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travel_international_2010

VIEWS: 12 PAGES: 20

									            INSTRUCTIONS - PLEASE READ
                   University of Southern Mississippi
      Official Permission to Travel and Reimbursement Forms for
                                      International Travel
                    MUST BE SUBMITTED 90 DAYS PRIOR TO TRAVEL

    This workbook will contain all of the forms necessary to get approval and file for reimbursements
    on a trip. By combining all forms in one book, it should be easier to keep corresponding records
    together. Start a new workbook for each trip.

                                            Tab Legend for Different Forms
              PTT                   Permission to Travel (All Conf, Conventions, Associations, and Meetings)
         TR ADV AGMT                Travel Advance Agreement
          FR TR JUST                Foreign Travel Justification Memo
            REG-CK                  Registration Check Request
              TV                    Travel Voucher
             MTM                    Multi Trip Mileage
             BREF                   Business Related Expense Form (Entertainment)



   The information entered on the "Start Here" page will be used to auto-
               populate each of the forms in this workbook.

                                      This will save data entry time.

         HINT: Use the TAB key to move from field to field on all sheets,
                            instead of the mouse.




      The Permission to Travel and the Foreign Travel Justification Memo
                         must be submitted together

   Proceed to the tab called "Start Here" if you are ready to continue




File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                3/16/2011
Tab: INST                                                                                                        8:42 AM
                                                University of Southern Mississippi
                                    Official Permission to Travel and Reimbursement Forms
                                                                            For International Travel
                   This workbook will contain all of the forms necessary to get approval and file for reimbursements on a trip.
                   By combining all forms in one book, it should be easier to keep corresponding records together. Start a
                   new workbook for each trip.

                                                                      Tab Legend for Different Forms
                            PTT                          Permission to Travel (All Conf, Conventions, Associations, and Meetings)
                       TR ADV AGMT                       Travel Advance Agreement (Required for all advances)
                        FR TR Just                       Foreign Travel Justification Memo
                          REG-CK                         Registration Check Request
                            TV                           Travel Voucher
                           MTM                           Multi Trip Mileage
                           BREF                          Business Related Expense Form (Entertainment)

                                                                                    Description Enter your information below
                     Enter Data to the
                     right>>>>>>>>>                                   The individual being paid on this form must be an employee of the University of Southern
                                                                      Mississippi. An employee is someone that receives bi-weekly, monthly or single payment payroll
                                                                      checks from USM. If the individual received a check from A/P for services, then they are not an
                                                                      employee of USM and reimbursements should be done on a Remittance Voucher.
                                                                      EXCEPTIONS:
                                                                      USM Grad students must complete travel forms for reimbursement of any travel (required by State).
                   DO NOT SEND                                        Undergrad students can be reimbursed by AP when expensed on your budget as Contractual
                                                                      Services or by Travel when expensed on your budget as Travel.
                  THIS PAGE TO
                  TRAVEL - KEEP                                                              Name
                    FOR YOUR                                                        USM Empl ID
                                                                       (FIRST PYMT ONLY) SS#
                    RECORDS
                                                                                             E-Mail
                                                                                          Phone #
                                                                                       Dept Box #

                                                                                       Dept Name

                                                                             University Standing Faculty, Staff, PI, Student
                                                                                                          STATE FUNDING CAN NOT BE USED FOR
                                                                                                        INTERNATIONAL TRAVEL (Ex. - Fund 10H10)
                                                                                     Fund (5 digits)
                                                  CHARTFIELD




                                                                                   Dept ID (6 digits)
                                                                                 Program (5 digits)
                                                                                   Project /Grant
                                                                      MAX AMOUNT ALLOWED
                                                                                                          STATE FUNDING CAN NOT BE USED FOR
                                                                                                        INTERNATIONAL TRAVEL (Ex. - Fund 10H10)
                                                                                     Fund (5 digits)
                                                  CHARTFIELD




                                                                                   Dept ID (6 digits)
                                                                                 Program (5 digits)
                                                                                   Project /Grant
                                                                      MAX AMOUNT ALLOWED
                                                                                Employee name
                                                  Person submitting




                                                                               completing form
                                                                               E-Mail employee
                                                                               completing form
                                                                              Phone # employee
                                                                               completing form

                             Beginning Date of Trip


                                Ending Date of Trip

                                     Title of Meeting
                                  (Do not abbreviate)

                                                                      Select a purpose from drop down box
                                   Purpose of trip:
                                                    CHECK WITH DEPARTMENT HEAD TO SEE IF A MEMO IS REQUIRED FOR MORE
                             REQUIRED BY STATE
                                                                      INFORMATION ON PURPOSE OF TRIP.
                                  Location of Visit:
                                   (City and State)
                             REQUIRED BY STATE


File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                                                           3/16/2011
Tab: START HERE                                                                                                                                                            8:42 AM
                                          INSTRUCTIONS FOR COMPLETION THE PERMISSION TO TRAVEL FORM
                                  Field                                                                 Description / Instruction
             Date Submitted                                    Date you complete the form and send it to the Travel Office
             Person completing form                            ENTERED ON START HERE TAB Name of person completing form
             Phone number                                      ENTERED ON START HERE TAB Phone of person completing form
             E-Mail address                                    ENTERED ON START HERE TAB E-Mail Address of person completing form
             Employee                                          ENTERED ON START HERE TAB Enter Employee/Travelers Name
             University Classification                         ENTERED ON START HERE TAB Title of person traveling - Faculty, PI, Student, Grad Student, etc
             Employee's E-Mail Address                         ENTERED ON START HERE TAB E-Mail Address of Employee traveling
                                                               ENTERED ON START HERE TAB Phone number of the person traveling or a contact number of someone in the
             Phone #                                           department
             Empl ID #                                         ENTERED ON START HERE TAB Employee ID - located on payroll check or contact HR for number
             Student's SSN                                     ENTERED ON START HERE TAB Students Social Security Number - REQUIRED
             Department Name                                   ENTERED ON START HERE TAB Department that the Employee/Travelers works in
             Department Box #                                  ENTERED ON START HERE TAB Department's mail box
             Dates of Travel                                   ENTERED ON START HERE TAB Day you leave, day you return
             Title of Meeting                                  ENTERED ON START HERE TAB Do not Abbreviate
                                                               ENTERED ON START HERE TAB Where Conf or Meeting is taking place and city and state where meeting is
             Location of Meeting                               being held
             Purpose of Travel                                 ENTERED ON START HERE TAB Why are you attending this meeting, conference, etc.
             Estimated Expenses                                Fill in your estimated expenses for each area that is applicable

                                                               If you are requesting an advance this should be done when this form is submitted the first time. The form MUST
             Request for Advance
                                                               be in the Travel Office 3-weeks before travel date. Checks are cut 2-weeks before travel date. If the form
                                                               is received later than 3 weeks, we cannot guarantee that you will get an advance check before you leave.
                                                               Registrations are pre-paid by the Employee and can be reimbursed on a Travel Voucher prior to the trip or
                                                               after the employee has traveled along with other expenses.

             Registrations
                                                               NO Registrations will be paid to vendors OUTSIDE OF THE USA

                                                               See Travel Policy for exceptions
        Signatures
          Signature of Traveler                                The Employee/Traveler must sign the form
          Chair or Next Higher Expenditure Authority           REQUIRED on all travel - BE SURE YOU HAVE THE EXPENDITURE AUTHORITY SIGNATURE
          Print signature of expenditure authority             Print the signature of the person that has expenditure authority over the Chartfield - REQUIRED
          Sponsored Program Adm                                Required if using restricted funds
          Vice President                                       Required for Foreign, Hawaii, Canada, and Mexico Travel
          President                                            Required for Foreign, Hawaii, Canada, and Mexico Travel
                                                               Must be completed before travel is approved; if more than one Chartfield is used indicate amount for each
                                                               Chartfield. If more than 2 Chartfield are used, please attach a memo - be sure to have signature authority for all
          Chartfield Information                               Chartfield.

        SPECIAL CONSIDERATION NOTES:
          Restricted fund accounts require the Project Director's signature
          Advances are cut 2-weeks prior to trip's start date, requests MUST be in the Travel Office 3-weeks before travel date.


File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                                                                     3/16/2011
Tab: PTT Instr                                                                                                                                                                        8:42 AM
                                                                                                                                                                  ADVANCES DUE BEFORE:
        THE UNIVERSITY OF SOUTHERN MISSISSIPPI                                                   Date Submitted        March 16, 2011
                http://www.usm.edu/procurement/travel.html                             Person Completing Form:
               FOREIGN PERMISSION TO TRAVEL
                                                                                                   Phone Number
   (Paperwork REQUIRED 90 days prior to foreign travel)
                                                                                                          e-mail


                          Employee Name Go to Start Here Tab to Complete                     USM Empl ID #
    University Classification (circle one)       Faculty, Staff, PI, Student           Student SSN (required)
               Traveler's E-Mail Address                                                    Department Name
                                 Phone #                                                    Department Box #
    Title of Meeting (Do not Abbreviate)
                      Location of Meeting
                        Purpose of Travel        Select a purpose from drop down box




                                                                                                                                                           Undetermined, Travel Ending Date Missing
                          Dates of Travel             Beginning Date                     Ending Date
                 (include traveling dates)
                          ESTIMATED EXPENSES:                                      REQUEST FOR ADVANCE (Attach Advance Agreement)
                                                                                     Request when submitting this form 3 weeks prior to travel.
Meals
Hotel Lodging                                                                            Max. Allowed (80%) $                                    -
Mileage                                                                                    Amount Requested        $                            -
Airfare
Rental Car and Gas                                                                            *REGISTRATIONS PAID BY USM
                                                                                   Any registration paid by USM for an employee must
Other Trans (taxi, shuttle, etc)
                                                                                   be OVER $750.00. Submit to the Travel Office on a
*Registration Fee                                                                  Registration Check Request Form with a Permission
Other Expenses                                                                     to Travel attached at least 4 weeks prior to the due
(ovrt $100 attach list)                                                            date to allow for processing of check*. No
                                                                                   registration will be paid to vendors outside of the
             Total Expenses $                                                  -   USA.
MAXIMUM ALLOWED AMOUNT $                                                       -
                     SIGNATURES                          4) **Sponsored Program Adm                                                     Date
                                                            (if restricted funds are expended Box 5157)
By signing I acknowledge that I have read and understand
               the University Travel Policy
1) **Signature of Traveler                                                Date 5) USM Travel Coordinator                                  Date


2) **Chair or Next Higher Expenditure Authority                         Date       8) **Vice President                                  Date


        TYPE signature name here =>
3) **Dean's Signature                                                  Date        7)**President                                        Date


        TYPE signature name here =>

**Required for Foreign, Hawaii, Canada, and Mexico Travel

CHARTFIELD INFO                              $                                 -   CHARTFIELD INFO                 $                             -


                     Fund/Dept-ID/Program/Proj-Grant                                           Fund/Dept-ID/Program/Proj-Grant
                                             For University Travel Coordinator Use only
                                                                                   Advance denied: ___Previous late advance,___ Payroll
        Travel Authorization Number
                                                                                   deducted.


          File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx
          Open Item Voucher Number                                                                                                             3/16/2011
          Tab: PTT                                                                                                                               8:42 AM
Date Submitted for OI Processing




     File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx   3/16/2011
     Tab: PTT                                            8:42 AM
                                                                                          Date   March 16, 2011                 USM Empl ID

                                                                                         Name    Go to Start Here Tab to Complete
                  THE UNIVERSITY OF SOUTHERN MISSISSIPPI
                    BUSINESS RELATED EXPENSE FORM                                      Phone #                                      Dept Box #
                                                                                        E-Mail

                                                                                     Dept Name


  The maximum amount that can be advanced is 80 percent of the estimated cost of the trip less any expenses prepaid or
                    charged to the university (registration fees, airline tickets, hotel deposit).

      The Advances are to be repaid by the employee with the submission of a Travel Voucher.
Outstanding Travel Advances:
• Travel Advances are due within 15 days after return from trip.
• If the employee is past due a second time, the employee will be ineligible for future advances for a period of one year. Any travel during that year
will be on a “reimbursement only” basis.
• If an employee has had their eligibility for advances revoked and then reinstated, any further revocation will be permanent.
• If it should become necessary to do a deduction from your payroll check, the employee will not qualify for future travel advances. The deduction
instituted will be the amount of the outstanding Travel Advance, not to exceed one-half of the employee's net pay. This deduction will continue
until the outstanding Travel Advance is settled by the Travel Office.
• Outstanding Travel Advances not only include instances when an Employee Travel Voucher has not been submitted to the Travel Office but also
when reimbursable expenses processed on an Employee Travel Voucher are less than the Travel Advance received.
• Do Not Send CASH in Campus Mail! If cash is sent through campus mail and the funds are lost, the employee will remain
 responsible for the balance of the unspent advance funds.


Returned Check Policy
When an employee submits a check to cover an amount due from an advance and the check is returned to USM by the bank because of
insufficient funds, the employee will not qualify for future travel advances.


Amount Requested                                                            $-
End Date of Trip
Travel Voucher Due Before                  Undetermined, Travel To avoid Payroll Deduction
                                            Ending Date Missing
 I have read the above policy regarding Travel Advances and by signing below I understand any part of the advance that I receive today that is
still outstanding 30 days from the end date of this trip will be payroll deducted, not to exceed one-half of my net pay, at the next available pay
period. If payroll deducted, I undertand that I will be ineligible for future advances.

Signature:______________________________________________________________________Date:_________________

      IF REQUESTING AN ADVANCE, THIS FORM MUST BE ATTACHED TO THE PERMISSION TO TRAVEL
                            INSTRUCTIONS FOR COMPLETION OF THE FOREIGN TRAVEL JUSTIFICATION FORM

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

The Office of the Provost

TO: Chairs/Directors and Deans

FROM:     Dr. Bob Lyman, Provost

DATE: July 29, 2008

Re: Foreign Travel


Procedures for foreign travel, which includes Foreign, Hawaii, Canada, and Mexico travel, have been revised. Travel permits will not be approved unless the complete information
is provided in full:

1) complete the USM Permission to Travel form.
2) obtain signatures from chairs/directors and deans on the USM Permission to Travel form.
3) complete the Foreign Travel Justification form
a) identify the source of funds allocated for this trip; include grants or contract titles (include source/division/budget). If requested travel is to be paid by a DE account, provide the
sources (e.g., roll-over E&G, sales, fees, recovered indirects from grants and contracts).
b) state in detail the purpose of the foreign travel and how the trip will be extremely beneficial to the University (as required by Miss. Code Ann., §25-3-41, as amended and IHL
Board).

The above referenced Travel Forms can be located on the USM Travel website under Travel Forms.

If more space is needed, a memo can be attached to the form to expand on the justification.

705.0103 APPROVAL FOR TRAVEL ABROAD
Travel outside the continental United States must be approved by the Board and meet the requirements as set forth by state statute. No state or federal funds received from any
source by any arm or agency of the state shall be expended in traveling outside of the continental limits of the United States until the governing body or head of the agency makes
a finding and determination that the travel would be extremely beneficial to the state agency and obtains a written concurrence thereof from the Governor and the Department of
Finance and Administration. The Commissioner is authorized on behalf of the Board to approve emergency foreign travel requests between Board meetings. At each Board
meeting, these emergency actions shall be reported to the Board with appropriate justification.

Miss. Code Ann., §25-3-41, as amended.
(BT Minutes, 9/90; 1/98)
                                                                                                                                              REV 7/2008
                                                                                             Date   3/16/11             USM Empl ID
                          THE UNIVERSITY OF SOUTHERN MISSISSIPPI                            Name    Go to Start Here Tab to Complete
                             FOREIGN TRAVEL JUSTIFICATION FORM                           Phone #                            Dept Box #
                                                                                          E-Mail
                                                                                       Dept Name
                        This form must be completed and submitted along with the Permission to Travel

 Please identify the source of funds allocated for this trip; include grants or contract titles (include source/division/budget). If requested travel is
 to be paid by a DE account, provide the sources (e.g., roll-over E&G, sales, fees, recovered indirects from grants and contracts). University
 Policy does not allow the use of State Funding for International Travel (ex Fund 10H10) .




Please state in detail the purpose of the foreign travel and how the trip will be extremely beneficial to the University.




  File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                          3/16/2011
  Tab: FR TR JUST                                                                                                                            8:42 AM
                                                   INSTRUCTIONS FOR REGISTRATION CHECK REQUEST

TO INSURE THAT PAYMENT IS RECEIVED ON TIME, SUBMIT TO THE TRAVEL OFFICE 4 WEEKS BEFORE DUE DATE


                                        Name of Vendor - DO NOT ABBREVIATE
VENDOR                                  THE NAME                                     Employees are reimbursed on a Travel Voucher
ADDRESS TO WHICH CHECK
SHOULD BE SENT                          Address that the check should be sent to

**Telephone                             Telephone number of the vendor               Will expedite the process of getting a W9 - and getting a check processed.
**Fax Number                            Fax number of the vendor                     Will expedite the process of getting a W9 - and getting a check processed.


Special Instructions:                   Note any special instructions for check processing


    COPIES OF THE PERMISSION TO TRAVEL MUST BE ATTACHED FOR ALL INDIVIDUALS REQUESTING REGISTRATION PAYMENTS
               HINT - attach your completed Registration Check Request to your Permission to Travel when submitting it for approval.




 File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                                       3/16/2011
 Tab: Reg-Ck Inst                                                                                                                                        8:42 AM
                                                     REGISTRATION CHECK REQUEST
                                                THE UNIVERSITY OF SOUTHERN MISSISSIPPI
                     A COPY OF THE PERMISSION TO TRAVEL MUST BE ATTACHED FOR ALL INDIVIDUALS REQUESTING REGISTRATION PAYMENTS

  VENDOR ID                                                                                                          DATE           March 16, 2011




  VENDOR
                                                                                                                     DEPARTMENT
                                                                                                                     NAME

                  DO NOT ABBREVIATE THE NAME OF THE VENDOR
                                                                                                                     DEPT BOX
  ADDRESS TO WHICH CHECK
  SHOULD BE SENT                                                                                                                           PERSON COMPLETING FORM

                                                                                                                       NAME


  TELEPHONE # OF VENDOR                                                                                                E-MAIL


  FAX # OF VENDOR                                                                                                      PHONE #

                                                                                                                       Employee's
  REGISTRATION DUE DATE
                                                                                                                       Name




           If the registration is due before          April 13, 2011      we cannot guarantee that the check will arrive in time. You need to allow 4 weeks
       for the check to be processed. This will allow for required signatures, setting up the vendor and processing the check.

            If a W-9 is not attached the Telephone Number and Fax Number are required. Payment cannot be made until a W-9 has been received.

                                                                       DESCRIPTION                                                                                  AMOUNT
                                                                                                                                                            $                    -




                                                                                                                                    TOTAL                   $                    -

Special Instructions:




I do solemnly affirm that the amounts scheduled above are just and true in all respects and were expended for The University of Southern Mississippi's purposes.

Requested By                                                                                                                                         Date

Approved By                                                                                                                                          Date

Sponsored Program Adm                                                                                                                                Date
     (If restricted funds - Send to Box 5157)
           ACCOUNTING USE ONLY                           ACCOUNT               FUND               DEPTID             PROGRAM           PROJECT/GRANT                AMOUNT

VOUCHER NUMBER
                                                                                                                                                            $                    -
                                                                                                                                                            $                    -
VOUCHER DATE
                                                                                                                                                            $                    -
                                                                                                                                                            $                    -
PROCESSED BY:
                                                                                                                                                            $                    -
                                                                                                                                                            $                    -
                                                                                                                                                TOTALS BALANCE READY TO PROCESS


                         A COPY OF THE PERMISSION TO TRAVEL MUST BE ATTACHED FOR ALL INDIVIDUALS
                                           REQUESTING REGISTRATION PAYMENTS




            File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                                          3/16/2011
            Tab: Reg-Ck Form                                                                                                                                           8:42 AM
                                                                                         Instructions for Travel Voucher
                                                                     Fill in ALL requested information about traveler on the Start Here Tab.

                                   TO EXPEDITE THE REIMBURSEMENT, BE SURE TO COMPLETE ALL THE REQUESTED INFORMATION AND TO ATTACH ALL REQUIRED RECEIPTS

                                                 BE SURE TO ATTACH A COPY OF YOUR PERMISSION TO TRAVEL TO YOUR TRAVEL VOUCHER
                                          Expense           Reimbursement Allowed                    Documentation Required
                             Meals                                   Actual charges not to exceed     No receipts required.                                                          State
                                                                     the maximum meal allowance       does not allow reimbursement of meals for a day trip.
                                                                     for the area traveled in - See   Be sure to reference if lodging was paid for by someone else otherwise we can not
                                                                     Website for per-diem allowed.    reimburse for meals.

                             Lodging                                 Actual Charges based on a        An original itemized receipt is required. IF ATTENDING A CONFERENCE a copy of the
                                                                     single rate                      conference literature showing the conference hotel and rate or a copy of the registration
                                                                                                      form which includes the housing reservation MUST BE ATTACHED to the Travel Voucher
                                                                                                      in order to be reimbursed.
                             Personal Vehicle                        See Website for mileage          NOTE: One line must reference the mileage from city to city. IF you have around town
                                                                     reimbursement rate               driving, you must enter another line with that information.
                             Airline Travel                          Actual Charges                   The Passenger Receipt (last card or coupon in the airline packet) and the Itinerary must
                                                                                                      be attached to the Travel Voucher. OR submit a copy of your credit card reflecting the
                                                                                                      trip and a copy of the itinerary.
                             Rental Car/Bus/Train                    Actual Charges                   Original receipt.
                          OTHER EXPENSES - Pick the ones applicable to your trip from the drop down box
                             Registration Fees                       Actual Charges                   Original receipt, copy of personal check or a copy of credit card statement showing payment.
                             Rental Car                              Actual Charges                   No State Contract - if you need to rent a car, be sure to get insurance.
                             Rental Car Fuel                         Actual Charges                   Original receipts for fuel required
                             Group Banquet Fee                       Actual Charges                   Original receipt
                                                                                                      Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
                             Taxi/Shuttle/Limousine - to airport     Actual Charges                   departure and $10.00 for day of return. The State does not allow reimbursement for taxi service to
                                                                                                      and from a restaurants. If more than 2 taxi receipts, an explanation is required.
                                                                                                      Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
                             Taxi/Shuttle/Limousine - from airport   Actual Charges                   departure and $10.00 for day of return. The State does not allow reimbursement for taxi service to
                                                                                                      and from a restaurants. If more than 2 taxi receipts, an explanation is required.
                                                                                                      Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
                             Taxi/Shuttle/Limousine - other          Actual Charges                   departure and $10.00 for day of return. The State does not allow reimbursement for taxi service to
                                                                                                      and from a restaurants. If more than 2 taxi receipts, an explanation is required.
                             Telephone                               USM BUSINESS CHARGES ONLY        State will not reimburse for personal calls made during travel
                             Motel Room Internet Charges             Actual Charges                   Original receipt
                                                                                                      Original receipts if charges are in excess of $10.00. The University allows $10.00 for day of
                             Tips (baggage handling - $1 per bag)    Actual Charges
                                                                                                      departure and $10.00 for day of return.
                             Parking                                 Actual Charges                   Original receipts if charges are in excess of $10.00.
                             Tolls                                   Actual Charges                   Original receipts if charges are in excess of $10.00.
                             Other Expenses                                                           Not referenced in drop down box - lines available to type in other expenses

                          SOME EXPENSES NOT paid by travel - Dues, abstracts, supplies, printing, personal calls. Contact the Travel Office if you have a question on what to send for
                          reimbursement.
                             Total Expense                    Total Requested for reimbursements
                             Less Advance                     Less the travel advance received
                             Total Reimbursed                 Total of reimbursement check
                             Max Reimbursed                   If the department sets a specific reimbursement amount, the figure should go here
                             Employee Signature               Employee signature
                             Chair or Next Higher Expenditure
                                                              Signature required
                             Authority
                             Print Signature                  Print signature of chair or next higher expenditure authority REQUIRED
                             Sponsored Program Adm            If restricted account, must be approved by Sponsored Program Adm
                             Print Signature                  Print signature of contracts & Grants
                          ADDITIONAL INFORMATION
                             Additional Comments to explain
                                                                     Add a memo
                             travel expense
                             INTERNATIONAL TRAVEL                    MUST ATTACH DOCUMENTATION OF EXCHANGE RATE USED. ALL RECEIPTS MUST BE CONVERTED TO US




File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                                                                                            3/16/2011
Tab: TV Instr                                                                                                                                                                                                8:42 AM
                                                                                                              Date March 16, 2011                                  USM Empl ID

                                THE UNIVERSITY OF                       SOUTHERN                                    Go to Start Here Tab to
                                                                                                           Name                                                                  SS#
                                                                                                                    Complete
                                 MISSISSIPPI EMPLOYEE TRAVEL
                                                  VOUCHER                                               Phone #                                                      Dept Box #
                                               FOREIGN TRAVEL
                                                                                                          E-Mail

                                                                                                     Dept Name

Title of Meeting:                                                                                                             Permission to Travel Filed (if yes, attach copy)              YES - COPY ATTACHED
                                                                                                                                           UNIVERSITY CLASSIFICATION                        Faculty, Staff, PI, Student
                                                                                                      Submitter

Location of trip
                                                                                                                         ATTACH INTERNATIONAL CONVERSION RATE USED
                                                                                                                          (ALL RECEIPTS NEED TO BE CONVERTED TO USD)
Purpose of trip:         Select a purpose from drop down box

                                                                                                                  RATE USED: ________________________________________________=$1.00 USD
                                                                                                    MEALS AND LODGING
   Date
   Breakfast
   Lunch
   Dinner
   Total Meals            $                -      $                 -     $               -   $               -      $             -       $             -     $             -          $   $    -                        -
   Lodging                                                                                                                                                                                  $                             -
                                               Note: for additional days, use tab TV pg2                                                                              Total Meals & Lodging $                             -
                                                                                              TRAVEL BY PERSONAL VEHICLE
                              Did you use a University vehicle? Yes (or) No
        Date                                 From - City, State                                                      To - City, State                                Miles          Rate              TOTAL
                                                                                                                                                                                N/A                    $                  -
                                                                                                                                                                                N/A                    $                  -
                                                                                                                                                                                N/A                    $                  -
Note: for more mileage, use either tab Multi Trip Mileage (or) TV pg2                                                                                        Total Travel By Personal Vehicle          $                  -
                                                                               TRAVEL BY PUBLIC CARRIER (Mode = Airfare, Bus, Train, etc)
        Date                                                            From                                                                     To                                         Mode      Ticket Amt



Note: for additional Public Carriers, use tab TV pg2                                                                                                          Total Travel By Public Carrier $                            -
                                                                               OTHER EXPENSES (For additional other expenses, use tab TV pg2)
                                 Item                                            Date                                     Place Where Expenses Were Incurred                                                 Amount
   Select an expense                                                                                                                                                                          $                           -
   Select an expense                                                                                                                                                                          $                           -
   Select an expense                                                                                                                                                                          $                           -
   Select an expense                                                                                                                                                                          $                           -
   Select an expense                                                                                                                                                                          $                           -
                                                                                                                                                                                              $                           -
    ADVANCE RECEIVED?                            Yes (or) No                                                                                                             Total Other Expenses $                           -
                              By signing, I certify that the above amounts claimed for travel expenses are true and accurate.                                                     Total for this page $                   -
                         Employee Signature                                                   Chair or Next Higher Expenditure Authority                                               Total for TV pg2 $                 -

                     Print Signature Name below                                                      Print Signature Name below                                        Total for Multi Trip Mileage $                     -

                                                                                                                                                                     Total for BusRelatedExpense $                        -

                                                                                                                                                                      TOTAL ALL EXPENSES $                                -
                          Sign & Date above                                                               Sign & Date above
                                                                                                                                                                                 LESS ADVANCE $                           -

              Sponsored Prog Adm               Sign & Date
                   (If restricted - send to Box 5157)
                                                                                                                                                                      TOTAL REIMBURSED $                                  -


                                                                                                                                                                     MAX REIMBURSED $                                     -
CHARTFIELD INFO

                                                                                                                                                                             AMT DUE USM $                                    -
CHARTFIELD INFO
              Accounting Use Only                            Fund               Dept ID             Program              Proj/Grant            Account                                                 Expense

Voucher No.

Journal Voucher




                                                             ALLOW TWO TO THREE WEEKS FOR PROCESSING BEFORE CONTACTING TRAVEL OFFICE


                  File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                                                                            3/16/2011
                  Tab: TV pg1                                                                                                                                                                                  8:42 AM
                                                                                                         USM Empl
                                                                  Date       March 16, 2011
                                                                                                               ID

                             THE UNIVERSITY OF                   Name        Go to Start Here Tab to Complete
                          SOUTHERN MISSISSIPPI                 Phone #                                   Dept Box #
                      EMPLOYEE TRAVEL VOUCHER
                                                                E-Mail
                                                            Dept Name
  Page 2                                                         Permission to Travel Filed (if yes, attach copy) YES - COPY ATTACHED
 Continuation from page 1                                                     UNIVERSITY CLASSIFICATION Faculty, Staff, PI, Student
                                                         MEALS AND LODGING
Date
Breakfast
Lunch
Dinner
Must equal per-diem   $       -   $     -     $      -     $       -     $        -       $        -    $       -     $      -   $           -
rate allowed

Lodging                                                                                                                          $           -
                                                                                                         Total Meal & Lodging    $           -
                                                  TRAVEL BY PERSONAL VEHICLE
           Did you use a University vehicle? Yes (or) No
      Date                  From (City, State)                         To (City, State)                     Miles     Rate       TOTAL
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
                                                                                                                  N/A             $          -
       Note: for additional mileage, use tab Multi Trip Mileage                               Total Travel By Personal Vehicle    $          -
                                                     TRAVEL BY PUBLIC CARRIER
                                                      (Mode = Airfare, Bus, Train, etc)
      Date                                 From                                               To                          Mode    Ticket Amt
                                                                                                                                  $        -
                                                                                                                                  $        -
                                                                                                                                  $        -
                                                                                                                                  $        -
                                                                                                   Total Travel By Public Carrier $        -
                                                           OTHER EXPENSES
                      Item                        Date              Place Where Expenses Were Incurred                                Amount
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
Select an expense                                                                                                                 $        -
                                                                                                                                  $        -
                                                                                                                                  $        -
                                                                                                             Total Other Expenses $        -


                                                                                  TOTAL EXPENSES FOR THIS PAGE $                             -


   File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                               3/16/2011
   Tab: TV pg2                                                                                                                     8:42 AM
                                                     Instructions for Multiple Trip Mileage Report
                                                   Fill in ALL requested information about traveler.
                                                   Be sure to reference if the traveler is faculty/staff or a
                                                   student!!

                                                             Item                  Description / Instruction
                                                   Date                      Date of trip
                                                   From                      City, State - only
                                                   To                        City, State - only
                                                   Mileage                   See Website for mileage information
                                                   Amount                    Form will calculate amount

                                                  NOTE: One line must reference the mileage from city to city.
                                                  If you have around town driving, you must enter another line
                                                                     with that information.
                                                                              Example
                                     Date             From                                To                    Miles
                                   4/15/2005 Hattiesburg                   Jackson                               92
                                   4/15/2005 Additional driving in                                               10
                                             Jackson


                                                  Use: (RT) Roundtrip
                                                        (OW) One Way




File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                         3/16/2011
Tab: MTM Instr                                                                                                            8:42 AM
                                                                                            USM Empl
                                                            Date      March 16, 2011
                                                                                                  ID
                                                       Traveler's
                                                                      Go to Start Here Tab to Complete
                        THE UNIVERSITY OF                  Name
                    SOUTHERN MISSISSIPPI                 Phone #                             Dept Box #
                      MULTIPLE TRIP MILEAGE
                                                          E-Mail
                             REPORT
                                                       Dept Name
                                                        Submitter
                                                         UNIVERSITY CLASSIFICATION

                                 ATTACH TO A TRAVEL VOUCHER
                                                 TRAVEL BY PERSONAL VEHICLE
            Did you use a University vehicle? Yes (or) No USE: (RT) Roundtrip (OW) One Way
       Date                  From - City, State                     To - City, State         Miles        Rate    TOTAL
EXAMPLE - AROUND TOWN MILES ON SECOND LINE
1/9/09               Hattieburg,Ms                         Jackson, MS (RT               180              0.550   $     99.00
1/9/09               Around Town                                                         10               0.550   $      5.50

                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                          N/A     $           -
                                                                                                    N/A           $           -
                                                                                                    N/A           $           -
                                                                                                    N/A           $           -
                                                                                                    N/A           $           -
                                                                         TOTAL TRAVEL BY PERSONAL VEHICLE         $           -

By signing, I confirm that the above amounts claimed for travel expenses are true and accurate.
                                                              See instructions on how to complete
         Employee Signature/Date
   File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                3/16/2011
   Tab: Multi Trip Mileage                                 16 of 20                                                 8:42 AM
              Instructions for completion of the Business Related Expense Form
                                               Attach to a Travel Voucher and
                                            Send to Accounts Payable - Box 5104

To expedite reimbursements for entertainment be sure to review the Entertainment Policy for USM
              before incurring the expense. The Entertainment Policy is located at -
                        http://www.usm.edu/procurement/apentertain.html
                       Item                                                  Description / Instruction
Date                                                   Date form completed
Phone #                                                Phone number to call for questions
Name                                                   Name of employee to be reimbursed
E-Mail                                                 E-mail of employee being reimbursed
Dept Name                                              Department Name
USM Empl ID                                            Empl ID of employee being reimbursed
Dept Box #                                             Department Box Number
The attached receipts had no alcoholic beverages       MUST BE INITIALED
                                                       Date the expense was incurred.
Date, Time and Place of Entertainment
                                                       City and State where meal took place

Statement of purpose for the expense as well as        Explain the purpose of the activity - attach additional page if necessary

Names of Individuals involved                          Name of all individuals that expense was for
ENTERTAINMENT OUTSIDE HATTIESBURG, MS                  Attach to a Travel Voucher and turn into Travel
ENTERTAINMENT IN HATTIESBURG, MS                       Attach to a Remittance Voucher and turn into Accounts Payable


 The State of Mississippi does not allow us to reimburse for alcoholic beverages purchased. You
  need to initial the Business Related Expense Form acknowledging that no alcoholic beverages
                                         were purchased.




File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                           3/16/2011
Tab: BREF Instr                                                                                                             8:42 AM
File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx   3/16/2011
Tab: BREF Instr                                     8:42 AM
File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx   3/16/2011
Tab: BREF Instr                                     8:42 AM
                                                                                                         Date    March 16, 2011                 USM Empl ID

                           THE UNIVERSITY OF SOUTHERN                                                   Name     Go to Start Here Tab to Complete
                           MISSISSIPPI
                                                                                                      Phone #                                       Dept Box #
                             BUSINESS RELATED EXPENSE FORM
                                                                                                       E-Mail

                                                                                                   Dept Name

                    This form must be completed when business entertainment expense has been incurred for the University.
                                             Attach all original receipts to this form and attach to a Travel Voucher.
         The attached receipts had no alcoholic beverages purchased on them. _________ (Initials of person requesting reimbursement-REQUIRED)

1. Date, Time and Place of Entertainment




2. Statement of purpose for the expense as well as the benefit to the University (General phrases such as Entertainment Expenses" and "Business Lunch" are not adequate
explanations and will be returned, thereby delaying reimbursement)




3. A list of all persons in attendance, including their relationship to the program to be benefited as well as any other relevant details.




Whenever feasible, USM employees traveling together should pay for their own meals. This will cut down on the possibility of
duplicate charges to the budget used for reimbursement. Signature authorities should verify that full per-diem is not being paid to
one of the guests referenced above on their Travel Voucher.

                                                                                                                                                    TOTAL $                  -
*SEE INSTRUCTIONS ON HOW TO COMPLETE

                                     MUST BE ATTACHED TO A EMPLOYEE REIMBURSEMENT VOUCHER OR
                                       IF THERE IS TRAVEL INVOLVED ATTACH TO A TRAVEL VOUCHER


           File: c47c4ebc-2e14-4a8c-9ee4-5908563581cd.xlsx                                                                                                       3/16/2011
           Tab: BREF                                                                                                                                               8:42 AM

								
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