The University of Texas at Arlington

Section I. Internal Control

Proper internal control procedures require that an individual not approve disbursements of funds to themselves. An individual receiving reimbursement or payment may not approve their own VP2 document. Individuals receiving reimbursement or payment will forward the VP2 to their supervisor for approval (to do this, enter “FYA” on the action line of the VP2) or have their supervisor's handwritten approval on the supporting paperwork.

Section II. Timing

Every effort should be made to submit your expenses for reimbursement as soon as possible after incurring the costs in order to eliminate any confusion that might occur due to invalid account numbers, unavailable funds, or reporting periods.

All supporting documentation is required to be turned in with the travel voucher. In compliance with Business Affairs and Controller policy, travel vouchers are due to Business Affairs and Controller no later than 60 days after the last date of travel. If the timeline is not met, the traveler must submit documentation stating why the voucher was not turned in by the due date.

Vouchers submitted 120 days after the last day of travel may not be reimbursed by the university. If a travel advance was used to pay for travel related expenses, the traveler may be taxed on any unsubstantiated and unreturned amounts over 120 days.

Section III. Cancellation or Change Charges

A cancellation or change charge is reimbursable only if the charge is incurred for a business-related reason or because of adverse weather conditions or a natural disaster. Charges incurred for personal reasons, such as illness or family emergency, cannot be reimbursed. If an employee is unable to reach their duty point for personal reasons, their travel expenses are not reimbursable. For example, if a person has car trouble or becomes ill and is unable to conduct official state business, expenses for that trip cannot be reimbursed.

Section IV. Travel Vouchers

The Travel Payment Voucher (VP5) is prepared when reimbursing business travel expenses. This voucher is created in *DEFINE using command VP5 or processed on the paper travel payment voucher.

1. Voucher Processed Electronically: If the Request for Travel Authorization (VE5) was done electronically, then the Travel Payment Voucher (VP5) will be done electronically. This is performed in *DEFINE using command VP5. For information on how to complete the Travel Payment Voucher (VP5) in *DEFINE, please see *DEFINE Education's manual Travel Voucher Payment-VP5.

2. Voucher Processed on Paper: If the Request for Travel Authorization (Form 2-91) was done on paper then the Travel Voucher (Form 2-92) will be done on paper. The only time a paper travel request or voucher should be used is in the event a Travel Advance is being used. (For information regarding Travel Advances please see Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80)

   1. Information for Travel Voucher: The form (whether electronically or on paper) must contain information stating:

      1. The point or origin and the town, place or point of destination of each trip and the reimbursable mileage traveled between each town, place or point (including intra-city)

      2. The actual period of time away from designated headquarters, i.e. the dates of travel.

3. Multi Account Cover Sheet: If the voucher is on paper and has more than one account, attach a Travel Voucher Cover Sheet for Multiple Accts (Form 2-97)

4. Support Documentation: Complete the Travel Voucher Cover Sheet (Form 2-100). This form must be signed by the traveler. It certifies that the travel expenses reported are true and unpaid. Attach the original receipts to the travel voucher cover sheet and send to Travel Services at Box 19135 for processing. Please do not send travel information (i.e., support documentation) until the document has met all departmental approvals.

   1. For information on what receipts to submit to Travel Services see Section V. Receipts of this procedure or contact Travel Services.

   2. For information on how to assemble the receipts to the Travel Voucher Cover Sheet please see *DEFINE Education's manual Travel Voucher Payment-VP5

Section V. Receipts

1. Receipt Content: Receipts should be in the name of the traveler and be for the dates claimed on the travel voucher. Always attach an explanation if there are differences.

2. Loss of Receipts: If an original receipt is not available, prepare a memo explaining the lack of the original. This memo must be approved by the same individual who will approve the Travel Voucher (VP5). Notes on the electronic travel voucher, or an email message, will be accepted in lieu of a memo.

3. Meals and Incidental Expenses: Receipts for meals and incidental expenses are not required if below daily limits specified in Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86). The daily limits are not a flat rate per diem. Reimbursements below daily limits may be claimed only for actual cost of meals and incidental expenses.

4. Lodging: Hotel receipts should be detailed showing the number of days with dates, room charge per day, and taxes charged per day. A Texas Hotel Occupancy Tax Exemption Certificate (Form 2-95) should be presented at time of check in, every time you travel within the State of Texas, for exemption from Texas State Sales Tax on your lodging invoice. Texas Sales Tax will not be reimbursed if you pay it.

5. Alcohol: Alcohol cannot be reimbursed on any travel budget code. Alcohol cannot be purchased with funds generated from student tuition, fees, or state appropriations.

   1. Alcohol is not a reimbursable item when charging against grant accounts (26-xxxx-xxxx).

   2. Reimbursement claims should be processed on separate vouchers utilizing non-travel accounts.

6. Sales Tax and Tips on Meals: Sales tax and tips on meals will be reimbursed subject to limits specified in Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86)

7. Personal Time: If personal time is included on the Travel Voucher (VP5), all expenses must be pro-rated and expenses deducted for personal time.

8. Phone Calls, Fax Expense, Office Supplies, or Other: If reimbursing phone calls, fax expense, office supplies or other expenses while in travel status, indicate on the voucher which ones are for business and which are personal. If not indicated that individual items are for official university business, items are not reimbursable. Credit card receipts must have accompanying original itemized receipts attached. To be eligible for exemption from paying Texas State Sales Tax on purchases of items for official university business, present a Texas Sales and Use Tax Exemption Certification (Form 2-94). Texas State Sales Tax will not be reimbursed.

9. Receipts for certain expenses are sometimes required in special situations (i.e. transportation). Please contact Travel Services if you have any questions about what receipts to submit.