PURPOSE OF THE TEV
Prepare a Travel Expense Voucher (TEV) to claim reimbursement for travel expenses, to report and account for travel advances, to authorize travel expenditures, and to account for travel supported by third parties. This document becomes the authority for the University to reimburse the traveler and debit the budget charged for the travel. It is also the official record of travel and expenses.
When to Complete a TEV
Complete a Travel Expense Voucher to:
- Account for a single trip, or
- Account for a month's travel if a traveler makes multiple trips
- Seek reimbursement before a trip for airline tickets.
The Travel Expense Voucher (TEV) is intended for reimbursement of travel-related expenses. Use other procedures to claim reimbursement for nontravel expenses incurred at the official station.
SUPPLIES OF THE TEV
The following versions of the Travel Expense Voucher form are available:
- Electronic form (e-form) version. Contact Procedures, Records, and Forms (PR&F) for training and access information.
- Automated PDF version. Complete and/or print the form master on page 95.20.23-24.
- Automated FileMaker Pro version. To obtain the FileMaker Pro version, go to the PR&F FileMaker Forms website at:
Electronically approve and submit an e-form version TEV to the Travel Services mailbox within the WSU E-Forms System.
In-progress and finalized e-forms are retained within the WSU E-Forms System. The department may print a PDF copy of an e-form, as needed at any point in the process.
All receipts and documentation associated with an e-form version TEV must be scanned and submitted as e-form attachments. If a scanner is not available, the department must print and submit a paper version TEV with the documentation attached. See below. (See also below regarding records retention requirements.)
Complete and print the TEV. Obtain written signatures on the paper form. Submit the approved original to Travel Services in French Administration 240, mail code 1025.
Attach any applicable documentation and original receipts.
The department retains a copy as a control copy.
When seeking reimbursement for travel expenses or accounting for a travel advance, submit the Travel Expense Voucher by the tenth day of the month after conclusion of travel. (SAAM 10.80.60)
Any unexpended portion of a travel advance must be returned to WSU at the close of the authorized travel period. (SAAM 10.80.60)
A University employee who does not repay an advance is considered to be in default. The University may withhold amounts due from the employee's salary or wages. (SAAM 10.80.60)
Close of Fiscal Year
All outstanding Travel Expense Vouchers which claim reimbursement or account for travel advances from state accounts must be submitted to Travel Services by the third working day of July.
COMPLETING THE TEV
Electronically submit the Travel Expense Voucher using the authorized electronic approval process or print the completed form and sign it in ink.
Refer to the following for completion instructions for each TEV section. The reference numbers on the samples below correspond to numbered instructions. See below for completed examples.
Claimant, Name, Title, Mailing Address (1)
Include the traveler's name (last name, first name), title, and mailing address. The mailing address should correspond to the home address recorded in the University's computer address database. Refer to the PAPR online application to verify addresses. See 85.37 for more information about administrative computer applications.
Do not use a department address.
Purpose of Trip(s) (2)
Indicate the purpose or accomplishments of the trip in sufficient detail to verify that the travel was essential to carry out the necessary work of the University.
WSU ID or Social Security No. (3)
Enter the WSU ID Number for a WSU traveler. Enter social security number for a non-WSU traveler. Make sure that the number is correct and accurately entered. Entering an incorrect number can delay the traveler's reimbursement payment.
Start Date of Trip (4)
Indicate the start date of the travel (in MM/DD/YYYY format).
Official Station (5)
Indicate the traveler's official work station. See 95.01.
Official Residence (6)
Indicate the traveler's official residence. See 95.01.
Preparer's Name (7)
Enter the name of the individual who prepared the TEV.
Preparer's Phone (8)
Enter the University telephone number of the individual who prepared the TEV.
Preparer's E-Mail (9)
Enter the electronic mail address of the individual who prepared the TEV.
Mail Code (10)
Enter the mail code of the department initiating the TEV.
TA Number (11)
The department may leave the block blank or enter a departmental reference number. This number will appear as the reference number on the Budget Statement and the online Account Balances/Detail Application.
Non-US Citizens (12)
Check if the claimant is not a citizen of the United States. Enter the appropriate visa type or immigration status if no visa has been issued. See 60.05 for immigration codes (visa types).
The department must submit a copy of a foreign visitor's immigration documentation showing the immigration status with the TEV to Travel Services.
NOTE: To electronically submit a TEV, the department must scan and attach the immigration documentation within the WSU E-Forms System. If a scanner is not available, the department must print and submit a paper TEV with the documentation attached.
Trip Information (13)
Complete all columns.
Enter the time of departure and arrival, rounded to the nearest hour. Designate "a.m." or "p.m." as appropriate.
When leave of any kind is taken while in travel status, the exact hour of departure and return to duty must be shown on the voucher. Travel reimbursement is not allowed for absence periods. Transportation to and from the duty station in such cases is not allowed. See also 95.17 and 95.18.
Food and Lodging (14)
See also 95.06. See 95.19 for rates.
Enter the location (city) and appropriate rate for each meal obtained while on travel status. Meal reimbursement cannot exceed maximum meal rates for the location.
Meal Costs Not Exceeding Allowable Rates Included in Conference Registration Fee
If a conference registration fee includes the cost of meals which do not exceed the allowable meal rates for the area, clearly indicate which meals are included. Enter "*inc/reg" under Location and "*Meals included in conference registration." under Travel Details.
Conference Meal Costs Exceed Allowable Meal Rates
If the cost of meals as itemized in the conference literature exceeds the allowable meals rates for the area (see 95.19), the traveler pays the difference between the itemized meal cost and the allowable meal rate (SAAM 10.10.15).
In this case, enter the location (city) and appropriate rate for each meal under Location. Enter "*Meals included in conference registration." under Travel Details. Enter the difference between the two amounts as a negative number (e.g., -10.00) paid to the conference administrator under Other Expenses. Attach a copy of the itemized meal costs with the submitted TEV.
Enter the actual cost of lodging or the allowable rate, whichever is less, under Room. Reimbursement may not exceed the established maximum rate for the location. See 95.19 for lodging rates.
Attach lodging receipts to the TEV. See also "Receipts" above.
If a conference registration fee includes the costs of meals and lodging do not itemize the costs of meals and lodging in the voucher. Clearly indicate that meals and lodging are included in the registration fee.
See also 95.11. Apply the private vehicle mileage rate shown in 95.19. (The electronic version TEV should provide the correct rate.)
Determine point-to-point in-state mileage using actual odometer readings or by referring to the mileage chart the highway mileage chart on the Washington State Department of Transportation's Mileage Chart website, at:
Use a standard highway map or guide or odometer readings to determine point-to-point out-of-state mileage.
Use the automobile odometer to determine vicinity mileage.
NOTE: If odometer readings are used for all distances it is not necessary to enter separate figures for point-to-point and vicinity mileage. Enter a total daily mileages under Point-to-Point.
Lodging Exception (16)
Check the box and select the appropriate rule to authorize payment of more than the standard allowable lodging rate in accordance with the procedure in 95.06 and indicate the exception rule.
Travel Details (17)
When two or more travelers ride in one car and/or stay in the same room, each traveler must indicate the name(s) of the other employees.
If actual odometer readings are used to determine private vehicle mileage (rather than maps or guides), so indicate.
Enter an explanation under Travel Details when justifying an unusual travel expenditure or requesting an exception to usual University policy.
Other Expenses (18)
See also 95.08.
Itemize incurred miscellaneous expenses in this section.
Attach required scanned or paper original receipts to the Travel Expense Voucher. See also "Receipts" above.
Scanned or paper original receipts are required for lodging expenditures.
Scanned or paper original receipts are required for the following types of miscellaneous expenditures.
- Transportation when a CTA or TR is not used. Submit tickets or stubs as well as receipts.
- Rental car when a WSU rental car credit card is not used.
- Conference registration when paid by the traveler.
- Rental space for a travel trailer or camper.
- Laundry and/or dry cleaning.
- Motor Pool car expenses.
- Rental car gasoline receipts exceeding $50 paid by the traveler.
- Miscellaneous travel-related expenses exceeding $50 paid by the traveler.
NOTE: Do not request reimbursement on a Travel Expense Voucher for supply purchases exceeding $50 plus applicable tax. Use standard purchasing procedures to purchase such items (see Chapter 70).
Lost, Misplaced, Missing, or Inadequate Receipts
If a receipt is unavailable, lost, or inadequate the traveler must submit a completed and signed Receipt Affidavit to Travel Services. After verification, Travel Services may approve reimbursement on an exception basis. Make copies of the master form on 95.20.22 to obtain supplies of the affidavit form.
NOTE: To electronically submit a TEV, the department must scan and attach the completed Receipt Affadavit form within the WSU E-Forms System. If a scanner is not available, the department must print and submit a paper TEV with the applicable affadivit attached.
Total Travel Expense (19)
Indicate the amount of the total travel expense.
Reimbursement Limit (20)
If total reimbursement is to be limited to a specific amount, indicate that figure in this block. This figure must have been indicated on a Travel Authority issued prior to travel.
Less Travel Advance (21)
Enter the amount and Payment Request Number of any travel advance associated with this travel. NOTE: Payment Request Number is referred to as Document No. on monthly statements and in the AIS application BALANCES for departments.
Due WSU (22)
If the travel advance amount exceeds Total Travel Expense (or the reimbursement limit if applicable), enter the amount due WSU. Staple a check from the traveler to the TEV. The check is to be payable to WSU. Travel Services does not accept cash.
Amount Due Claimant (23)
If the travel advance is less than Total Travel Expense (or the reimbursement limit if applicable), enter the amount due the claimant.
Account Code (24)
Enter the complete account coding for the account(s) which will assume the indicated expenditures. Do not enter the total amount. The total amount will be distributed to the appropriate subobjects by Travel Services.
If more than one account supports the travel, indicate the amount to be charged to each account.
Certification and Approval (25)
Read the statement carefully. The claimant must sign using the authorized electronic approval process or print the completed form and sign in ink to receive reimbursement.
Approved for Payment
The Travel Expense Voucher must be approved by an individual who supervises the traveler.
An individual who has expenditure authority for the supporting account also approves the TEV if the traveler's supervisor is not authorized to approve expenditures. See 70.02.
A traveler may not approve a TEV for his or her own University travel.
Travel Services is responsible for either:
- Retaining the paper version TEV and original paper receipts and documentation for the full retention period of the TEV (see 90.01); or
- Ensuring that scanned images of the receipts and documentation and the e-form version TEV are kept in the WSU E-Forms System for the full retention period of the TEV.
The department submitting scanned receipts is responsible for retaining the paper originals for the full retention period of the Travel Expense Voucher (see 90.01).
A WSU employee may authorize Travel Services to deposit his or her travel reimbursement in any U.S. bank that is a member of an automated clearing house. See 95.21 for direct deposit request procedures.
See the PDF forms:
95.20.22: Receipt Affadavit
95.20.23-24: Travel Expense Voucher
Complete and/or print as needed.
|In-State Travel, High Cost||95.20.9|
|Out-of-State Travel, Travel Advance||95.20.10|
|High Cost, No Lodging||95.20.11|
|Out-of-State Travel, High Cost, Travel Advance||95.20.12|
|Multiple Trips, High Cost, Annual Leave, etc||95.20.13-14|
|Multiple Trips, Conference-Supplied Meal, High Cost||95.20.15-16|
|In-State Travel, High Cost, Reimbursement Limit||95.20.17|
|Foreign Travel, High Cost||95.20.18|
|Foreign Travel, High Cost||95.20.19|