Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

TRAVEL
95.20
Revised 12-14
Travel Services
335-2034

Travel Expense Voucher

PDF link

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:

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:

http://public.wsu.edu/~forms/eforms.html

http://public.wsu.edu/~forms/fm.html

ROUTING

Electronic Submittal

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.

Receipts

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.)

Paper Submittal

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.

DEADLINES

Submittal

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.

Returning Advances

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.

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. Make sure that the number is correct and accurately entered. Entering an incorrect number can delay the traveler's reimbursement payment.

Enter social security number for a non-WSU traveler if there is an entry on the TEV for a nontravel reimbursement, e.g., honorarium.

Trip Start Date (4)

Indicate the start date of the travel (in MM/DD/YYYY format).

Trip End Date (5)

Indicate the end date of the travel (in MM/DD/YYYY format).

Primary Destination (6)

Indicate the primary destination of the travel. If there are more than one, select one as the primary destination.

Official Residence (7)

Indicate the traveler's official residence. See 95.01.

Preparer's Name (8)

Enter the name of the individual who prepared the TEV.

Official Station (9)

Indicate the traveler's official work station. See 95.01.

Preparer's E-Mail (10)

Enter the electronic mail address of the individual who prepared the TEV.

Preparer's Phone (11)

Enter the University telephone number of the individual who prepared the TEV.

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. Acceptable documentation includes a copy of the visa and a copy of the passport with visible entry stamps.

Mail Code (13)

Enter the mail code of the department initiating the TEV.

TA Number (14)

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.

Trip Information (15)

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 16)

See also 95.06. See 95.19 for rates.

Meals

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 10.40.40).

Lodging

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.

Automobile (17)

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:

http://www.wsdot.wa.gov/Publications/HighwayMap/Mileage/default.htm

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 (18)

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 (19)

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 (20)

See also 95.08.

Itemize incurred miscellaneous expenses in this section.

Receipts

Attach required scanned or paper original receipts to the Travel Expense Voucher. See also "Receipts" above.

Lodging

Scanned or paper original receipts are required for lodging expenditures.

Miscellaneous

Scanned or paper original receipts are required for the following types of miscellaneous expenditures.

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 Affidavit 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 affidavit attached.

Total Travel Expense (21)

Indicate the amount of the total travel expense.

Controller Correction (22)

If Travel Services finds an error in the completed Travel Expense Voucher, Travel Services may adjust the amount due by an amount equal to or less than $50. Forms containing errors amounting to more than $50 are returned to the originating department for correction and reprocessing. Travel Services provides an explanation for the correction in Comments.

Reimbursement Limit (23)

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 (24)

Enter the amount of any travel advance associated with this travel.

Due WSU (25)

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 (26)

If the travel advance is less than Total Travel Expense (or the reimbursement limit if applicable), enter the amount due the claimant.

Account Code (27)

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.

Sponsored Project Supported (28)

Check this box if any supporting budget for the travel is in programs 11-14.

Certification and Approval (29)

Claimant's Signature

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

A traveler may not approve a TEV for his or her own University travel.

Supervisor

The Travel Expense Voucher must be approved by an individual who supervises the traveler.

Expenditure Authority

An individual who has expenditure authority for the supporting account also approves the TEV. See 70.02.

If the supervisor has expenditure authority for the supporting account, he or she may sign as supervisor and expenditure authority, signing in both locations.

Additional Signatures (30)

If additional supervisor and/or expenditure authority signatures are required, check the indicated box under Certification and Approval. Add the appropriate signatures to page two of the TEV.

RECORDS RETENTION

Travel Services

Travel Services is responsible for either:

Department

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). The department is to ensure that a given receipt is not submitted for reimbursement more than once.

DIRECT DEPOSIT

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.

 

Example Page
In-State Travel, High Cost 95.20.10
Out-of-State Travel 95.20.11
High Cost, No Lodging 95.20.12
Out-of-State Travel, High Cost 95.20.13
High Cost, Annual Leave, etc 95.20.14-15
Conference-Supplied Meal, High Cost 95.20.16
In-State Travel, High Cost, Reimbursement Limit 95.20.17
Foreign Travel, High Cost 95.20.18
Foreign Travel, High Cost 95.20.19
Student Travel 95.20.20
Applicant Travel 95.20.21