BUSINESS SERVICES PROCEDURES
Instructions - Filling Out FRV Form
Filling out a Foreign Travel
Reimbursement Voucher (FRV)
 The FRV form should be submitted for reimbursement within ten (10) working days of return
from trip with the required supporting documentation attached. If you have any questions
you may contact Mark Passmore, Travel Specialist in Accounts Payable or review the
Business Services Procedures for Foreign Travel on the SPC Business Services website.
o All of the information requested on the FRV form, must be accompanied by
sufficient information to permit an audit that will associate the charges with the
actual travel.
 When conversion rates are applicable, a copy of the website showing the conversion rates
for the actual travel dates must be attached to the FRV form. Remember to use the
conversion rates for the day the transaction occurs (i.e. traveling to Japan; arrive on 05/08/09
and depart on 05/15/09; web pages for each day that transactions occurred must be
attached). The following currency converter website is user friendly which provides currency
converter help pages, a cheat sheet for travelers, and exchange rates back to 1990;
http://www.oanda.com/converter/classic.
o If your credit card (i.e. Visa, etc.) shows the currency converter rates applicable to
your travel, a copy of this bill may be submitted with the FRV form instead of a screen
print copy of the website used in determining your estimated exchange rates. Any
applicable fees charged on your credit card for determining currency conversion rates
shall be included on the FRV form for reimbursement.
 If your travel only involved a registration fee advance paid via check request, you
must still submit a FRV and attach a receipt for the fee.
 If accurate mileage cannot be documented via MapQuest for specific destinations, please
explain in writing why there is a difference in mileage. Example: mileage to specific
destinations such as Tampa International Airport.
 The form is divided into three sections. Section I pertains to Foreign Travel; Section II
pertains to Mileage; Section III pertains to Funding and the appropriate signatures.
If you have your FAR form along with the appropriate and required receipts you have
accumulated in front of you, then completing this form will be a snap!
Begin by putting your FAR number in the box at the top of the form.
Mark Passmore, Travel Specialist, EPISVC
341-3225 or mailto:Passmore.Mark@spcollege.edu
Revised 02/03/09; 04/30/10 Page 1 of 6
BUSINESS SERVICES PROCEDURES
Instructions - Filling Out FRV Form
SECTION I – FOREIGN TRAVEL
1. Convention/Conference/Meeting Name – write the name of the event attended and
attach the original or copy of the program or agenda.

If an employee is teaching a class or seminar, please attach appropriate support
that will comply with the Florida State Auditors requirements (i.e. copy of outline or
syllabus being taught; copy of advertisement; copy of first page of student
attendance sheet showing the teacher’s name and dates).
2. Meeting Location – the city and country in which the event was held. Please
remember to be very specific on the location because “metropolitan areas” is
insufficient information. When the Travel Specialist and auditors review this form, if a
city cannot be located in a particular country on the foreign travel per diem rates for
foreign areas, then the “other” per diem rate will be utilized.
3. Travel Beginning and Ending Date and Time – the beginning date and time and
the ending date and time of your trip (i.e. What time did you leave home for the
airport? What time did you arrive back home from the airport at the conclusion of your
trip?).

Rates for foreign travel shall not begin until the date and time of arrival in the
designated foreign country from the United States, and shall terminate on the
date and time of departure from the foreign country to the United States.

For example, if the traveler departed Rome @ 1:00 p.m. for Paris (lands in
Paris @ 5:00 p.m.) the Rome allowance for breakfast and lunch would be
used and the Paris allowance for dinner and lodging would be used.
4. Lodging or Per Diem – you may choose either the subsistence (meal) allowances
(below) and lodging costs, or the per diem (daily) rate but not both.

No reimbursement will be made for per diem, lodging or subsistence (meals) that
are included in conference/registration fees.

Lodging includes the room rate plus any taxes times the number of days. You
must attach a copy of the paid, itemized hotel receipt which show the name and
address of the establishment, the name of the traveler, the daily rate(s) actually
paid, the dates checked in and out (the hotel receipt must be either marked paid,
have a credit card number attached, or balance must be zero.)

The per diem rate allowance per day for foreign travel lists the lodging rate and
M&IE rate separately. This information is obtained at the following website
www.state.gov/travelandbusiness.
5. Subsistence (Meals) in Lieu of Per Diem – if you elected the per diem rate, you are
not eligible for the subsistence allowance. If you elected to be reimbursed for hotel
and subsistence allowance, indicate the number of each type of meal and extend the
calculations.

No receipts are required for subsistence allowances.
Mark Passmore, Travel Specialist, EPISVC
341-3225 or mailto:Passmore.Mark@spcollege.edu
Revised 02/03/09; 04/30/10 Page 2 of 6
BUSINESS SERVICES PROCEDURES
Instructions - Filling Out FRV Form

No subsistence allowance will be allowed for meals provided by the event per the
program or agenda.
6. College Vehicle or Rental Car – indicate whether you obtained a rental vehicle or a
college-owned vehicle. List passengers or driver other than self – if you rode with
someone else. Please indicate if you drove and took other passengers with you. You
may attach a list if necessary. See the document on travel and car rentals (click here).
7. Personal Car – if you used your own vehicle, please indicate the total number of
miles. Extend the total at the allowable rate per mile ($.445 effective 7/01/06) as
stated in the BOT Travel Rule 6Hx23-5.16.

The total mileage, including vicinity mileage, listed in Section II should equal the
amount that you have recorded in this section.
8. Airfare – attach the invoice itinerary and indicate the total ticket cost.

If you purchased an airline ticket via the College’s authorized travel agency, you
should indicate the total cost of the airfare here. You will deduct that same
amount at the line below labeled “Less Airfare,” since the travel agency will have
billed the College.

If you purchased an airline ticket without going through the College’s authorized
travel agency, STOP! You must attach a memo of explanation of why you failed
to follow College Travel Procedures as indicated on your FAR. Your memo must
be addressed to Theresa Furnas, Associate Vice President for Financial and
Business Services. The College is not obligated to reimburse you for a ticket
not purchased through its properly authorized travel agency.
9. Toll, Limousine, Parking, Immunizations, Visas, etc. – attach receipts in
accordance with the travel BOT Rule 6Hx23-5.16, and insert the total requested for
reimbursement.
10. Registration Fee – if you paid a registration fee and received a receipt, you may
attach it. If you received a registration fee advance, you will still list the expense here,
and you must still provide a receipt, but you will also deduct the advance below in the
line marked “Less Registration Fee Advanced.”
11. Total Cost of Travel to College – the total cost to the College, regardless of
advances, credit purchases, etc., should be entered here. This total should represent
the sum of the Lodging and the Meal Allowances or the per diem, the College, rental,
or personal vehicle expenses, the airfare, tolls, limousines, parking, registration fee,
and any other charge associated with the trip.
12. Less Air Fare –if your ticket was purchased through the College’s approved travel
agency, please insert the amount of the air fare here. It will be deducted from the total
cost of the trip in calculating your reimbursement.
13. Less Registration Fee Advanced – if you received an advance for your registration
fee, please indicate the amount here. It will be deducted from the total cost of the trip
in calculating your reimbursement.
Mark Passmore, Travel Specialist, EPISVC
341-3225 or mailto:Passmore.Mark@spcollege.edu
Revised 02/03/09; 04/30/10 Page 3 of 6
BUSINESS SERVICES PROCEDURES
Instructions - Filling Out FRV Form
14. Less Other Advance – if the College advanced any other funds for any reason,
please indicate the amount here, as well as the nature. It will be deducted from the
total cost of the trip in calculating your reimbursement.
15. NET REIMBURSEMENT TO TRAVELER – this is the total amount of payment that is
due to you.

Before submitting the form for reimbursement, be sure to verify that the form is
filled out correctly, and the appropriate supporting receipts and documentation are
attached.

We will make every effort to ensure that you are reimbursed quickly, fairly,
accurately, and in compliance with the established Travel Rules.

The Travel Specialist reserves the right to alter your reimbursement, but in such
cases will send a notice of explanation attached to your check. If you disagree
with the alteration, please call Mark Passmore, Travel Specialist at 341-3225 or
Susie Carvell, Accounts Payable Supervisor at 341-3207 immediately so that a
satisfactory solution can be achieved promptly.
16. Are you receiving anything of value…in conjunction with this FRV? Florida
Statutes apply, so be sure to complete this section by checking the appropriate box. If
your answer is yes, you must contact the Office of General Council prior to
submission of the FRV. If you fail to answer, your FRV will be returned as it cannot be
processed.
17. Grant or Contract Restricted Fund Travel – the appropriate Grant Accountant or
Facilities Accountant must approve the FRV prior to issuance of any reimbursement.
SECTION II – MILEAGE
The following notes should help you calculate and prepare your Foreign Travel Mileage
reimbursements.

If you are requesting mileage reimbursement supporting documentation
showing how the mileage was determined (i.e. screen print of MapQuest
from home base to airport must be attached).
o If accurate mileage cannot be documented via MapQuest for specific
destinations, please explain in writing why there is a difference in
mileage.

You do not need receipts to apply for mileage reimbursement, but you must keep
detailed records about mileage being claimed.

Joint travel by College personnel in a single vehicle is required wherever feasible.
18. Mileage Log Attached – check the appropriate yes or no box.
19.
Date – insert the date of travel.
20. Starting Point – insert the starting point of the travel.
Mark Passmore, Travel Specialist, EPISVC
341-3225 or mailto:Passmore.Mark@spcollege.edu
Revised 02/03/09; 04/30/10 Page 4 of 6
BUSINESS SERVICES PROCEDURES
Instructions - Filling Out FRV Form
21. Destination – insert the destination of the travel.
22. Returning Point – insert the returning point or end of the travel.
23. Mileage – is the total mileage allowable for reimbursement. This mileage must be
recorded in #7 of Section I (the totals in #23, including any vicinity mileage must
agree with #7).
24. Vicinity Mileage – travel in the surrounding area, which is necessary for the conduct
of official business, is allowable, but must be shown as a separate item on the FRV.
An example of vicinity mileage is mileage from airport destination to hotel.
25. Purpose – describe the purpose of the travel and if applicable justify amount in the
vicinity mileage column.
SECTION III – FUNDING
Use this section to complete the FRV. This section provides the funding source, traveler
identification, and information on where the check will be sent.
26. G/L Account/Cost Center/Project/Grant – Who’s funding your travel? Insert the
appropriate general ledger account (6 digits); then the Cost Center which is the Fund
(2 digits), Deptid (8 digits), Program/Site (5 digits); Project (15 digits) refers to
construction projects; Grant (10 digits) refers to restricted funds information, Refer
to the Travel General Ledger Account Codes listing (click here). This information
should agree with the data submitted the FAR.
27. Traveler Name (printed) – please print the name of the traveler. Be sure to use the
full name, as there are many duplicates possible. We want to be sure we reimburse
the correct person.
28. Phone – please provide a phone number where the traveler can be reached if there
are any questions associated with this TRV.
29. Traveler Signature – the traveler must sign the FRV, indicating his or her
knowledge and understanding of Section 112.-61 (3) (a), Florida Statutes.
30. Date – the traveler should date his/her signature.
31. Employee ID/Social Security Number – for College employees, the employee ID
number associated with the HR/Payroll system should be utilized. For nonemployees, a social security number is required.
32. Date Prepared – please indicate the date the FRV is prepared.
33. Send Check To – reimbursements can be sent to the Funding Cost Center or
directly to the traveler, assuming the traveler’s home mailing information has been
provided to the Travel Specialist. Please specify where you would like the check to
be sent.
34. Department Name –please indicate the name of the traveler’s home department.
35. Campus – please indicate the traveler’s home campus.
Mark Passmore, Travel Specialist, EPISVC
341-3225 or mailto:Passmore.Mark@spcollege.edu
Revised 02/03/09; 04/30/10 Page 5 of 6
BUSINESS SERVICES PROCEDURES
Instructions - Filling Out FRV Form
36. Grant Accountant / Facilities Accountant Approval and Date – the appropriate
Grant Accountant / Facilities Accountant must sign and date the FRV before
submission.
37. Budget Supervisor Approval and Date – the Budget Supervisor must sign and
date the FRV before submission.
A Pledge from the Travel Desk:
We will make every effort to turn your reimbursements around in two weeks or less.
Delays can result from inconsistent data, lack of required receipts and/or signatures, and
for other reasons.
If we are unable to process your reimbursement for whatever reason, Mark will contact
you via email to let you know the nature of the problem and how it must be resolved in
order to proceed.
If you haven’t received a check or an email within two weeks, you should certainly follow
up to determine if your paperwork was lost in transit.
Be sure to keep a copy of any FRV submitted, along with copies of receipts. These
can be destroyed once your check is received, but are invaluable in case of lost
paperwork.
Before submitting the FRV to the Travel Specialist, please make sure that the form:
 Has all required signatures;
 Shows the actual date and hour of departure and return;
 Has the airline ticket invoice itinerary attached;
 Has the itemized lodging bill attached;
 Has an official registration receipt attached if claiming for reimbursement or if it
was advanced;
 Shows the FAR Number;
 Has original or copy of program or agenda, syllabus, itinerary or other
supporting documentation attached.
Mark Passmore, Travel Specialist, EPISVC
341-3225 or mailto:Passmore.Mark@spcollege.edu
Revised 02/03/09; 04/30/10 Page 6 of 6