Atm Business Guide by knt16405

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									                                                                           DOCUMENTATION GUIDE
                                                                  Travel and Business Hosting Documentation Guide
Transaction                                                                             Required Documents
   Type           Standard Documentation             Airfare Documentation               Lodging Documentation              Meal Documentation             Other Documentation              Required Signatures
                  * The Travel & Business Hosting    One of the following:               One of the following:              * Original credit card or paid * Travel expense form           * Traveler
                    Expense Report (TBHER) with      * Last page of the airline ticket   * Original itemized hotel bill       cash receipts for meals         including a business         * Higher Administrative
                    itemized expenses.               * Email confirmation from the         (include only room charges         over $75**.                     purpose and Event #.           Authority (HAA)
                  * Travel Advance Promissory Note     airline showing departure           & taxes in the lodging           **Note:Follow Departmental * If submitting a duplicate
                    (if necessary)                     date, arrival date, and class       section for the TBHER)              Restrictions on meal          itemized hotel bill (or a FAX
                  * Event ID #                         of airfare                        * Original cancelled check            limits or receipt             from a hotel) rather than
                  * Flint Pre-Authorization for      * Original cancelled check for        for hotel                           requirements.                 original document, submit
  Travel            Travel & Hosting Form              airfare                           * Original credit card statement                                    a memo detailing the
                                                     * Original credit card                 showing hotel payment                                            reason for the duplicate,
                                                       statement showing airfare                                                                             signed by the HAA
                                                       payment                                                                                             * Pre-Authorization,
                                                                                                                                                             and/or additional memos
                                                                                                                                                             if needed.

                  * The Travel & Business Hosting    * N/A                               * N/A                              * Original credit card or paid * A list of attendees with a       * Host
                    Expense Report (TBHER) with                                                                               cash receipts for items in     description of their affiliation * Higher Administrative
                    itemized expenses.                                                                                        excess of $75 **               to the University.                 Authority (HAA)
                  * Flint Pre-Authorization for                                                                             **Note:Follow Departmental * A flyer or email announcing
 Hosting            Travel & Hosting Form                                                                                      Restrictions on receipt       the event will be accepted
                                                                                                                               requirements.                 too.
                                                                                                                                                           * Pre-Authorization,
                                                                                                                                                             and/or additional memos
                                                                                                                                                             if needed.




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                                                                                DOCUMENTATION GUIDE

                                                                                        PCard Documentation Guide
   Transaction                                                                                    Required Documents
      Type            Standard Documentation              Airfare Documentation               Lodging Documentation              Meal Documentation               Other Documentation                  Required Signatures
                 * Original credit card receipt,          * N/A                               * N/A                              * N/A                            * Any additional information         * PCard Holder
                   registration form, subscription                                                                                                                  explaining exceptions,             * PCard Approver
                   form, other proof of cost                                                                                                                        missing receipts, or
                   with the PCard Transaction #                                                                                                                     other business reasons.
PCard Transaction slash Sequence # printed in the                                                                                                                 * If submitting a duplicate
  (No Travel &     upper right corner.                                                                                                                              rather than original
                 * PCard Report with signatures.                                                                                                                    document, submit
     Hosting)
                                                                                                                                                                    a memo detailing the
                                                                                                                                                                    reason for the duplicate,
                                                                                                                                                                    signed by the PCard
                                                                                                                                                                    Approver
                  * Original credit card receipt,         One of the following:               One of the following:              * Original credit card or paid   * Travel expense form                * PCard Holder
                    registration form, subscription       * Last page of the airline ticket   * Original itemized hotel bill       cash receipts for meals           including a business              * PCard Approver
                    form, other proof of cost             * Email confirmation from the         (include only room charges         over $75**.                       purpose and Event #.              * HHA for Travel
                    with the PCard Transaction #            airline showing departure           & taxes in the lodging           **Note:Follow Departmental       * If submitting a duplicate
                    slash Sequence # printed in the         date, arrival date, and class       section for the TBHER)              Restrictions on meal            itemized hotel bill (or a FAX
                    upper right corner.                     of airfare                        * Original cancelled check            limits or receipt               from a hotel) rather than
PCard Transaction * PCard Report with signatures.         * Original cancelled check for        for hotel                           requirements.                   original document, submit
     for Travel                                             airfare                           * Original credit card statement                                      a memo detailing the
                                                          * Original credit card                 showing hotel payment                                              reason for the duplicate,
                                                            statement showing airfare         * In the case of reimbursement                                        signed by the PCard
                                                            payment                             for personal expenses on                                            Approver
                                                                                                the hotel bill, highlight the                                     * Pre-Authorization,
                                                                                                expense on the itemized                                             and/or additional memos
                                                                                                hotel bill                                                          if needed.
                 * Original credit card receipt or        * N/A                               * N/A                              * Original credit card or paid   * A list of attendees with a         * PCard Holder
                   other proof of cost with the                                                                                    cash receipts for items in       description of their affiliation   * PCard Approver
                   PCard Transaction # slash                                                                                       excess of $75 **                 to the University.                 * HHA for Hosting
                   Sequence # printed in the                                                                                     **Note:Follow Departmental       * A flyer or email announcing
PCard Transaction upper right corner                                                                                                Restrictions on receipt         the event will be accepted
   for Hosting   * PCard Report with signatures                                                                                     requirements.                   too.
                                                                                                                                                                  * Pre-Authorization,
                                                                                                                                                                    and/or additional memos
                                                                                                                                                                    if needed.
                      * Original credit card receipt,     * N/A                               One of the following:              * Original credit card or paid * ATM & Miscellaneous                  * PCard Holder
                        registration form, subscription                                       * Original itemized hotel bill       cash receipts for items in     Expense form with original           * PCard Approver
                        form, other proof of cost                                               (include only room charges         excess of $75 **               receipts, detail expense
                      * PCard Report with signatures                                            & taxes in the lodging           **Note:Follow Departmental forms, Pre-Authorization,
                                                                                                section for the TBHER)              Restrictions on receipt       and/or additional memos
                                                                                              * Original cancelled check            requirements.                 if needed.
     ATM or                                                                                     for hotel
  Miscellaneous                                                                               * Original credit card statement
    Expense                                                                                      showing hotel payment
                                                                                              * In the case of reimbursement
                                                                                                for personal expenses on
                                                                                                the hotel bill, highlight the
                                                                                                expense on the itemized
                                                                                                hotel bill


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                                                                                                    PCard Documentation Guide
  Transaction                                                                                          Required Documents
     Type           Standard Documentation              Airfare Documentation               Lodging Documentation              Meal Documentation              Other Documentation              Required Signatures
                    * Original credit card receipt,     * N/A                               * N/A                              * N/A                           * If submitting a duplicate      * PCard Holder
                      registration form, subscription                                                                                                            rather than original           * PCard Approver
     PCard            form, other proof of cost                                                                                                                  document, submit
  Transaction         with the PCard Transaction #                                                                                                               a memo detailing the
  (NoTravel &         and Sequence # printed in the                                                                                                              reason for the duplicate,
                      upper right corner.                                                                                                                        signed by the PCard
    Hosting)
                    * PCard Report with signatures.                                                                                                              Approver

                    * Original credit card receipt,     One of the following:               * PCard Receipt and the original   * Original PCard receipts for * If submitting a duplicate        * PCard Holder
                      registration form, subscription   * Last page of the airline ticket     itemized hotel bill                meals over $75                itemized hotel bill (or a FAX    * PCard Approver
                      form, other proof of cost         * Email confirmation from the                                                                          from a hotel) rather than
    PCard             with the PCard Transaction #        airline showing departure                                                                            original document, submit
Transaction for       and Sequence # printed in the       date, arrival date, and call                                                                         a memo detailing the
    Travel            upper right corner.                 of airfare                                                                                           reason for the duplicate,
                    * PCard Report with signatures.                                                                                                            signed by the PCard
                                                                                                                                                               Approver

                    * Original credit card receipt or   * N/A                               * N/A                              * Original PCard receipts for * Hosting form including a         * PCard Holder
                  other proof of cost with the Pcard                                                                             meals over $75                business purpose and a           * PCard Approver
    PCard
                  Transaction # and Sequence #                                                                                                                 list of attendees with a
Transaction for printed in the upper right corner                                                                                                              adescription of their
   Hosting      * PCard Report with signatures                                                                                                                 afficliation to the University

                    * Original credit card receipt,     * N/A                               * In the case of reimbursement     * Original PCard receipts for * ATM & Micellaneous               * PCard Holder
                      registration form, subscription                                         from personal expenses on          meals over $75                Expense form                     * PCard Approver
   ATM or             form, other proof of cost                                               the hotel bill, highlight the
                      with the PCard Transaction #                                            expense on the itemized
Miscellaneous
                      and Sequence # printed in the                                           hotel bill
  Expense             upper right corner.
                    * PCard Report with signatures.

								
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