Completing Required Documentation for Travel Reimbursements

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Travel

Revision Date: 31 October 2013

Errors or changes to: aim@uta.edu

Procedure Objective

Procedure 2-90 provides procedural guidelines of what documents to complete and what supporting documentation to submit for reimbursement of business travel expenses. The document to complete for travel reimbursements is the Travel Payment Voucher (VP5) which may be prepared in *DEFINE or on paper. Original receipts for certain expenses will need to accompany the travel voucher. This procedure does not apply to UT Arlington employees or students traveling for personal reasons with personal funds.

Rationale

University travel conducted and expenses incurred must comply with the Travel Regulations Act, comptroller rules, travel provisions of the General Appropriations Act, the Texas Procurement and Support Services contract requirements, and policies and procedures adopted by the Texas comptroller's office. For certain travel expenses, proof of payment must be documented to validate that the expenses were actually incurred and appropriate. Travel vouchers and supporting documentation must meet the criteria set forth by the Texas comptroller. It is important to correctly prepare these documents because they are subject to state audits and examinations. Last, proper internal control procedures must be in place to ensure that an individual does not approve disbursement of funds to themselves.

Scope

All UT Arlington employees, prospective employees, students and non-employees who are traveling for UT Arlington business and/or university employees responsible for completing travel reimbursement documentation.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
Texas Travel Regulations Act Chapter 660 of Texas Government Code

Texas Administrative Code, Title 34, Part 1, Chapter 5, Subchapter C, Section 5.22, State of Texas Travel Guidance

Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80)

Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86)

Contacts

If you have any questions about Procedure 2-90, Completing Required Documentation for Travel Reimbursements, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in procedureProcurement Services817-272-2194travel_help@uta.edu
http://www.uta.edu/policy/bac/travel
Website accessAdministrative Information Management817-272-0222aim@uta.edu
http://www.uta.edu/aim

Definitions

*DEFINE (Departmental Financial Information Network): The computerized accounting system used at UT Arlington.

Personal Expenses: Expenses that benefit the employee or spender only and do not benefit the university either directly or indirectly. Also, includes inappropriate or excessive expenses that appear to be university related.

Travel Payment Voucher (VP5): This document is used in *DEFINE to reimburse business travel expenses. The VP5 document is used to provide a detailed record of the travel expenses as well as identify the nature of the business conducted.

The Request for Travel Authorization (VE5): This document is used in *DEFINE to authorize travel for employees, prospective employees, students, and non-employees who are traveling for UT Arlington business.

Responsibilities

The Traveler
  • Does NOT approve disbursements of funds to themselves

  • Submits the travel voucher and all supporting documentation to Business Affairs and Controller no later than 60 days after the last date of travel

  • Prepares, or delegates an university employee, to prepare the Travel Payment Voucher (VP5) when seeking reimbursement for travel expenses

  • Keeps necessary original receipts when traveling

  • Attaches necessary receipts when submitting a travel voucher

Procedures


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 VP5 document. Individuals receiving reimbursement or payment will forward the VP5 to their supervisor for approval (to do this, enter "FYA" on the action line of the VP5) 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.
  10. Conference Attendance: All employees attending a conference must submit the conference agenda as part of their travel supporting documentation. Submission of the agenda allows reviewers and approvers to identify amenities provided to conference attendees, i.e., hotel rooms, meals, etc.

Forms and Tools/Online Processes

Request for Travel Authorization (Form 2-91)

Travel Voucher (Form 2-92)

Travel Advance Voucher (Form 2-93)

Texas Sales and Use Tax Exemption Certification (Form 2-94)

Texas Hotel Occupancy Tax Exemption Certificate (Form 2-95)

Travel Voucher Cover Sheet (Form 2-100)

Travel Voucher Cover Sheet for Multiple Accts (Form 2-97)

*DEFINE Education's Travel Guide Policy & Procedures

Request for Travel Authorization-VE5 Manual

Travel Voucher Payment-VP5 Manual

Appendices

None