Travel Department Checklist for Travel Preparers

Travel Department Checklist for Travel Preparers

General Requirements

1. _____ Signature of Travel Administrator and date

2. _____ Signature of Traveler and date

3. _____ Signature of supervisor/dept. head if required by department

4. _____ Dates in SAP should be dates of meeting/conference- not travel date before/after. Brochure or meeting announcement must be attached

5. _____ Justification completed on trip expense form if lodging exceeds per diem

6. _____ Justification for car rental and other costs items

7. _____ Double check that expense codes are correct-PKO for parking; TSO for taxi, etc

8. _____ Preparer’s name and phone number should be in comments for contact purposes

9. _____ Attach all original receipts to trip reimbursement- must match amounts in SAP

Airfare

1. _____ Airline itinerary and receipt verifying payment

2. _____ Show that only coach/economy class fares have been claimed

3. _____ For mileage vs. airfare comparison- must get airfare at least 2 weeks before date of departure

Rental Car

1. _____ Justification for rental car, if it is necessary to rent instead of utilizing taxi/shuttles

2. _____ Attach original gas receipts for rental car

3. _____ Reimbursement for insurance for rental car is not allowed (unless International car rental)

Mileage

1. _____ Trip segment tab (date specific) filled out in SAP

2. _____State in “Comments Tab” reason for claiming mileage

3. _____ Driving vs. Flying? Must submit comparison/justification

Parking

1._____ All original receipts attached

Taxi/Shuttle

1. _____ Always provide original receipts when available

Conferences/Meeting

1. _____ Need brochure, agenda, e-mails, some form of documentation stating location and dates

2. _____ If there is not any documentation, state this in the comments section

3. _____State whether travel department is to pay for registration if “Paid by Company” expense code is chosen. Note in comments when Visa BTA account is being used and which expenses.

4. _____ For reimbursement, need registration payment receipt, credit card statement or front/back of cancelled check to prove payment, along with a copy of the registration form

Lodging

1. _____ Itemized original hotel receipt

2. _____ Need justification completed on the trip expense form if nightly rate exceeds federal per diem limit

3. _____ Single Room rate should always be listedin the section above the signatures on the trip expense form

4. _____ When employees are sharing a room, each must claim ½. Each must have a lodging statement attached. One will have original, one a copy. Notate “shared room” on each

Meals

1. _____ Must have an overnight stay to receive meal reimbursement

2. _____ No reimbursement for alcohol

3. _____ Actual expenses not to exceed the Federal Per Diem Meal Rates per city/state. Receipts for meals are NOT required by the travel office, but might be by your department. DO NOT CLAIM THE PER DIEM RATE UNLESS THIS IS THE ACTUAL AMOUNT SPENT.