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Travel Voucher Comments
1.
State Form –
Travel Voucher, 2nd page,
(http://www.uhv.edu/fin/forms/TrvlVchr06.xls)
this form is now used solely for State funds (Ledger 1) - comments
for a conference should be made accordingly:
a.
08/01/07 (Traveler’s Name) traveled in his personal vehicle to
Houston, TX.
102.4
Through
PURPOSE: to attend (Conference name) held at
(name and
address of conference, ie.,
hotel,
city, state) from (beginning
date) to
(ending date). BENEFIT: to
enable
on-going services for faculty,
staff and
students.
08/04/07 Returned to Victoria. 102.4
b.
08/01/07 RIDESHARE to Houston, TX. No Mileage claimed.
Through
PURPOSE: to attend (Conference name) held at
(name and
address of conference, ie.,
hotel,
city, state) from (beginning
date) to
(ending date). BENEFIT: to
enable
on-going services for faculty,
staff and
students.
08/04/07 Returned to Victoria.
c. 08/01/07
(Traveler’s Name) traveled in personal vehicle to
Houston Intercontinental
Airport, Houston.
AIRFARE to Dallas, TX
102.4
Through PURPOSE: to attend (Conference name) held at
(name and address of conference, ie.,
hotel,
city, state) from (beginning
date) to
(ending date). BENEFIT: to
enable
on-going services for faculty,
staff and
students.
08/04/07 AIRFARE from Dallas to Houston
Intercontinental
Airport, Houston, TX..
Returned to Victoria. 102.4
2.
Local Form –
Travel Expense Report Form
(http://www.uhv.edu/fin/forms/Travel%20Expense%20Form_Local.xls),
this form is used for reimbursements made from local funds (Ledger
2, 3, & 5) – purpose/benefit and any other explanations needed
regarding the trip should be in the comments section of this one
page form:
a.
“(Traveler’s name) traveled in his personal vehicle to attend
(Conference name) held at (name and address of conference, i.e.,
hotel, city, state) from (beginning date) to (ending
date). BENEFIT: to enable on-going services for faculty, staff and
students.”
b.
“(Traveler’s name) traveled by rental car to attend (Conference
name) held at (name and address of conference, i.e., hotel, city, state) from (beginning date) to (ending date).
BENEFIT: to enable on-going services for faculty, staff and
students.”
c.
“(Traveler’s name) traveled as a passenger with (employee’s name) to
attend (Conference name) held at (name and address of conference,
i.e., hotel, city, state) from (beginning date) to
(ending date). BENEFIT: to enable on-going services for faculty,
staff and students.”
d.
“(Traveler’s name) traveled by airfare to attend (Conference name)
held at (name and address of conference, i.e., hotel,
city, state) from (beginning date) to (ending date). BENEFIT: to
enable on-going services for faculty, staff and students.”
Other comments
in this section could be:
a.
“No mileage claimed as transportation provided by (employee’s
name).”
b.
“Transportation provided for (employee’s name).”
c.
“Breakfast and lunch provided by conference on (dates), only
claiming dinner for (dates)”
d.
“No hotel claimed as stayed with (relation to traveler)’s home in
(city), TX.”
e.
Anything that is needed to explain expenses incurred or not incurred
during a given trip for a faculty or staff member.
3.
PeopleSoft Travel
Voucher Coversheet Comments:
a.
State Form and Local Form
“Travel
reimbursement for (Traveler’s name) to attend (Conference name) held
at (name and address of conference, i.e., hotel street address,
city, state) from (beginning date) to (ending date). BENEFIT: to
enable on-going services for faculty, staff and students.
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