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Reimbursement of Travel Expense Form - Department of Finance

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Reimbursement of Travel Expense Form - Department of Finance Powered By Docstoc
					                                           Employee Travel Expense Guide
                                                Link to the Adobe Acrobat version of the guide

                                              http://www.per.state.vt.us/index.php?page=36
To receive reimbursement for travel expenses each state employee must complete and sign a "Reimbursement of Travel Expense Form". This
process should be completed and submitted to your immediate supervisor each pay period. Your payment for expenses may be delayed for
two weeks if the form is not received by your Business Manager in time to make the payroll deadlines.

                                                       Where to get the FORM:
The Travel expense form is a Microsoft Excel spreadsheet and can be obtained from the Payroll Intranet WEB page,
http://www.per.state.vt.us/index.php?page=36. Employees are strongly encouraged to use the electronic copy. The electronic version has
many advantages including: automatic totaling, legibility and as described above, numerous help features.
For those of you who would prefer paper copies please contact your Personnel or Payroll Officer,
http://www.vermontpersonnel.org/employee/hrstaff.php.
                                                     INFORMATION REQUIRED:

Each form requires your Employee Number, Position Number, Pay Group Name, Work Location and the City or Town of your residence in
the upper left corner. If you are using a blank form you may have to write this information in the Box since it is necessary for audit purposes.

The Department Name may already appear on the form, but again if it does not you should enter this information in the space provided.

You will note that the form will ask for information such as Page No. which is necessity if you have multiple pages, the "YEAR" in which the
expenses was incurred, the numeric value of the "Month" and "Day" at the top of each column. Each column also has a heading of a number
of 1 thru 9 which will correspond with the number in the bottom section at the far left of the form.

For each expense item that is reported in the top section you must show the additional requested information requested associated with that
item in the bottom section.

Most of the information requested is self explanatory and required by law to substantiate your travel expense to the state.

                                                                  CODES:

The column at the far left labeled “Codes”, Rows 11 & 14, provides a space to enter and expense code to describe a particular type of
reimbursable expense. THESE ARE REQUIRED FIELDS.

    Only codes for miles traveled may be reported on the 1st two lines of each form, rows 12 &13, and codes for meals, lodging, incidentals
    and other items in the next section.

    If you are using this form in Excel you need only click on the work sheet EXPCODES at the bottom of this sheet to see a listing of
    available codes and their purpose.

    Your departments’ Personnel or Payroll Officer can provide you with a print out of the codes if you are using hard copy forms. Each line
    has a total field at the end of the 9th column and a Grand Total at the top of the column. You must calculate and enter the total of each
    line so that the detail can be verified during data entry. However, if you are completing the form while in Excel these totals will
    automatically be calculated for you.

                                                                   MILES:
On the first two lines you may enter the total miles driven each day across from the appropriate code in whole numbers. The names of the
towns which you traveled to and from on each day must also are shown in the bottom section.
The names of the towns which you traveled to and from on each day must also be shown below in the second section.
The business purpose of the trip is also required and should be stated in the “Explain Business Purpose or Reason for Travel Expense”
column.
                                                                AMOUNTS:
On the remaining lines you may report all other types of codes associated with the expense which you incurred and across from each the
amount in dollars and cents to be reimbursed. If any of the codes are for meals you must indicate the location where the meal was taken by
placing an asterisk beside the name of the town traveled to and reported in the second section. Also report the time of departure and return for
each trip where you request reimbursement for a meal.

                                                       CHART OF ACCOUNTS:
Space is provided on each line of expenses to report accounting codes if your department requires them. Instructions for the use and reporting
of these codes will be furnished to you by your agency.

                                                            ATTACHMENTS:
Regulations require that all reimbursements for travel must be substantiated with appropriate documentation to show that the employee
actually incurred the expense. Statements for lodging or transportation must include a detailed description of all charges incurred and paid.
Receipts are required for all purchases. Only expenses related to travel can be reimbursed via this system.

Any purchases incurred by an employee or department which are supplies or equipment for a work station must be paid through Finance &
Management.

                                                  SIGNATURES are REQUIRED:

Each form must be signed by the employee certifying to the accuracy of the information given and by the employee's immediate
supervisor attesting to the necessity of the business purpose indicated. Refer to Bulletin 3.4 for exceptions to the general rules.


                                                       GENERAL GUIDELINES
THE INTERNAL REVENUE SERVICE REQUIRES EMPLOYERS TO OBTAIN THE INFORMATION REFERENCE IN THIS
DOCUMENT FOR THEIR RECORDS TO SHOW THAT THE REIMBURSEMENT MEETS THEIR REQUIREMENTS OF AN
ACCOUNTABLE PLAN AND ARE THEREFORE NON-TAXABLE INCOME

ANY TRAVEL BETWEEN RESIDENCE AND WORK STATION IS CONSIDERED COMMUTING AND REIMBURSEMENT IS
GENERALLY NOT PERMITTED BY LAW.

IF A MEAL IS TAKEN NOT IN CONJUNCTION WITH AN OVERNIGHT STAY, IT IS CONSIDERED TAXABLE AND
SHOULD BE CODED AS SUCH.
                                       AUDIT CHECKLIST
√                                  Things to check for prior to submitttal.
    Valid employee number, name, & pay group.
    Original signature of employee.
    Original signature of supervisor.
    Page Numbering – Ex: (3 page expense)
      Page 1 of 3
      Page 2 of 3
      Page 3 of 3
    Staple Receipts to the back of appropriate expense form in the top left corner.
    Explanations to substantiate reimbursement with departure/return time are required.
    Fill in Line totals and Grand total. (For multi-page expenses ask your business manager for guidance)
    Out of State Travel: Include signed Out-of-State- Travel Authorization form. . (Must have Class Code that
    defines type of travel)
    Dates noted on Out of State Travel form must match dates on expense form
    Out of Country: Include approval by Secretary of Administration.
    Month and date must be entered (combine duplicate date/code information)
    Each line must have a valid expense reimbursement code.
    Make sure you haven’t previously submitted for the expense for reimbursement.
    Expenses from two different calendar years should be submitted on separate expense sheets.
    Expenses incurred more than 60 days prior to submission must be signed by Department Head.
    Hotel bills must be itemized by the day and show zero balance.
    Mileage - only whole values for number of miles.
    Registration Fees should be paid by VISION through your Business Manager
    Meals Issues (ex. must not exceed contractual amounts)
    Rental Cars require department head approval
                          STATE OF VERMONT
                    GLOSSARY OF TRAVEL EXPENSE CODES
Code            Description       Report     Code           Description         Report

           INSTATE TRAVEL CODES                     OUT-OF-STATE TRAVEL CODES
  MM    MILEAGE (NON-TAXABLE)     MILES        MT   MILEAGE (NON-TAXABLE)       MILES

 MMX    MILEAGE (TAXABLE)         MILES

             MEALS (TAXABLE)                             MEALS (TAXABLE):
  BM    BREAKFAST                  5.00        BT   BREAKFAST                    6.25
  LM    LUNCH                      6.00        LT   LUNCH                        7.25
  SM    DINNER                     12.85       ST   DINNER                       18.50
           MEALS (NON-TAXABLE):                        MEALS (NON-TAXABLE):
  BX    BREAKFAST                  5.00        XB   BREAKFAST                    6.25
  LX    LUNCH                      6.00        XL   LUNCH                        7.25
  SX    DINNER                     12.85       XS   DINNER                       18.50

 RM     LODGING (NON-TAXABLE)     AMOUNT       RT   LODGING (NON-TAXABLE):      AMOUNT
 RMT     LODGING (TAXABLE)        AMOUNT


        (NON-TAXABLE-CODES)                         (NON-TAXABLE-CODES)
  CM    INSTATE INCIDENTALS       AMOUNT       CT   OUT-OF-STATE INCIDENTALS AMOUNT
  PM    INSTATE OTHER TRANSPORT AMOUNT         PT   OUT-OF-STATE OTHER TRANS AMOUNT
        INSTATE/OUT-OF-STATE CODES                  INSTATE/OUT-OF-STATE CODES
  E1    OFFICE SUPPLIES           AMOUNT       E7   TELEPHONE CHARGES         AMOUNT
  E2    VEHICLE SUPPLIES          AMOUNT       E8   SUPPORT OF PERSONS        AMOUNT
  E3    VEHICLE REPAIRS           AMOUNT       E9   TUITION REIMBURSEMENT     AMOUNT
  E4    REGISTRATION FEES         AMOUNT       EA   MISCELLANEOUS SUPPLIES    AMOUNT
  E5    EXPRESS & FREIGHT         AMOUNT       ME   MOVING EXPENSES           AMOUNT
  E6    POSTAGE                   AMOUNT

           LEGISLATIVE EXPENSES                        LEGISLATIVE EXPENSES
              TAXABLE                                    NON-TAXABLE
  82    DAILY PER DIEM             UNIT        83   DAILY PER DIEM               UNIT
  84    MEALS (COMMUTING)          UNIT        85   MEALS (COMMUTING)            UNIT
        LEGISLATIVE PAGE EXPENSES
  83C    PER DIEM COMMUTING       AMOUNT
  83R    PER DIEM - RENTAL        AMOUNT

  PD    PER DIEM - MEETINGS       AMOUNT
Department of Finance & Management                                                                                           Agency of Administration
109 State Street, 4th Floor
Montpelier, VT 05609

                                         AUTHORIZATION FOR OUT-OF-STATE TRAVEL
                                                And/Or TRAVEL ADVANCE
   Out of State Travel/Travel Advance Request
                                                                                                                IMPORTANT NOTICE
  Date Submitted
  Employee ID                                                                                        By signing and submitting this form I agree
  Employee Name                                                                                    that the funds advanced to me will be used for
                                                                                                           the purposes stated in this form.
  Employee Position Title
  Employee Home Address                                                                               I understand that this note is due and
                                                                                                         payable on or before the tenth day
                                                                                                    following my return from this trip and that
  Employee E-mail                                                                                       this amount will be deducted from any
  Contact Phone                                                                                    reimbursement expenses paid after my return.
  Department/Agency                                                                                If my reimbursement is not sufficient to cover
  Destination                                                                                      the full amount of the advance, I agree to pay
                                                                                                   the difference. The State Treasurer will seek
  Departure Date
                                                                                                   payment of any delinquent loan from me and
  Return Date                                                                                        from my department, and will not grant any
  Purpose of Travel                                                                                  more advances until the delinquent loan is
                                                                                                                        repaid.
  Total Advance Requested                                                                 $0.00

  Employee Signature                                                                                Date Signed
                                                                      CHECK ROUTING FOR ADVANCE:
  Check will be available two business days
after receipt of this request by the Treasurer's
                                                          Return check to department                 Mail check to home address
      Office. (Within ten business days of
                    departure)                            Hold check and call                        Hold check for pickup

                              To request an advance of funds, send the original, signed, approved form to the
                              State Treasurer's Office, 109 State Street 4th Floor, Montpelier, VT 05609-6200

  Estimated Costs
                                                                                                   Daily Expenses        # of
  Type of Expense                                         Description of Expense                                                   Total Expenses
                                                                                                  (Except Airfare)       Days
  Airfare                                                                                                                                      $0.00
  Ground Transportation                                                                                                      1                 $0.00
  Lodging                                                                                                                    1                 $0.00
  Meals and Tips                                                                                                             1                 $0.00
  Miscellaneous                                                                                                              1                 $0.00
                          Advance Request can not exceed Estimated Cost.                            Grand Total                                $0.00
                            $100 Minimum Advance. Whole Dollars Only
This authorization to travel out-of-state is hereby approved and this department acknowledges its obligation to reimburse the State for any
default of payment by this employee of funds advanced for the purpose of this travel.
  Approved By Department Head
                                                                                                    (please print/type name of approver)
  (see Bulletin 3.4)

  Approval Signature                                                                                Date Approved

  Out of Country Travel Request
This authorization to travel out-of-country is hereby approved and the department acknowledges its obligation to reimburse the State for any
default of payment by this employee of funds advanced for the purpose of this travel.
  Approved By Secretary of
  Administration or Authorized                                                                      (please print/type name of approver)
  Agent

  Approval Signature                                                                                Date Approved

        For additional information, please refer to Bulletin 3.4 - Reimbursement for Travel Related Expenses


      Form #AAF-10 (Rev. 02/2011)
Employee #:*                                           Paygroup:*                                               STATE OF VERMONT                                                                   Rev. 09/01/2005 Form No APER10

Name:*                                                                                        REIMBURSEMENT OF TRAVEL EXPENSE                                                                                             Page 1 of 1
Residence:*                                                                                         Agency of Transportation
Work Stat:*                                                             Pos #>*
             4/26/2011
                                                                                                                            ↑ NAME OF DIVISION ↑

 YEAR*                                                                                                             GRAND TOTAL
Line # :       1              2           3            4         5           6            7      8          9
                                                                                                                                                                      CHART OF ACCOUNT CODES
                         Paper Users write "mm/dd" - Excel Users enter "mm/dd/yyyy"
                                                                                                                       LINE
DATE*                                                                                                                 TOTALS            Expend Acct             CBI        ACTIVITY     PROG              FUND                 DEPT ID
CODES                                ENTER NUMBER OF MILES ONLY IN THIS SECTION.                                      MILES




CODES                                ENTER AMOUNT OF REIMBURSEMENT REQUESTED                                         AMOUNT




column #                                                                                                                                                                                                                TIME
#                        List Towns or Cities to which you traveled ( * if meals taken)                               Explain Business Purpose or Reason for Travel Expense                               Departed             Returned


 1

 2

 3

 4

 5

 6

 7

 8

 9
WE THE UNDERSIGNED CERTIFY UNDER THE PENALTIES OF PERJURY THAT THE INFORMATION GIVEN ON THIS FORM REPRESENTS THE ACTUAL EXPENSES TO WHICH THIS EMPLOYEE IS LEGALLY ENTITLED.
Employee Signature:

           Employee Signature:                                                                 Date:                             Supervisor Signature:                                                          Date:
      LODGING                  MEALS: "BREAKFAST"                    MEALS "LUNCH"                         MEALS "DINNER                           OTHER CODES                                     OTHER TRANSPORTATION
RT   = OUT-OF-STATE      BT = OUT-OF-STATE TAXED            LT = OUT-OF-STATE TAXED                    ST = OUT-OF-STATE TAXED                 MM = MILEAGE IN-STATE                  PT = OUT-OF STATE
RM   = IN-STATE          XB = OUT-OF-STATE NOT TAXED        XL = OUT-OF-STATE NOT TAXED                XS = OUT-OF-STATE NOT TAXED             MT = MILEAGE OUT-OF-STATE              PM = IN-STATE
                         BM = IN-STATE TAXED                LM = IN-STATE TAXED                        SM = IN-STATE TAXED                     CT = INCIDENTALS OUT-OF-STATE
                         BX = IN-STATE NOT TAXED            LX = IN-STATE NOT TAXED                    SX = IN-STATE NOT TAXED                 CM = INCIDENTALS IN-STATE
Employee #:*                                           Paygroup:*                                               STATE OF VERMONT                                                                   Rev. 09/01/2005 Form No APER10

Name:*                                                                                        REIMBURSEMENT OF TRAVEL EXPENSE                                                                                              Page 2 of
Residence:*                                                                                         Agency of Transportation
Work Stat:*                                                             Pos #>*
             4/26/2011
                                                                                                                            ↑ NAME OF DIVISION ↑

 YEAR*                                                                                                             GRAND TOTAL
Line # :       1              2           3            4         5           6            7      8          9
                                                                                                                                                                      CHART OF ACCOUNT CODES
                         Paper Users write "mm/dd" - Excel Users enter "mm/dd/yyyy"
                                                                                                                       LINE
DATE*                                                                                                                 TOTALS            Expend Acct             CBI        ACTIVITY     PROG              FUND                 DEPT ID
CODES                                ENTER NUMBER OF MILES ONLY IN THIS SECTION.                                      MILES




CODES                                ENTER AMOUNT OF REIMBURSEMENT REQUESTED                                         AMOUNT




column #                                                                                                                                                                                                                TIME
#                        List Towns or Cities to which you traveled ( * if meals taken)                               Explain Business Purpose or Reason for Travel Expense                               Departed             Returned


 1

 2

 3

 4

 5

 6

 7

 8

 9
WE THE UNDERSIGNED CERTIFY UNDER THE PENALTIES OF PERJURY THAT THE INFORMATION GIVEN ON THIS FORM REPRESENTS THE ACTUAL EXPENSES TO WHICH THIS EMPLOYEE IS LEGALLY ENTITLED.
Employee Signature:

           Employee Signature:                                                                 Date:                             Supervisor Signature:                                                          Date:
      LODGING                  MEALS: "BREAKFAST"                    MEALS "LUNCH"                         MEALS "DINNER                           OTHER CODES                                     OTHER TRANSPORTATION
RT   = OUT-OF-STATE      BT = OUT-OF-STATE TAXED            LT = OUT-OF-STATE TAXED                    ST = OUT-OF-STATE TAXED                 MM = MILEAGE IN-STATE                  PT = OUT-OF STATE
RM   = IN-STATE          XB = OUT-OF-STATE NOT TAXED        XL = OUT-OF-STATE NOT TAXED                XS = OUT-OF-STATE NOT TAXED             MT = MILEAGE OUT-OF-STATE              PM = IN-STATE
                         BM = IN-STATE TAXED                LM = IN-STATE TAXED                        SM = IN-STATE TAXED                     CT = INCIDENTALS OUT-OF-STATE
                         BX = IN-STATE NOT TAXED            LX = IN-STATE NOT TAXED                    SX = IN-STATE NOT TAXED                 CM = INCIDENTALS IN-STATE
Employee #:*                                           Paygroup:*                                               STATE OF VERMONT                                                                   Rev. 09/01/2005 Form No APER10

Name:*                                                                                        REIMBURSEMENT OF TRAVEL EXPENSE                                                                                              Page 3 of
Residence:*                                                                                         Agency of Transportation
Work Stat:*                                                             Pos #>*
             4/26/2011
                                                                                                                            ↑ NAME OF DIVISION ↑

 YEAR*                                                                                                             GRAND TOTAL
Line # :       1              2           3            4         5           6            7      8          9
                                                                                                                                                                      CHART OF ACCOUNT CODES
                         Paper Users write "mm/dd" - Excel Users enter "mm/dd/yyyy"
                                                                                                                       LINE
DATE*                                                                                                                 TOTALS            Expend Acct             CBI        ACTIVITY     PROG              FUND                 DEPT ID
CODES                                ENTER NUMBER OF MILES ONLY IN THIS SECTION.                                      MILES




CODES                                ENTER AMOUNT OF REIMBURSEMENT REQUESTED                                         AMOUNT




column #                                                                                                                                                                                                                TIME
#                        List Towns or Cities to which you traveled ( * if meals taken)                               Explain Business Purpose or Reason for Travel Expense                               Departed             Returned


 1

 2

 3

 4

 5

 6

 7

 8

 9
WE THE UNDERSIGNED CERTIFY UNDER THE PENALTIES OF PERJURY THAT THE INFORMATION GIVEN ON THIS FORM REPRESENTS THE ACTUAL EXPENSES TO WHICH THIS EMPLOYEE IS LEGALLY ENTITLED.
Employee Signature:

           Employee Signature:                                                                 Date:                             Supervisor Signature:                                                          Date:
      LODGING                  MEALS: "BREAKFAST"                    MEALS "LUNCH"                         MEALS "DINNER                           OTHER CODES                                     OTHER TRANSPORTATION
RT   = OUT-OF-STATE      BT = OUT-OF-STATE TAXED            LT = OUT-OF-STATE TAXED                    ST = OUT-OF-STATE TAXED                 MM = MILEAGE IN-STATE                  PT = OUT-OF STATE
RM   = IN-STATE          XB = OUT-OF-STATE NOT TAXED        XL = OUT-OF-STATE NOT TAXED                XS = OUT-OF-STATE NOT TAXED             MT = MILEAGE OUT-OF-STATE              PM = IN-STATE
                         BM = IN-STATE TAXED                LM = IN-STATE TAXED                        SM = IN-STATE TAXED                     CT = INCIDENTALS OUT-OF-STATE
                         BX = IN-STATE NOT TAXED            LX = IN-STATE NOT TAXED                    SX = IN-STATE NOT TAXED                 CM = INCIDENTALS IN-STATE

				
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