College of William and Mary
Financial Operations Office
1314 S Mt Vernon Ave
Williamsburg, VA 23185
GUEST TRAVEL VOUCHER SIGNATURE
Traveler delegating their signature authority to their travel document preparer
INTERNAL OPERATING POLICY
PURPOSE
The purpose of this policy is to document the process when a traveler is not available to sign the Travel
Expense Reimbursement Form (TERV) and their signature authority is delegated to their travel document
preparer. This is only permissible for non-employee guest of the College of William and Mary. Original
signatures are required for all employees, students, and faculty.
REQUIREMENTS
Traveler original signatures are required on the TERV. The signature is required under penalty of
perjury and fraud.
In many instances, the College of William and Mary will have a guest (i.e. speaker/lecturer/presenter)
visit our agency for the purpose of conducting a lecture or presentation. The visitor may actually be in
the premises for one day only. After their departure the office manager of the department will put
together the travel voucher for the expense reimbursement to the guest. At this time the guest will not be
available to provide an original signature on the TERV.
To accommodate the business of the College of William and Mary for guest travel payments, an exception
to policy is approved. A guest may delegate their signature authority to their travel document preparer in
writing. The written authorization may be an email, letter or fax authorizing a specific person to sign on
their behalf for their travel expenditures. The written authorization should contain the following:
“I certify that the payment of the amounts claimed has not and will not be reimbursed to me
from any other sources; that the travel performed for which reimbursement is claimed was
performed by me on behalf of the College of William and Mary. I delegate signature authority
to (Business Manager’s Name) to sign on my behalf.”
PROCEDURES
1. Department Business Managers must ensure they receive from the traveler the written
documentation that certifies the expenditure amounts and delegating their signature authority to
a specific person in the department.
2. Copy of the written documentation must accompany the TERV. In the absence of the written
document, the Travel Accounts Payable department will not process the TERV and will return the
voucher to the department.