2-82 Reimbursement/Vouchers Does Not Apply to State Accounts

Revision Date: 11/03/2004

Origination Date: 08/31/1980

  1. Travel Voucher

    Reimbursement will be processed using an Electronic Travel Voucher, (VP5). If the Request for Travel Authorization (VE5) was done electronically, then the Travel Voucher will be done electronically. An electronic version of the Travel Voucher Cover Sheet is available in the Forms Library. If the Request for Travel Authorization (Exhibit 2-91) was done on paper then the Travel Voucher (Exhibit 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.

  2. Information for Travel Voucher

    The form must contain information stating:

    1. The point of 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. Internal Control

    Proper internal control procedures require that an individual not approve disbursements of funds to himself/herself. Therefore, a Dean, Director, or Department Chair should forward the document to the person to whom he/she reports for approval at the next level of administration.

  4. Multi Account Cover Sheet

    Note: If the voucher is on paper and has more than one account, attach a Multi Account Cover Sheet (Exhibit 2-97) and obtain all signatures required.

  5. Important

    All supporting documentation is required to be turned in with the travel voucher.  In compliance with the Office of Accounting and Business Services policy, travel vouchers are due to the Office of Accounting and Business Services no later than 60 days after the last date of travel.  If 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.