Travel Expense Report

Form Instructions

  • Travel Authorization Form #. If applicable, enter the TA number from the originating Travel Authorization form.

  • Employee Travel Expense Claim Complete a row for each day of the trip.

    • Odometer: Complete when you are seeking mileage reimbursement, if odometer readings are not available, you may use standard map mileage between the two cities.

    • Meals: Refer to section 14.13 for current per diem rates.

    • Lodging: The reimbursed amount is limited to the lodging rates established by the State of Arizona. Enter the amount to be reimbursed up to the established limit(see section 14.14). EXCEPTION: Conference designated lodging will be reimbursed for the full amount, attach supporting documentation which identifies the designated hotel.

    • Transportation: Enter the amount to be reimbursed, attach supporting receipts(see section 14.15).

    • Exchg Rate: For international travel, enter the exchange rate for that day.

  • 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:Indicate the six digit FRS subsidiary ledger account number(s), 4 digit object code and the amount to be charged to each.

    Available Travel Object Codes:

    • 6140 - Instate Travel
    • 6240 - Out of State Travel
    • 6340 - Foreign Travel

    Refer to section 5.02, Expenditure Object Code Listing, for definitions and appropriate useage.

  • If Total Expenses equal or exceed the travel advance - The reimbursement will be added to the traveler's after tax net pay.

    NOTE: Employee expense reimbursements can be viewed electronically via Information Services Web.

    If the Total Expenses are less than the travel advance - The traveler will need to repay the difference.

    • If the repayment is with a check, attach the check to the Travel Expense Report.

    • If the repayment is with cash:

      • Prepare a Distribution of Deposit (DDF) form, using the General Ledger account to which the advance was posted and "control/code" 1315.
      • Take the cash and DDF to the Bursar's Office.
      • Attach a copy of the validated cash receipt to the Travel Expense Report.

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Approvals

    All TERs must be signed by the claimant and the department head or the principal investigator (sponsored project accounts). If the department head, director, or PI will be traveling, their supervisor must sign. Vice Presidents and deans may sign on their own behalf.

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Routing

    Retain a copy for your records.

    Forward to FSO-Operations.

    Reimbursements will be added to the employee's next paycheck if the TER is received in FSO-Operations by Monday of non payweek; otherwise, reimbursement will appear in the following pay check.

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