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How to complete travel
reimbursement
To obtain reimbursement from a University account for travel, an individual
must submit a Travel Expense Form with
appropriate receipts attached. In addition, University policy requires
that individuals whose travel involved an overnight stay must request approval
through an Authorization for
Official Overnight Travel prior to the trip.
Authorization for
Official Overnight Travel Form
The steps to complete the
Authorization for Official Overnight Travel are:
| 1) |
Enter the city where the trip begins. This will generally be
"Portsmouth". |
| 2) |
Enter the date the form is being prepared. |
| 3) |
Enter the beginning and end dates to the trip. |
| 4) |
Enter the reason for the trip (conference, meeting, etc.) |
| 5) |
Enter the city and state where the event will be held. |
| 6) |
Enter the name and address of the hotel where the traveler will be
staying. |
| 7) |
Enter all expenses that will be paid directly by the traveler and
then reimbursed to him/her after the trip in the "Reimbursable to
Traveler" section of this form. The University has established a
standard meal per diem rate. |
The FY08/09 meal Per diem rates are:
| Breakfast |
Lunch |
Dinner |
| $6.00 |
$8.50 |
$19.00 |
Per board policy, $1 is added to the breakfast and lunch per diem rates and
$3 to the dinner per diem rate for travel to certain
high cost cities.
On the day an individual leaves on a trip, his/her departure time must occur
prior to 6 a.m. to be eligible for breakfast per diem, prior to 11 a.m. to be
eligible for lunch per diem, and prior to 4 p.m. to be eligible for dinner per
diem.
On the day an individual returns home, he/she must have returned home after 9
a.m. to be eligible for breakfast per diem, after 2 p.m. to be eligible for
lunch per diem, and after 8 p.m. to be eligible for dinner per diem.
If the traveler is using a personal vehicle for the trip, mileage is 55
cents per mile as of 1-1-09. This mileage is readjusted each January.
Total section (7) and indicate whether an advance of 90% of this amount is
desired just prior to leaving on the trip. NOTE: An exception ...
if the traveler initially personally pays for airline tickets, this amount is
NOT eligible for an advance and will not be reimbursed until after the trip has
been taken and a Travel Expense Form has
been processed.
| 8) |
Enter all expenses in the "Non-reimbursable to Traveler" section
that will be paid directly by the University on behalf of the traveler.
These payments will generally be made through a University
Requisition/Purchase order or through a Pcard. Total this section. |
| 9) |
Check "yes" if this trip is being paid for using grant funds.
Check "no" if it is not. |
| 10) |
List all University personnel traveling together on this trip. |
| 11) |
Check the method of transportation being used to arrive at the
destination. |
| 12) |
Fill in the name of the traveler. |
| 13) |
If appropriate, fill in the title of the traveler's position at the
University. This is not necessary for clubs and organizations. |
| 14) |
Enter the 14-digit account number to be charged with the expense of
the trip. The object code will be "6210". |
| 15) |
The traveler signs the form. |
| 16) |
The individual with signature authority for this account signs the form.
For clubs and organizations, this would be the advisor. |
| 17) |
This line is used if the signature of a vice president or
president is required. Travel by club or organization members does
not require a signature on this line. |
| 18) |
The form is forwarded to the Controller's office on the first floor
of the administration building. Once it is signed, the top white
copy will be returned to the traveler. After the trip, the
traveler will complete a Travel Expense Form for all expenses
reimbursable to them. The white copy of the Authorization for Official
Overnight Travel should be attached to the Travel Expense Form. |
TRAVEL EXPENSE FORM
This form is prepared AFTER the trip has occurred.
Fill in the following information:
| 1) |
Name of the traveler. |
| 2) |
SSU ID Number. |
| 3) |
If appropriate, fill in the traveler's position title at SSU. |
| 4) |
Enter the department, club or organization name. |
| 5) |
Enter the 14-digit account number to be charged with the expense of
the trip. The object code will be "6260". |
| 6) |
Fill in the traveler's address. Frequently we have more than
one individual in the data base with the same name. The address
will assist us in paying the correct individual. |
| 7) |
List other University members traveling together in the same car. |
| 8) |
Check the appropriate box: "In-State" travel or "Out of State"
travel. |
| 9) |
Enter the date this form is being prepared. |
| 10) |
Enter each day of the trip and the expenses related to that day.
Refer to the sample for an example. Meal reimbursement is "per
diem" and does not require receipts. Refer to the instructions for
the
Authorization for Official Overnight Travel for eligible meals and
rates. If a conference or meeting has meals included in the
registration fee, per diem should not be entered in this section.
It has already been paid on behalf of the traveler. |
| 11) |
Add the amounts in the "Daily Total" column. |
| 12) |
Add the amounts in the "Common Carrier" column. |
| 13) |
Add the amounts in the "Miscellaneous Expenses" column. |
| 14) |
Enter the total miles driven if a personal vehicle was used for any
part of the trip. Multiply the total miles by the
current University rate per mile. |
| 15) |
Enter the total calculation in #14 above in this space. |
| 16) |
Enter the reason for the trip. |
| 17) |
Enter the amount requested. |
| 18) |
Enter the amount requested. |
| 19) |
Enter the amount of any advance received for this trip. |
| 20) |
Enter the amount to be paid to the traveler. NOTE" If the
advance exceeded actual expenses, this amount MUST be paid at the
Bursar's Office and the receipt attached to the
Travel Expense Form. The
account number to be used for the deposit is the same one appearing on
the Authorization for
Official Overnight Travel Form. |
| 21) |
The traveler signs the form. |
| 22) |
The individual with signature authority for this account signs the
form. For clubs and organizations, this is the advisor. |
| 23) |
This line is used if the signature of a vice president or the
president is required. This requirement generally does not exist
for clubs or organizations. |
| 24) |
The form, with required original receipts attached, is forwarded to
the Controller's office. Also attach the original of the
Authorization for Overnight Travel Form, if the traveler was required to
complete one. |
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