INSTRUCTIONS FOR COMPLETING WORKSHEET
This workbook has several tabs at the bottom that each contain separate worksheets.
Sections in each worksheet that are shaded in gray are the areas to be completed. To
simplify input, certain areas on the worksheets are protected. This will allow you to
easily navigate through each sheet with the tab or arrow keys, as well as with the
The following tabs are included:
A. Auto Travel (for any personal car mileage relative to trip)
If you have any personal car mileage to be reimbursed, you can begin by
completing the auto travel tab first by filling in the gray shaded areas. Your total
mileage will be calculated, rounded and will automatically appear on line 18 of the
travel voucher form. The mileage default is currently at 48.5 cents (Jan 1, 2007 rate),
but can be changed whenever necessary.
B. Travel Voucher (AC132a Travel Voucher form)
Item # 2-12 - Complete all gray shaded areas. Please note include the social
security/payee ID number for NON EMPLOYEES ONLY.
Item 13 - Transportation Expense - Include any charges for car rental, airfare or train
fare, regardless of whether they were direct billed to the College. Payments charged
to the College will be reduced in section 2.
Item 14 & 15 - For miscellaneous items such as taxis, tolls, registration fees, etc.
Item 16 & 17 - List the number of days for each. Totals will automatically be calculated
and carried over to the total column
Item 18 - From Auto Travel tab - automatically carried over. Make sure mileage rate
used is accurate, and change if necessary.
a. Total carried over from Section 1
b. Automatically carried over from Citi Log tab
c. If you received a travel advance you will need to list it as a negative
d. Use for additional items that may have been prepaid. Must be specified.
e. Total carried over from Voucher Detail Tab.
C.Voucher Detail (used when extra room for travel expenses is needed)
This sheet is self explanatory and used only when there is not enough room to show
expenses on the travel voucher form (ie: extended trips with several different per diem
D. Citi Log (used only for Travel charged directly to the College)
Airfare and Enterprise rentals charged should be listed here as well as any other items
billed directly to the College.
After all forms are completed make sure to obtain the appropriate
signatures/approval, and forward to the Travel Department with a copy of the travel
requisition, original receipts and supporting documentation for the trip.
STATE OF NEW YORK
STATEMENT OF AUTOMOBILE TRAVEL
(Submit with travel expense voucher)
(Department, Commission or Other Agency)
PAYEE Sheet No.
Meals Hour of Hour of
Date Between What Points Only* Departure Arrival Miles
From To A.M. P.M. A.M. P.M. Traveled
Total Miles 0
*Enter meals not included in per diem: B for breakfast, D for dinner.
I hereby certify that the travel indicated was necessary and on
official business of the State.
Signature of the Traveler
AC-132a State of TRAVEL VOUCHER Voucher No.
New York PLEASE COMPLETE ALL AREAS SHADED IN GREY
1 Originating Agency Orig. Agency Code Interest Eligible (Y/N)
State University College at Geneseo 28190 N
Payment Date (MM/DD/YY) OSC Use Only Liability Date (MM/DD/YY)
2 Payee ID/Soc # Non-Employees Only Zip Code Route Payee Amount MIR Date (MM/DD/YY)
3 Payee Name (Last) (FI) (MI) (Suffix) IRS Code IRS Amount
4 Address (to mail check to) Stat Type Statistic Indicator-Dept. Indicator-Statewide
City State Zip Ref/Inv. # (limit 14 additional spaces) Ref/Inv.Date mm/dd/yy
5 Purpose of Travel (be specific): 6 Official Station
7 Destination (include county): 8 Residence (if different than #4)
9 Date & Time of Departure AM 10 Date & Time of Return AM Neg. Unit Travel Advance (Yes/No) Corporate Card Used (Yes/No)
11 Regular Work Hours: 12 Mode of Transportation (Personal, Rental or State Vehicle, Air or Train Travel)
8:00am - 4:15pm
Section 1 - Indicate All Travel Expenses - Use detail sheet if necessary Section 2 - Summary
13 Transportation Expense TOTALS Amount
A. Total travel expenses $0.00
14 Miscellaneous Expenses/Explanations B. Less amount billed
directly to agency Citibank 0.00
15 Miscellaneous Expenses/Explanations C. Less: Amount paid with
16 Per Diem Allowance RECEIPTED LODGING &/or UNRECEIPTED PER DIEM D. (specify)
0 Days at $ 0.00 per day = $ 0 $0.00 (specify)
0 Days at $ 0.00 per day = $ 0 $0.00
17 Meals Only E. Plus:Voucher Detail Total $0.00
0 Breakfasts at $ 0.00 + 0 Dinners at $ 0.00 $0.00
0 Breakfasts at $ 0.00 + 0 Dinners at $ 0.00 $0.00
18 Total Mileage from attached AC 160 Total amount to be reimbursed
0 miles at 55 cents per mile $0.00 to traveler/ (or if negative) total
Total Travel Expenses amount to be returned to
$0.00 SUNY Geneseo (attach check)
(Carried over to Section 2 Line A )
PAYEE'S CERTIFICATION STATE COMPTROLLER'S PRE AUDIT
I hereby certify that the above account and schedules are just, true, and correct; that no part thereof has been Certified for payment by
paid, except as stated therein, and that the balance therein stated is actually due and owing, and that the
amounts claimed were necessary and incurred in the performance of my authorized official duties.
Signature: Date: For Agency Finance Office Use Only
e-mail: Work Phone: I certify that this claim is correct and
SUPERVISOR'S CERTIFICATION just and that this payment is approved
I, the claimant's supervisor, certify this account has been examined and, to the best of my knowledge and belief,
the amounts claimed were necessary for the performance of the claimant's authorized official duties. By:
Supervisor's Authorized Signature
Signature: Date: Title:
Name & Title (Print/Type Legibly): Date:
Dept. Cost Center Variable Year Object Code Amount TR Fiscal Control #
* The Federal Privacy act of 1974 requires that you be notified of the disclosure of your social security number. The SSN serves as the payee identifier used by Office of the State
Comptroller, and, pursuant to IRS Code, the social security number is required because some travel reimbursements are taxable.
Adm 307 (8/93)
STATE OF NEW YORK - TRAVEL VOUCHER Voucher No
USE THIS FORM WITH FORM AC - 132a
State Agency: Sheet No.
STATE UNIVERSITY COLLEGE AT GENESEO
Payee Name: Date Prepared
USE THIS FORM ONLY WHEN ADDITIONAL SPACE IS REQUIRED TO SUBMIT ALL NECESSARY INFORMATION
TIME DESTINATION, PURPOSE, ITEM OF EXPENDITURE, ETC.
Transpor- Break- Room or Co. Miscel- Vo.
DATE Departure Arrival PURPOSE AND MEANS OF TRAVEL tation Paid fast Dinner Per Diem County Code laneous No. AMOUNT
ANY AMOUNTS ON THIS SHEET MUST BE SUMMARIZED IN PERTINENT AREA ON AC 132a
LOG OF CITIBANK TRAVEL CARD TRANSACTIONS Page 1 of 1
Payee Name: Account Number
Dates of Travel:
Charge Date Vendor Expense Type Amount Description/Comments
Total (A) 0.00
Balance from previous page (B)
05 Car Rentals
06 Gas - Rental Cars
Total Citibank Chgs - This travel voucher 07 Public Transportation
(A+B) (C) 0.00
Total Automatically Entered on Voucher 08 Travel-Other (Tolls, EZ-Pass)
Note: This summary must include all items either charged directly to the College through the
business travel account (airfare, Enterprise car rentals) ,or charges made to your Citibank Travel Card
that occured within the same time period that corresponds with the travel voucher. This form must
accompany your travel voucher if any expenses are listed above.