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University of Houston - Victoria

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:
    1. 08/01/07  (Traveler's Name) traveled in his personal vehicle to
      Houston, TX.102.4
    2. 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
    3. 08/01/07  RIDESHARE to Houston, TX. No Mileage claimed.
    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.
    5. 08/01/07  (Traveler's Name) traveled in personal vehicle to Houston Intercontinental Airport, Houston. AIRFARE to Dallas, TX 102.4
    6. 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:
    1. "(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."
    2. "(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."
    3. "(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."
    4. "(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."
    5. Other comments in this section could be:

      1. "No mileage claimed as transportation provided by (employee's name)."
      2. "Transportation provided for (employee's name)."
      3. "Breakfast and lunch provided by conference on (dates), only claiming dinner for (dates)"
      4. "No hotel claimed as stayed with (relation to traveler)'s home in (city), TX."
      5. 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:
    1. State Form and Local Form
    2. "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.