TRAVEL VOUCHER
COMPLETION
OCTOBER 25, 2012
STATE OF TEXAS TRAVEL
VOUCHER
1
COMPTROLLER OBJECT CODES
• Identify the purpose of the
expense/purchase.
• Comptroller Object Codes are how Texas
knows what Texas is paying for.
2
COMPTROLLER OBJECT CODES FOR TRAVEL
Description of Travel Expense
In-State
Code
Out-of-State
Code
Public trans-rental car only
3010
3110
Public Trans-Airfare, taxi, other
3011
3111
Mileage rate not to exceed maximum
3016
3116
Actual expenses-Overnight travel
3020
3120
Incidental Expenses
3025
3125
Meals and lodging not to exceed State
allowances
3030
3130
Prospective Employee Expenses-All
Expenses
3210
Foreign Travel-All expenses
3310
Student travel Expenses
3410
Registration fees
5215
3
SUPPORTING DOCUMENTATION
• Must be attached to the travel voucher.
• Require all original receipts with the exception of meals
receipts.
• Purpose of trip description must create a story…The
• When
• How
• What
• Where
• Why
… of the travel.
4
SECTIONS OF THE TRAVEL VOUCHER
•
•
•
•
•
•
•
Information
Accounting
Distribution
Certification
In-State
Out-of-State
Purpose
5
TRAVEL VOUCHER INFORMATION SECTION
1.
2.
3.
4.
5.
6.
7.
8.
Not required
Agency Number: 761
Agency Name: Texas A&M International University
Current Document Number: assigned by Business Office
Effective Date: assigned by Business Office
Doc date: 1st date of travel (mm/dd/yyyy)
DOC agent: The agency that is preparing the documents
FY: current fiscal year
6
TRAVEL VOUCHER INFORMATION SECTION-CONTINUATION
9. Document amount: Amount the employee is claiming.
This amount is calculated from 17A & 17B
10. Invoice No: 1st date of travel without dashes/slashes
11. Pmt Due Date: not required
12. Pay to: employee name
13. Title: title of the employee
14. Designated Headquarters: the city considered as the
employee’s place of employment
15. Texas Identification Number: 4 digits only.
Is always the last 4 of social security number.
16. Service date: last date of travel (mm/dd/yyyy)
17. Traveling to: city employee is traveling to conduct business
7
TRAVEL VOUCHER ACCOUNTING SECTION
17A & 17B. Account Number: account that is funding travel expenses.
Expenditure code: travel comptroller object code.
Amount: amount that corresponds with that object code.
17C.
Agency Use (Business Office Only).
8
TRAVEL VOUCHER DISTRIBUTION SECTION
18. Distribution: this is the distribution of the expenses that were
incurred. For meals and/or lodging, start on the 2nd page.
9
TRAVEL VOUCHER CERTIFICATION
19. This statement proves that this is a legal document. The claimant
is where the traveler who is seeking reimbursement places their
signature and dates the voucher. The supervisor is where the
traveler’s supervisor/account manager signs and dates.
20. Contact Name: already assigned by Business Office.
21. Agency use: Business Office use only.
22. Fiscal Officer Approval: Business Office use only.
10
IN-STATE ITEMIZATION SECTION-1 LINE PER DAY
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
Date, hour, minutes, am or pm left headquarters.
Date, hour, minutes, am or pm arrived back at headquarters.
Not required.
Meals per day not to exceed maximum rates.
Lodging per day not to exceed maximum rates.
Total is calculated from d and e.
Only filled out for actual expenses (foreign, Hawaii, Alaska, University President)
“ “ “
“ “ “
Not required.
Calculated from f.
Calculated from i.
11
IN-STATE MEALS AND LODGING ITEMIZATION
12
OUT-OF-STATE ITEMIZATION SECTION1 LINE PER DAY
13
PURPOSE OF TRIP
y. Purpose of trip
• When
• How
• What
• Where
• Why
14
PURPOSE OF TRIP SAMPLE
15
LET’S WORK ONE TOGETHER…
Exercise 1
Lucy Donovan (recruiter at the Office of Student Success, last 4 of ssn 1234) attended a college
fair at Austin Community College on June 23. Lucy picked up rental car on June 22. She left
headquarters at 2pm on June 22 and arrived back at headquarters at 8pm on June 23.
The following are the expenses incurred for this trip:
Rental
June 22-23
$100.90 (includes $25.00 for additional insurance, PAI
Gas for rental June 22
$10.00
June 23
$34.10
Meals
June 22
$26.45 (includes a $6.00 alcoholic drink and $2.00 tip)
June 23
$29.55
Hotel
June 22
$105.00 plus $6.30 (6 %) state tax and $11.29 (10.75%)
city tax
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QUESTIONS
QUESTIONS
17
THANK YOU!!!
• Martha Laura Medina
mmedina@tamiu.edu
956-326-2817
• Maria Elena Hernandez
merher@tamiu.edu
956-326-2148
18