Travel Expense Report


Form Instructions

  • UAccess Financials E-Doc #: enter the Document Number from the Disbursement Voucher (DV)

  • Travel Authorization Form #: enter the TA number from the originating Travel Authorization form

  • Traveler & Department Information: enter information related to person doing the travel and department funding the travel

  • Travel Order: complete the following
    • Business Purpose of Trip: include what the travel is for and where the traveler is going
    • Check the related box for In-State (Object Code 6140), Out-Of-State (6240), or Foreign (6340)
    • Include Dates and Times for travel to conference
    • State the Traveler’s Duty Post
    • Indicate whether the travel includes back-up documentation for designated lodging information

    Employee Travel Expense Claim: Complete a row for each day of the trip.
  • Miscellaneous Expenses: Itemize each business related expense incurred on the trip for which you are seeking reimbursement. If the reimbursement is for business entertainment, include the business purpose and a list of attendees and their relation to the University. Indicate the object code and amount for each expense. Attach original receipts or copies of receipts marked 'copy' (see section 9.10). NOTE: Miscellaneous travel expenses, for example, shots, must be supported by original receipts.

    Funding: The seven digit account number and any supporting object codes will be included in the DV.


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Routing

Expenses owed the traveler:

Disbursement Voucher (DV) should be submitted for amount owed Traveler, utilizing UAccess Financials workflow for the approval of the Travel.  The DV Cover Sheet along with any supporting documentation should be forwarded to the Travel Office to be scanned and ‘linked’ to the E-Doc in UAccess Financials.

Travel Advance:

Distribution of Income and Expense (DI) should be submitted, utilizing UAccess Financials workflow for approval of the distribution of the expenses.  The TA# should be referenced in the ORG DOC # in the DI.  The original Travel Advance DV Cover sheet should be re-printed and sent to the Travel Office with all  supporting documentation for the travel.

Travel Advance monies owed UA:

Cash Receipt (CR) should be submitted, utilizing UAccess Financials workflow for approval.  The TA# should be referenced in the ORG DOC # in the CR.  In addition, the Distribution of Income and Expense (DI) should be submitted, utilizing UAccess Financials workflow for approval of the distribution of the expenses.  The original TA # should be referenced in the ORG DOC # on the DI and the Original Travel Advance DV Cover sheet should be re-printed and sent to the Travel Office with all supporting documentation for the travel.


Forward DV Cover sheet and supporting documentation to: FSO-Operations, Travel Office, PO Box 210158 USB 402

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