or Direct Payment Voucher)
  Limit of reimbursement
    Enter the cap on reimbursement if required by budget or contract.
  Amount of Travel Advance, if any
    Enter the amount of any travel advance obtained for the trip.
  Amount due to/(from) employee
    Payback any excess travel advances indicated (negative amount due).

4. If you need an extra page, click the "Add New Page" button. The required information will
automatically be added to the new page. The page total will automatically be added to the summary
information on week 1. If you need more than 8 weeks, contact the Accounts Payable Dept.

5. Complete the Expense Allocation section. Add the fund number and account number. Enter the
amount only if splitting the expense between two or more funds and/or accounts.

6. Save your spreadsheet as a Microsoft Excel Workbook (*.xls). Important: If you are using a
downloaded copy, use "Save As" so you can save it in the desired folder and with an
appropriate name instead of a temporary folder with a random name selected by your browser.
Otherwise you may have difficulty finding the spreadsheet at a later time.

7. To print a copy, click the "Print All" button near the top right corner of a page.
(You can print an extra copy for yourself, if desired.)

8. Sign and date a single copy. Attach all required documentation and pass it on for required
signatures. If you want to receive a copy of the summary after all signatures are obtained, request it at
your supervisor level.




                          IF YOU HAVE PROBLEMS
Use the buttons at the top of the spreadsheet to print your completed
summary instead of Excel's toolbar or menu print.

If the spreadsheet seems to stop working, try clicking a different cell, press
"ESC" or press "Enter" which ever seems more appropriate.

If you accidentally create an extra page, ignore it. Click "Reset This Page" at
the top. Be careful, because any entries on the page will be lost.

If the buttons and double clicking do not work:
1. Make sure you are not editing a cell by clicking in another cell.
2. Perhaps macros have been disabled. Reload the spreadsheet and enable
macros when you are given a choice.

               QUESTIONS, COMMENTS AND SUGGESTIONS
If you have questions about the Oakland University Travel Reimbursement
Policy:

           Oakland University Travel Expense Reimbursement Policy
                Oakland University Travel Expense Summary

If you have questions about how to itemize your expenses, contact Sherry Merritt
(x4394) or Lori Jones (x4398) in Accounts Payable.

Even though every effort has been made to make this spreadsheet easy to use,
errors are found. To report and problems or errors encountered, please contact
the Accounts Payable Manager at:
                             payables@oakland.edu

                                    INDEX
                   Quick Link to Travel Expense Summary
                                 Introduction
                                  Highlights
                                 Helpful Tips
              How to use the Travel Expense Summary with Excel
                            If You Have Problems
                     Question, comments and suggestions
     "Key City" List as defined by GSA Per Diem Limits - October 2007

      ALABAMA                   Birmingham
                                Huntsville
      ALASKA                    All Locations

      ARIZONA                   Grand Canyon / Flagstaff
                                Kayenta
                                Phoenix / Scottsdale
                                Sedona
                                Tucson

      ARKANSAS                  Hot Springs
                                Little Rock
                                Antioch / Brentwood / Concord / Lafayette / Martinez
      CALIFORNIA                / Pleasant Hill / Richmond / San Ramon / Walnut
                                Creek
                                Barstow / Ontario / Victorville
                                Benicia / Dixon / Fairfield / Vacaville / Vallejo
                                Death Valley
                                Fresno
                                Los Angeles
                                Mammoth Lakes
                                Mill Valley / San Rafael / Novato / Corte Madera /
                                Sausalito / Tiburon / Larkspur
                                Modesto
                                Monterey
                                Napa
                                Oakland
                                Palm Springs
                                Point Arena / Gualala
                                Redding
                                Sacramento
                                San Diego
                                San Francisco
                                San Luis Obispo
                                San Mateo / Foster City / Belmont
                                Santa Barbara
                                Santa Cruz
                                Santa Monica
                                Santa Rosa
                                South Lake Tahoe
                                Stockton
                                Sunnyvale / Palo Alto / San Jose
                                Tahoe City
                                Truckee
                                Visalia / Lemoore
                                West Sacramento

f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                               12/01/06
                                Yosemite National Park

      COLORADO                  Aspen
                                Boulder / Broomfield
                                Colorado Springs
                                Crested Butte / Gunnison
                                Denver / Aurora
                                Douglas County
                                Durango
                                Fort Collins / Loveland
                                Glenwood Springs / Grand Junction
                                Silverthorne / Breckenridge
                                Steamboat Springs
                                Telluride
                                Vail
      CONNECTICUT               Bridgeport / Danbury
                                Cromwell / Old Saybrook
                                Hartford
                                Lakeville / Salisbury
                                New Haven
                                New London / Groton
                                Putnam / Danielson / Storrs / Mansfield

      DELAWARE                  Dover

      DISTRICT OF               Washington, DC
          COLUMBIA
      FLORIDA                   Boca Raton, Delray Beach, Jupiter, Palm Beach
                                Shores, and Singer Island
                                Cocoa Beach
                                Fort Lauderdale
                                Fort Myers
                                Fort Pierce
                                Fort Walton Beach / De Funiak Springs
                                Gainesville
                                Jacksonville / Jacksonville Beach / Mayport Naval
                                Station / Fernandina Beach / Atlantic Beach
                                Key West
                                Leesburg
                                Miami
                                Naples
                                Ocala
                                Orlando
                                Palm Beach , Palm Beach Gardens, West Palm Beach
                                Panama City
                                Pensacola / Pensacola Beach
                                Punta Gorda
f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                            12/01/06
                                Sarasota
                                St. Augustine
                                Stuart
                                Tallahassee
                                Tampa / St. Petersburg
                                Vero Beach

      GEORGIA                   Atlanta
                                Duluth / Norcross / Lawrenceville / Braselton
                                Jekyll Island / Brunswick
                                Peachtree City / Jonesboro / Morrow / Newnan
                                Savannah
      HAWAII                    All Locations

      IDAHO                     Boise
                                Coeur D'Alene
                                Sun Valley / Ketchum

      ILLINOIS                  Bolingbrook / Romeoville / Lemont / Lockport /
                                Homer Glen / Mokena / New Lenox
                                Chicago
                                Oakbrook Terrace
                                Springfield
      INDIANA                   Bloomington
                                Brownsburg / Plainfield
                                Hammond / Munster / Merrillville
                                Indianapolis / Carmel
                                South Bend
                                Valparaiso / Burlington Beach

       IOWA                     Des Moines

      KANSAS                    Kansas City / Overland Park
                                Wichita

      KENTUCKY                  Boone County
                                Kenton County
                                Lexington
                                Louisville

      LOUISIANA                 Baton Rouge
                                Covington / Slidell
                                Lafeyette
                                New Orleans
      MAINE                     Bar Harbor
                                Kennebunk / Kittery / Sanford
                                Portland
                                Rockport

f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                         12/01/06
      MARYLAND                  Aberdeen / Bel Air / Belcamp / Edgewood
                                Annapolis
                                Baltimore City
                                Baltimore County
                                Cambridge / St. Michaels
                                Columbia
                                Ocean City
                                Washington DC Metro Area

      MASSACHUSETTS             Andover
                                Boston / Cambridge
                                Burlington / Woburn
                                Falmouth
                                Hyannis
                                Martha's Vineyard
                                Nantucket
                                Pittsfield
                                Plymouth / Taunton / New Bedford
                                Quincy
                                Springfield
                                Worcester
      MICHIGAN                  Ann Arbor
                                Benton Harbor / St. Joseph / Stevensville
                                Charlevoix
                                Detroit
                                Holland
                                Kalamazoo / Battle Creek
                                Mackinac Island
                                Mount Pleasant
                                Petoskey
                                Pontiac / Auburn Hills
                                Traverse City And Leland

      MINNESOTA                 Coon Rapids / Ramsey
                                Duluth
                                Eagan / Burnsville / Mendota Heights / Lakeville /
                                Inver Grove Heights
                                Minneapolis / St. Paul
                                Rochester

      MISSISSIPPI               Grenada
                                Gulfport / Biloxi
                                Hattiesburg
                                Robinsonville
                                Southaven
                                Starkville
f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                             12/01/06
      MISSOURI                  Kansas City
                                St. Louis
      MONTANA                   Big Sky / West Yellowstone
                                Butte
                                Helena
                                Missoula / Polson / Kalispell

      NEBRASKA                  Omaha

      NEVADA                    Incline Village / Crystal Bay / Reno / Sparks
                                Las Vegas
                                Stateline / Carson City
      NEW HAMPSHIRE             Concord
                                Conway
                                Durham
                                Lebanon / Lincoln / West Lebanon / Franconia /
                                Hanover / Holderness / Sunapee / Waterville Valley /
                                North Woodstock / Plymouth
                                Manchester
                                Portsmouth
      NEW JERSEY                Atlantic City / Ocean City / Cape May
                                Belle Mead
                                Cherry Hill / Moorestown
                                Eatontown / Freehold
                                Edison / Piscataway
                                Newark
                                Parsippany
                                Princeton / Trenton
                                Springfield / Cranford / New Providence / Westfield /
                                Clark / Summit / Linden

      NEW MEXICO                Albuquerque
                                Los Alamos
                                Santa Fe
                                Taos

      NEW YORK                  Albany
                                Buffalo
                                Floral Park / Garden City / Glen Cove / Great Neck /
                                Roslyn
                                Glens Falls
                                Ithaca / Waterloo / Romulus
                                Kingston
                                Lake Placid
                                Manhattan (Incl:Manhattan / Brooklyn / The Bronx
                                And Staten Island)

f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                                12/01/06
                                Niagara Falls
                                Nyack / Palisades
                                Poughkeepsie
                                Queens
                                Riverhead / Ronkonkoma / Melville / Smithtown /
                                Huntington Station / Amagansett / East Hampton /
                                Montauk / Southhampton / Islandia / Commack /
                                Medford / Stony Brook / Hauppauge / Centereach
                                Rochester
                                Saratoga Springs / Schenectady
                                Syracuse
                                Tarrytown / White Plains / New Rochelle / Yonkers
                                West Point

      NORTH CAROLINA            Asheville
                                Atlantic Beach / Morehead City
                                Chapel Hill
                                Charlotte
                                Durham
                                Greensboro
                                Kill Devil
                                New Bern / Havelock
                                Raleigh
                                Wilmington
                                Winston-Salem
      NORTH DAKOTA              NO locations

      OHIO                      Akron
                                Canton
                                Cincinnati
                                Cleveland
                                Columbus
                                Dayton / Fairborn
                                Hamilton
                                Mentor
                                Toledo

      OKLAHOMA                  Oklahoma City
                                Tulsa

      OREGON                    Ashland / Crater Lake
                                Beaverton
                                Bend
                                Eugene / Florence
                                Lincoln City
                                Portland
                                Seaside


f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                            12/01/06
      PENNSYLVANIA              Allentown / Easton / Bethlehem
                                Bucks County
                                Chester / Radnor / Essington
                                Gettysburg
                                Harrisburg
                                Hershey
                                Lancaster
                                Malvern / Frazer / Berwyn / Phoenixville
                                Mechanicsburg
                                Montgomery County
                                Philadelphia
                                Pittsburgh
                                Reading
                                State College
      RHODE ISLAND              East Greenwich / Warwick / North Kingstown
                                Jamestown / Middletown / Newport
                                Providence

      SOUTH CAROLINA            Charleston
                                Columbia
                                Greenville
                                Hilton Head
                                Myrtle Beach

      SOUTH DAKOTA              Rapid City
                                Sturgis / Spearfish
      TENNESSEE                 Brentwood / Franklin
                                Chattanooga
                                Knoxville
                                Memphis
                                Nashville

      TEXAS                     Arlington / Fort Worth / Grapevine
                                Austin
                                Corpus Christi
                                Dallas
                                El Paso
                                Galveston
                                Houston
                                Laredo
                                McAllen
                                Plano
                                Round Rock
                                San Antonio
                                South Padre Island

      UTAH                      Ogden

f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                     12/01/06
                                Park City
                                Provo
                                Salt Lake City

      VERMONT                   Burlington / St. Albans
                                Manchester
                                Montpelier
                                Stowe
                                White River Junction

      VIRGINIA                  Blacksburg
                                Charlottesville
                                Chesapeake / Suffolk
                                Chesterfield / Henrico Counties
                                Hampton City / Newport News
                                James City and York Counties, Williamsburg
                                Loudoun County
                                Lynchburg
                                Norfolk / Portsmouth
                                Richmond City
                                Roanoke
                                Stafford / Prince William Counties
                                Virginia Beach County
                                Wallops Island
                                Warrenton
                                Washington DC Metro Area

      WASHINGTON                Anacortes / Camano Island / Coupeville / Mount
                                Vernon / La Conner / Burlington / Friday Harbor
                                Bremerton
                                Everett / Lynnwood
                                Ocean Shores
                                Olympia / Tumwater
                                Port Angeles / Port Townsend
                                Seattle
                                Spokane
                                Tacoma
                                Vancouver

      WEST VIRGINIA             Charleston
                                Morgantown
                                Shepherdstown
                                Wheeling
      WISCONSIN                 Appleton
                                Brookfield / Racine
                                Green Bay
                                Lake Geneva
                                Madison
f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}                          12/01/06
                                Milwaukee
                                Sheboygan
                                Sturgeon Bay
                                Wisconsin Dells
      WYOMING                   Cody
                                Evanston / Rock Springs
                                Gillette
                                Jackson / Pinedale
                                Sheridan




f0472029-7630-4710-9ccb-9b78baae6d05.xls {Key City List}   12/01/06
 Page 1 of 1                                                    OAKLAND UNIVERSITY                                                                        I
                                                             TRAVEL EXPENSE SUMMARY
                                                     Pay To                                                                                   Vendor Number                    Type/Seq
 Payee
                                                    Address                                                                                                                   PT
        Date(s) of Travel                                                            Purpose of Travel (Event, dates, location)


                            Date(s)
                                                                                                              Page Total       Grand
                  Day of the week
                                                                                                                                Total
Transportation:            From
                        To/From                                                                              Standard mileage rates:
                             To                                                                              January - Dec. 2006 = $0.44
   Personal transportation      Rate Miles Rate Miles Rate Miles Rate Miles Rate Miles Rate Miles Rate Miles January - Dec. 2007 = $0.48
      Mileage - std rate 0.50 /m                                                                                                                              January 2008 & on = $0.50

      Reimbursement Amount                      -              -                -                 -                -                  -               -               -              -
      Rental car, fuel                                                                                                                                                -              -
     Parking, tolls, etc.                                                                                                                                             -              -
   Commercial carriers
      Airfare                                                                                                                                                         -              -
      Bus, rail, etc.                                                                                                                                                 -              -
      Shuttle service, taxi cab                                                                                                                                       -              -
Miscellaneous, list below:
   Conf. Registration                                                                                                                                                 -
                                                                                                                                                                      -
                                                                                                                                                                      -              -
Lodging                                                                                                                                                               -              -
Meals and foreign incidentals                Enter NE or leave blank if not entitled to the meal. Enter "skip" if entitled but skipping.
   Breakfast actual
   Lunch actual
   Dinner actual
   Foreign incidentals, list below If not Foreign, numbers are not included.



   Key City? -See "Key City List" tab      No             No               No                No               No                 No              No
   Foreign per diem
   Daily reimbursement amount                   -              -                -                 -                -                  -               -               -              -

Total expenses                                  -              -                -                 -                -                  -               -               -              -
Prepaid amounts
   Purchase Card                                -              -                -                 -                -                  -               -               -
   DPV or VPA                                   -              -                -                 -                -                  -               -               -              -
Total reimburseable expenses                                                                                                                                          -              -
Limit of reimbursement, if any:
Amount of travel advance, if any:                                                                                                     Amount due to/(from) traveler:                -
                             Notes / Additional Explanation                                                                            Fund           Account                   Amount
                                                                                                              Expense                                                     $
                                                                                                              Allocation


                                                                                                              Advances

I HEREBY CERTIFY THAT THIS CLAIM IS CORRECT AND REIMBURSABLE UNDER PUBLISHED                                                          Expense Allocation / Advances Total                -
     TRAVEL EXPENSE AND GOVERNANCE REGULATIONS OF OAKLAND UNIVERSITY.



             Signature of Traveler                                    Date                            Signature of Traveler's Supervisor                                      Date


                                    Department                                                    OU Fund Signatory - required if different                                   Date
                                                                                                        than traveler's supervisor
            Name and e-mail address of document preparer
            Audited                     Note: Original receipts must be attached for expenses greater than $25. Attach a                                      Payment Due Date
                                               copy of related documents such as DPV's, Charge statements etc.
                                                         All expenses associated with this trip must be included on this form.

       f0472029-7630-4710-9ccb-9b78baae6d05.xls                                     Week 1                                                            Form updated:12/01/06

				
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