Get documents about "New Travel Forms The Travel Reimbursement Voucher Form has been redesigned As part of the process two new forms were dev
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Work Emergency Contact Form document sample
Document Sample
New Travel Forms
The Travel (Reimbursement) Voucher Form has been redesigned. As part of the process two new forms were developed; the Travel Authorization Form and
the Request for Petty Cash Advance Form. The new Travel Authorization Form is optional as required by department. Also, this new form automatically
prefills section A and B of the new Travel (Reimbursement) Voucher Form. If the Travel Authorization Form is not required the automatic fill function can
be disabled by simply typing over the formula in the cells provided in the Travel Reimbursement Voucher Form. University policy highly encourages
preauthorization for travel. However, use of the Travel Authorization Form to achieve this requirement is optional.
TRAVEL AUTHORIZATION AND EMERGENCY CONTACT FORM TRAVEL VOUCHER FORM
Use the Authorization Tab Use either Reimbursement Page 1 or Reimbursement Page 2 Tabs
Purpose: Purpose:
Centralizes items requiring an authorized signature before a trip. Reimbursement of expenses on business related travel.
- Travel Preauthorization - Transportation
- Estimated Trip Costs - Meals
- Travel Advance Authorization - Hotel
- Motor Pool Vehicle Authorization - Misc.
- Emergency Contact Information
Instructions: Instructions:
SECTION A: TRAVEL AUTHORIZATION SECTION A: TRAVEL REIMBURSEMENT
- Provide traveler information - Provide traveler information
- All information in this section is required when using this form. - All information in this section is required when using this form.
- Automatically fills to reimbursement voucher page 1 and 2. - Automatically fills from Travel Authorization Form.
- If conference fee was prepaid on a DPV, check 'Yes'
SECTION B: ACCOUNT(s) TO BE CHARGED to 'Conference Fee Paid by ProCard'.
- All fields are required when using this section.
- Automatically fills to reimbursement voucher page 1 and 2. SECTION B: ACCOUNT(s) TO BE CHARGED
- All fields are required when using this section.
SECTION C: TRAVEL ADVANCE / ESTIMATED TRIP COSTS - Automatically fills from Travel Authorization Form.
- All fields are required when using this section. - Amount to be charged should match amount claimed.
- Estimated trip costs must be completed when requesting an
advance and must equal advance amount requested. SECTION C: TRANSPORTATION REIMBURSEMENT
- Requires CGA signature on 61 accounts when trip - Include major transportation carriers (planes, trains and automobiles)
is international. - Use section E for travel within destination (ex. Taxi, Bus)
SECTION D: MOTOR POOL - CAR USAGE SECTION D: AIRFARE/RAIL DIRECT BILL INFORMATION
- All fields are required when using this section. - Must provide all information on MCO on direct billed tickets (credits
issued) in this section
SECTION E: EMERGENCY CONTACT INFORMATION
- Departments are to determine which information is required SECTION E: SUBSISTENCE AND MISC.
in this section. - Use this section for travel within destination (ex. Taxi, Bus)
- Use date order of expenses.
SECTION F: AUTHORIZATION SIGNATURES
- Form is invalid if 'Yes' or 'No' is not selected for each item. SECTION F: NOTES
- All information in this section is required when using this form. - Upgrade on car rentals.
- Lodging with family, friends or colleagues.
- Additional information on purpose of travel.
- Other
SECTION G: REIMBURSEMENT SIGNATURES
- All information in this section is required when using this form.
- Once form is complete mail to 360 Administration Building.
Updates: Updates:
SECTION A: TRAVEL AUTHORIZATION SECTION A: TRAVEL REIMBURSEMENT
- Multiple Destinations - Email
- Automatically fills to reimbursement voucher - Multiple Destinations
- Automatically fills from the authorization form
SECTION B: ACCOUNT(s) TO BE CHARGED SECTION B: ACCOUNT(s) TO BE CHARGED
- Added a Total box - Added a Total box
- Added an Object Code key (form not limited to object codes) - Added an Object Code key (form not limited to object codes)
- Automatically fills to reimbursement voucher - Automatically fills from the authorization form
SECTION C: TRAVEL ADVANCE / ESTIMATED TRIP COSTS SECTION C: TRANSPORTATION REIMBURSEMENT
- New section - Additional lines added.
SECTION D: MOTOR POOL - CAR USAGE SECTION D: AIRFARE/RAIL DIRECT BILL INFORMATION
- New section - New Column for Invoice #
- New Row for Service Fees Relating to Direct Billing
SECTION E: EMERGENCY CONTACT INFORMATION - Additional lines added. Additional space provided on page two.
- New section
SECTION E: SUBSISTENCE AND MISC.
SECTION F: AUTHORIZATION SIGNATURES - Misc (Item name required)
- 'Yes'/'No' authorization boxes
- Department contact's email address SECTION F: NOTES
- New
SECTION G: REIMBURSEMENT SIGNATURES
TRAVEL AUTHORIZATION AND EMERGENCY CONTACT FORM
TRAVEL RELATED TO OUTSIDE WORK FOR PAY SHOULD NOT BE AUTHORIZED BY THE UNIVERSITY
SECTION A: TRAVEL AUTHORIZATION This section must be completed prior to departure. SECTION B: ACCOUNT(s) TO BE CHARGED
UNIT DEPT OBJ
Name: CODE NAME ACCT # CODE AMOUNT
(Last) (First) (ZPID or MSU NetID#) MMG
Email:
Visa Type
Department: Microbiology and Molecular Genetics
Dept Addr: 2209 Biomedical Physical Sciences 020-InState 022-OutofState Total: $ -
025 -NonMSU 026-International 028-ConferenceFees
Check One: US Citizen Resident Alien NonResident Alien
Check One: Faculty/Staff Graduate Undergraduate Other SECTION C: TRAVEL ADVANCE / ESTIMATED TRIP COSTS
Travel Advance Amount: $ -
Departure Date Return Date Destination(s) (City, State and Country required)
Estimated Trip Costs:
Airfare
Lodging
Reimbursement Limited to: $ Car Rental: Yes Ground Transportation *When requesting a
Conference Fees Amount: $ Conference Fee Paid by ProCard: Yes Meal Per Diems / M&IE Travel Advance, amount
Estimated Trip Costs: $ Airfare direct billed: Yes Program Expenses requested should equal
Travel Reimbursed by: MSU Funds Non-MSU Funds Student Related Expenses Total Estimate.
Other
Purpose of Travel (Check all that apply and fill out description): Total Estimate $ -
Conference/Meeting Ext Rel/Devl Int'l Programs Research
Recruitment Team Teaching/Outreach Other
***ADVANCE NUMBER*** Contracts & Grants Signature (Req'd for International)
Description:
SECTION D: MOTOR POOL - CAR USAGE
This section is to be filled out when authorizing traveler to use a Motor Pool Vehicle. Primary Driver:
Name(s) of Additional Drivers:
1) 3)
2) 4)
SECTION E: EMERGENCY CONTACT INFORMATION - (AS REQUIRED BY COLLEGES/MAJOR ADMINISTRATIVE UNITS (MAU))
FOR INTERNATIONAL TRAVEL: International travel data provided from this section should be keyed into the International Emergency Contact Information database (excluding MSU study abroad)
by personnel designated in each participating college/unit. Enter "N/A" for missing information.
FOR DOMESTIC TRAVEL: This section may be used for domestic travel. However, the information should not be entered into the International Emergency Contact Information database.
1. Emergency Contact Information (spouse, etc.)
Name Phone Email
2. Supervising Faculty Member Information (Graduate/Undergraduate Students Only)
Name Phone Email
3. Destination Information
First Travel Location: Second Travel Location:
Dates: Dates:
Hotel/Host: Hotel/Host:
Address: Address:
Phone: Phone:
Host/Colleague Email: Host/Colleague Email:
Third Travel Location: Fourth Travel Location:
Dates: Dates:
Hotel/Host: Hotel/Host:
Address: Address:
Phone: Phone:
Host/Colleague Email: Host/Colleague Email:
Will the traveler be checking email while in travel status? Yes-regularly Yes-periodically Yes-infrequently No
SECTION F: AUTHORIZATION SIGNATURES
Yes No
Travel Authorization: Dept. Administrative Approval - Senior to Traveler Print Name Date
Travel Advance:
Motor Pool Vehicle: **
Unit Administrator or Unit Administrator Designate - Senior to Traveler Print Name Date
(**Sign only when an advance is requested and the Dept. Administrative Approval signer is not an authorized signer on the account being charged)
Department Contact: Heather Brown
Email: hbrown@msu.edu Phone#: 884-5288
MSU is an Affirmative Action/Equal Opportunity Institution Rev 4/05 New 9/2004
Please retain original travel authorization with original signatures in department. Submitting a copy with the travel reimbursement voucher is optional.
Page 1 of
TRAVEL VOUCHER
Please Direct Deposit (MSU employees only)
THIS FORM DOES NOT AUTHORIZE TRAVEL
SECTION A: TRAVEL REIMBURSEMENT SECTION B: ACCOUNT(s) TO BE CHARGED
Name: UNIT DEPT OBJ
(Last) (First) (ZPID or MSU NetID#)
CODE NAME ACCT # CODE AMOUNT
Department: Microbiology and Molecular Genetics MMG $ -
Visa Type -
Dept Addr: 2209 Biomedical Physical Sciences -
Check One: US Citizen Resident Alien NonResident Alien -
Check One: Faculty/Staff Graduate Undergraduate Other -
020-InState 022-OutofState Total: $ -
025 -NonMSU 026-International 028-ConferenceFees
Departure Date Return Date Destination(s) (City, State and Country required)
***ADVANCE NUMBER***
SECTION E: SUBSISTENCE AND MISC.
Reimbursement Limited to: $ - Br - Breakfast Lu - Lunch Di - Dinner Lo - Lodging M - Misc (Item name required)
Conference Fees Amount: $ - Conference Fee Paid by ProCard: Yes DATE DESCRIPTION AMOUNT
Estimated Trip Costs: $ -
Travel Reimbursed by: MSU Funds Non-MSU Funds
Purpose of Travel (Check all that apply and fill out description):
Conference/Meeting Ext Rel/Devl Int'l Programs Research
Recruitment Team Teaching/Outreach Other
Description:
SECTION C: TRANSPORTATION REIMBURSEMENT
DATES STARTING DESTINATION MILEAGE RATE AMOUNT
Transportation Sub-total $ -
SECTION D: AIRFARE/RAIL DIRECT BILL INFORMATION - DO NOT INCLUDE IN TOTAL CLAIM
INVOICE # STARTING DESTINATION OBJ CODE ACCT # AMOUNT
Direct Billing from page 2:
- Subsistence Sub-total Page 1 $ -
Airfare/Rail Direct Bill Total $ - Subsistence Sub-total Page 2 -
SECTION F: NOTES (Car rental justification, more than two in room, etc.) Transportation Sub-total Page 1 -
Transportation Sub-total Page 2 -
Total Claim $ -
Limit -
SECTION G: REIMBURSEMENT SIGNATURES (Administrators: Please do not sign in black ink. Must be original signature.)
Contracts and Grants Travel Office
*Traveler's Signature (faxed signatures acceptable) Date Unit Administrator or Unit Administrator Designate Date
Accounting
* I certify that the expenses claimed herein were necessary and reasonable in carrying out my University responsibilities and are
reimbursable under University Policy and are directly related and appropriate to the account(s) charged.
Voucher Prepared by: Heather Brown Date:
Preparer's Address/Email: hbrown@msu.edu Phone: 884-5288
Check Number Date
MSU is an Affirmative Action/Equal Opportunity Institution
Please submit 1 original travel voucher with original signatures and 1 marked "COPY" in the lower right corner. Send to VP, 360 Administration Bldg with original receipts. Rev 4/05 New 9/2004
Page 2 of
TRAVEL VOUCHER
Please Direct Deposit (MSU employees only)
THIS FORM DOES NOT AUTHORIZE TRAVEL
SECTION A: TRAVEL REIMBURSEMENT
Name: SECTION E: SUBSISTENCE AND MISC.
(Last) (First) (ZPID or MSU NetID#)
Br - Breakfast Lu - Lunch Di - Dinner Lo - Lodging M - Misc (Item name required)
Department: Microbiology and Molecular Genetics DATE DESCRIPTION AMOUNT
Visa Type
Dept Addr: 2209 Biomedical Physical Sciences
Check One: US Citizen Resident Alien NonResident Alien
Check One: Faculty/Staff Graduate Undergraduate Other
Departure Date Return Date Destination(s) (City, State and Country required)
SECTION C: TRANSPORTATION REIMBURSEMENT
DATES STARTING DESTINATION MILEAGE RATE AMOUNT
Transportation Sub-total Page Two: $ -
SECTION D: AIRFARE/RAIL DIRECT BILL INFORMATION - DO NOT INCLUDE IN TOTAL CLAIM
INVOICE # STARTING DESTINATION OBJ CODE ACCT # AMOUNT
Airfare/Rail Direct Bill Total Page Two: $ - Subsistence Sub-total Page 2: $ -
MSU is an Affirmative Action/Equal Opportunity Institution
Please submit 1 original travel voucher with original signatures and 1 marked "COPY" in the lower right corner. Send to VP, 360 Administration Bldg with original receipts. Rev 9/2004
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