INSTRUCTIONS FOR USE OF TRAVEL EXPENSE REPORT
All documentation for advances and requests for reimbursement should be submitted on this Travel Expense Report form in accordance with the following instructions which have been coded to the items required by the report. Any single expense greater than $10.00 should be supported by a receipt. Any question regarding the use of this form should be referred to the Staff Accountant in the Business Office, extension 72526.
1. NameName of individual performing travel with department, address and
extension.
2. Trip SummaryBrief summary of date(s), and places visited, including farthest city/
town from the point of departure. Indicate principal modes of
transportation used, such as train, air, bus, personal auto, et cetera.
3. Purpose of TravelBrief explanation of trip, such as attending COFHE Association
meeting, et cetera..
4. Account To Be Charged Enter the number of the account(s) to which the travel will be
charged and amount of each, if total is to be split.
5. Date/DayEnter month, date and year in which charges occurred. Itemize expenses
by day of travel.
6. LocationEnter location where expenses were incurred.
7. LodgingCost of each overnight accommodation should be supported by a receipted bill from the establishment. Please enter the total hotel bill, without personal expenses, on one line even if the trip is over more than 1 day and/or it was booked as a package. If using per diem meal rates also remove all meal charges.
8. Expense TypeSelect the appropriate type as needed i.e. P Card expense indicates that this expense was paid using the P card, etc.
9. MealsCost of traveler’s meals should be shown daily by meal time. Tips should be combined with the meal on the receipt. If using per diem rates, attach the per diem page from the gsa.gov site.
10. Incidental ExpenseMiscellaneous expense items not falling within other categories are entered here and described in the remarks section below ex. tips to porters, baggage carriers, bellhops, etc.
11. Transportation ExpenseEnter actual cost of all transportation expenses such as rail, bus, air, taxi, streetcar, et cetera, including the cost of tickets furnished by the college.
12. MileageAttach a printed map (i.e. Mapquest) showing the trip and total mileage at .56 a mile.
13. TotalTotal of all expenses incurred during the day. This will calculate automatically if the electronic form is used.
14. Page Sub TotalsTotal of each column on this page calculates automatically. For multiple pages, create a summary page by inputting the page # on a line and totals from that page. If the approving department limits the amount to be reimbursed, an adjusting amount can be entered on the maximum allowed line to change the Claim Total.
15. AdvancesEnter any cash advanced for the trip as a positive number.
16. Prepaid ExpensesEnter the cost of all tickets and other items paid by the College included in the above detail. Expenses paid via P Card would be totaled here.
17. Refund Due CollegeTo be used if the total of item(s) (15) and (16) is larger than the Claim Total.
18. Amount Due TravelerTo be used if the total of item(s) (15) and (16) is smaller than the Claim Total.
19. Signature of TravelerSignature of person performing travel.
20. Authorized SignatureSignature of Department Head or other Supervisor authorized to approve charges against a budget.
The report should be made in duplicate, with the original sent to the Business Office, Pendleton 150. If
expenditures are less than the amount advanced, the excess should be submitted with the report. The
duplicate is for the department’s file. Keep copies of receipts in your file for future reference.