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Invoice Template Word - Excel

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					                      FORM                                                           STATE OF WASHINGTON                                 INSTRUCTIONS: Submit required receipts for miscellaneous and reimbursable expenses with this voucher.

                    A20-AE                                                   TRAVEL EXPENSE VOUCHER                                                                                                                                                                           REGULARLY SCHEDULED WORK HOURS

                   (REV. 5/00)
                                                                                                                          NAME AND ADDRESS OF CLAIMANT                                                                                     MONTH/YEAR                         OFFICIAL STATION

AGENCY NAME                                                                                       AGENCY NO.
                                                                                                                                                                                                                                                                                   Renton Technical College
                                                                                                                                                                                                                                                                              OFFICIAL RESIDENCE
Renton Technical College                                                                                   693

                                                         TRIP INFORMATION                                                                 PER DIEM                                                                     MOTOR VEHICLE
          D                                                                                                                                                                                                                       Reim-
                                                                               TRIP TIME                         PER MEAL ENTITLEMENT                                                                       MILES DRIVEN
          A                      FROM                           TO                                                                                           LODGING COSTS               TOTAL                                    burse-         Mileage       OTHER PER            GRAND                PURPOSE OF TRIP
          T                                                                                                                                                      (receipt Req'd)                                                  ment                           DETAIL             TOTAL
                                                                         DEPART        ARRIVE          B           L           D          SUB TOTAL                                                       PT. to PT.
                                                                                                                                                                                                                       VICINITY
                                                                                                                                                                                                                                  Rate       Allowance
          E

                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                                                                                                                                                      0.00                                         0.00                           0.585              0.00                                0.00
                           DETAIL OF OTHER EXPENSES                                   TOTALS
        DATE                     PAID TO                        FOR     AMOUNT                         $0.00      $0.00         $0.00 $               -      $               -     $               -               0         0                        0.00 $              -    $            -
                                                                                   DOC. DATE                   PMT DUE DATE CURRENT DOC. NO.                                       REF. DOC. NO.                                                            VENDOR MESSAGE                               UBI NUMBER
                                                                                                                                                                                                          VENDOR NUMBER                                                                            USE
                                                                                                                                                                                                                                                                                                   TAX

                                                                                       Trans                       Master Index                 Sub                Sub Sub                Org
                                                                                           Code      Fund        Appn     Prog Index           Object               Object               Index                                                                                     AMOUNT                    INVOICE




I hereby certify under penalty of perjury that this is a true and

correct claim for necessary expenses incurred by me and that

no payment has been received by me on account thereof.




SIGNATURE                                                             DATE
APPROVED BY                                                           DATE         ACCOUNTING APPROVAL FOR PAYMENT                                                                                        DATE                                                                WARRANT TOTAL              WARRANT NUMBER
                                                                     d8d88386-34eb-40e6-b363-4927ef101a44.xls




INSTRUCTIONS FOR COMPLETING A TRAVEL EXPENSE VOUCHER

     ITEM                               DESCRIPTION
 1   Agency Name                        Agency's name
 2   Agency Number                      Agency's number
 3   Name and Address of Claimant       Employee's name and home address
 4   Month/Year                         Month(s) and year(s) when travel occurred
 5   Work Phone Number                  Employee's work phone number
 6   Regularly Scheduled Work Hours     Start and end time on file with personnel office
 7   Official Station                   City where the employee's office is
 8   Official Residence                 City where employee normally lives
 9   Trip Information
     a. Date                            Date(s) of travel
     b. From                            City where trip began
     c. To                              Destination city
     d. Trip Time                       Departure and return times
10   Per Diem
     a. Per Meal Entitlement            Reimbursable meal allowance amounts for breakfast, lunch, and dinner (no receipts needed)
     b. Subsistence Subtotal            Total of breakfast, lunch, and dinner amounts
     c. Lodging Costs                   Actual lodging costs (attach original receipt)
     d. Total Per Diem                  Total of subsistence subtotal and lodging costs
11   Motor Vehicle
     a. Miles Driven - point-to-point   Point-to-point miles as shown on official state highway map or vehicle's odometer
     b. Miles Driven - vicinity         Miles driven that exceed point-to-point miles
     c. Reimbursement Rate              Allowance reimbursement rate (effective January 1, 2005 it is $.405 per mile)
     d. Mileage Allowance               Multiply point-to-point and vicinity miles by reimbursement rate
12   Other Per Detail                   Other reimbursable expense amounts as listed in "Detail of Other Expenses" (attach original receipts)
13   Grand Total                        Total of Total Per Diem, Mileage Allowance, and Other Per Detail
14   Amount Subject to Payroll Taxes    Leave blank. To be filled in by travel voucher processor only
15   Purpose of Trip                    Provide a brief description of the purpose of the trip/business conducted
16   Less Travel Expense Advance        Deduct any travel expense advance amounts
17   Detail of Other Expenses           Provide the date, payee description, and dollar amount. Transfer costs to Other Per Detail column
18   Signature, Date                    Signed and dated by traveler
19   Initials                           Employees that choose not to be reimbursed for all allowable travel expenses must initial box
20   Accounting Information Block       Leave blank. To be filled in by travel voucher processor only (if special coding is required, attach note)
21   Approved By                        Signature of person authorized to approve payment of these travel expenses
22   Accounting Approval for Payment    Signature of person verifying account coding and proper authorization prior to payment




         7/19/2010                                                                 Page 2 of 10                                                      Instructions
                                           d8d88386-34eb-40e6-b363-4927ef101a44.xls




                                                                                    High Cost Areas Subsistence Rate
Meals                                                       Category 1     Category 2 Category 4     Category 4   Category 5

Breakfast                                                         $10.00       $11.00       $12.00        $14.00         $15.00
Lunch                                                             $12.00       $13.00       $15.00        $16.00         $18.00
Dinner                                                            $17.00       $20.00       $22.00        $24.00         $26.00

Daily Total                                                       $39.00       $44.00       $49.00        $54.00         $59.00

Please contact Cora Fernandez at 425-235-2352 x5505 to verify per diem amounts.

                                High Cost Location Lodging and Per Diem Rates
        City          Effective              County       Max Lodging Subsistence Max Per Diem Exception to
                    From      To                            Amount        Rate        Rate     Max Lodging
Anacortes            1/1    12/31 Skagit, Island                $71.00      $59.00     $130.00      $195.00
Bremerton            1/1    12/31 Kitsap                        $70.00      $59.00     $129.00      $194.00
                                   Snohomish (except                                   $130.00      $195.00
Everett              1/1    12/31 Lynnwood)                     $76.00      $54.00
Friday Harbor        5/1     9/30 San Juan                      $71.00      $59.00     $130.00      $195.00
Friday Harbor       10/1     4/30 San Juan                      $71.00      $59.00     $130.00      $195.00
Lynnwood             1/1    12/31 City of Lynnwood              $76.00      $54.00     $130.00      $195.00
Ocean Shores         4/1     9/30 Grays Harbor                  $81.00      $44.00     $125.00      $188.00
Ocean Shores        10/1     3/31 Grays Harbor                  $81.00      $44.00     $125.00      $188.00
Olympia/Tumwater     1/1    12/31 Thurston                      $68.00      $49.00     $117.00      $176.00
Port Angeles         7/1     8/31 City of Port Angeles          $98.00      $59.00     $157.00      $236.00
                                   City Limits of Port                                 $130.00      $195.00
Port Angeles         9/1     6/30 Angeles                       $71.00      $59.00
Port Townsend        7/1     8/30 Jefferson                     $98.00      $59.00     $157.00      $236.00
Port Townsend        9/1     6/30 Jefferson                     $71.00      $59.00     $130.00      $195.00
Seattle              5/1    10/31 King                         $124.00      $64.00     $188.00      $282.00
Seattle             11/1     4/30 King                         $124.00      $64.00     $188.00      $282.00
Spokane              1/1    12/31 Spokane                       $64.00      $49.00     $113.00      $170.00

7/19/2010                                                Page 3 of 10                                              In-State Rates
                                                        d8d88386-34eb-40e6-b363-4927ef101a44.xls
Tacoma                      1/1      12/31 Pierce                                   $74.00          $59.00           $133.00           $200.00

                                           Clark,Cowlitz and
Vancouver                   1/1      12/31 Skamana                                  $98.00          $49.00           $147.00           $221.00


Note: Cities within counties listed are also included in that county's rate. Example: Renton is not listed under City, but it is part of King County, which is listed,
so Renton is reimbursed at the Seattle/King County rate.




7/19/2010                                                                 Page 4 of 10                                                             In-State Rates
            d8d88386-34eb-40e6-b363-4927ef101a44.xls




                          Category 6

                                $16.00
                                $19.00
                                $29.00

                                $64.00




7/19/2010                 Page 5 of 10                 In-State Rates
                                                                      d8d88386-34eb-40e6-b363-4927ef101a44.xls




Example: Renton is not listed under City, but it is part of King County, which is listed,




             7/19/2010                                                                 Page 6 of 10              In-State Rates
                                                    d8d88386-34eb-40e6-b363-4927ef101a44.xls




Please go to the website listed below or contact Cora Fernandez at 425-235-2352 x5505 to verify per diem amounts.

                                         http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/perd05d.html




    7/19/2010                                                       Page 7 of 10                                    Out-Of-State Rates
                             d8d88386-34eb-40e6-b363-4927ef101a44.xls




          TRAVEL 2000
            Entering Data
            Display Travel Procedures
            Travel Voucher Processes
            Print Travel Voucher
            Special Travel Voucher Functions
            Exit Functions

            Entering Data                       Meals are reimbursed when an employee is in travel
                                                status for a total of three (3) or more hours beyond
                                                the employee's regularly scheduled working hours
                                                for any one day. Must leave travel starting point at
                                                or before time listed below or arrive at ending point
                                                at or after the time listed below in order to qualify for
                                                that meal.


                                                The border around the meal columns will turn red if
                                                the program determines that the employee is in a
                                                travel status that is probably eligible for the meal
                                                reimbursement. This eligibility is determined by the
                                                following formula:

                                                The DEPART time is 3 or more hours prior to the
                                                employees regular starting time OR the RETURN
                                                time is 3 or more hours following the employee's
                                                regular end time OR the difference between the
                                                DEPART and RETURN times is 3 or more hours
                                                greater than the difference between the employee's
                                                regular start and end times OR both the DEPART
                                                and RETURN times are blank, but the lodging value
                                                is not blank

                                                AND

                                                The time period designated for the meal (see Meal
                                                Periods above) is included in the time period
                                                indicated by the DEPART and RETURN times


            Display Travel Procedures
             Specific Procedures                The "Procedures" tab becomes the active
                                                worksheet. Pressing the "Return to Current
                                                Voucher" button will return the focus to first
                                                worksheet in the file. If the first worksheet is not a
                                                travel voucher, the "Create Voucher" window will
                                                appear."




8 of 10                                        Procedures                                                7/19/2010
                            d8d88386-34eb-40e6-b363-4927ef101a44.xls

           Per Diem Rates In-State            The "In-State Rates" tab becomes the active
                                              worksheet. Pressing the "Return to Current
                                              Voucher" button will return the focus to first
                                              worksheet in the file. If the first worksheet is not a
                                              travel voucher, the "Create Voucher" window will
                                              appear."

           Per Diem Rates Out-of-State        The "Out-of-State Rates" tab becomes the active
                                              worksheet. Pressing the "Return to Current
                                              Voucher" button will return the focus to first
                                              worksheet in the file. If the first worksheet is not a
                                              travel voucher, the "Create Voucher" window will
                                              appear."

          Travel Voucher Processes
           Create a Travel Voucher            Prompts the user for a month. If a travel voucher
                                              for the selected month already exists in the file, the
                                              focus will be set to this voucher. A new travel
                                              voucher will be created otherwise.

                                              If the travel voucher will apply to more than one
                                              month, the user can replace the text found in the
                                              month/year box at the top of the form.

           Enter Budget Information           Moves the focus on the current travel voucher to the
                                              section of the form used to enter budget
                                              information.

           Finalize Current Voucher           Locks the information on the current travel voucher
                                              form.

           Edit Employee Data                 Opens the "Enter Employee Data" window. This
                                              window will also open if blank or missing employee
                                              information is found when the file opens.


          Print Travel Voucher
           Print Draft Travel Voucher         Marks the travel voucher with the word "DRAFT" in
                                              the signature line and sends to the printer. The
                                              print option is only available if the current worksheet
                                              is a voucher form.

           Print Final Travel Voucher         Sends the travel voucher form to the printer. The
                                              final print option is only available if the current
                                              worksheet is a voucher form and the voucher has
                                              been finalized (see Special Travel Voucher
                                              Functions ).

          Special Travel Voucher Functions




9 of 10                                      Procedures                                                7/19/2010
                              d8d88386-34eb-40e6-b363-4927ef101a44.xls

            Create File for Next Fiscal Year    Creates a copy of the current Travel workbook and
                                                saves the copy with the name "Travely1-y2.xls"
                                                where "y1-y2" represent the next academic year (for
                                                example 2000-2001 would be 00-01). The current
                                                file must contain at least one voucher for the
                                                procedure to work.

            Change Approval Password            Prompts the user for a new password. Finalized
                                                travel vouchers are locked with the password
                                                supplied by the user. If the user does not change
                                                the password, the default password is used. The
                                                default password is "TRAVEL99".

            Delete Current Voucher              If the current worksheet is a non-finalized travel
                                                voucher form, selecting this menu item will delete
                                                the travel voucher from the file. If the deleted travel
                                                voucher is the last voucher in the file, the "Create
                                                Voucher" window will open.

           Exit Functions
            Exit Travel Voucher without Saving Closes the current workbook without saving
                                               changes and exits the Microsoft Excel application.
                                               This item is the equivalent of selecting Close and
                                               Exit from the File menu and answering "No" to the
                                               Save Changes prompt.


            Save Travel Voucher and Exit        Saves the current workbook and exits the Microsoft
                                                Excel application. This item is the equivalent of
                                                selecting Close and Exit from the File menu and
                                                answering "Yes" to the Save Changes prompt.




10 of 10                                       Procedures                                             7/19/2010

				
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Description: Invoice Template Word document sample