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Travel Forms
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About the
Travel Expense Reimbursement Form |
A standard State Travel Expense Reimbursement Voucher (Form DA-02-041) must be submitted for travel reimbursement.
Below are selected sections of the Travel Expense Reimbursement Voucher that require special attention when being completed by the traveler.
- The Vendor ID field must contain the employee's Banner Identification number and “33” must be in the suffix field if the employee has signed up for electronic deposit of travel reimbursement check.
- The Social Security number for non-employees does not have to be shown on the travel reimbursement voucher if it is on the Prior Approval to Travel.
- Itemized Listing of Expenses: Each day’s expenses must be itemized — not summarized for the duration of the trip.
- Personal Vehicle Use Statement — When mileage reimbursement is requested, the appropriate vehicle usage notation must be checked.
- Purpose of Trip: The purpose of the trip and a concise travel description is required. Include reason for any unusual fees such as charges for changing reservation/ticket.
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| Responsibility |
By signing the travel reimbursement request, the traveler is certifying as to the accuracy of all information and the legitimacy of the travel. The signature of the traveler’s supervisor certifies that he/she agrees that the travel was necessary and the requested reimbursements are proper. If the traveler is requesting reimbursement for other than his/her own expenses, the other parties must be identified and justification for payment provided. |
Travel Reimbursement Supporting Documentation
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Hard-copy confirmations of expenses if online methods were used to procure services. Documents that show the class of travel are required for all air and rail reimbursements (i.e., coach).
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Itemized receipt showing zero balance for lodging or comparative statement if alternative lodging is used (i.e., apartment)
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Receipt for registration fees
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Receipt for public transportation (i.e., taxi, metro, limousine, air)
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Itemized receipt for car rental
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Reason for business phone calls or facsimiles
- Cost justification/analysis for mileage at the Personal Mileage Rate (.55)
Travelers must keep receipts and accurate records of all expenses to ensure correct reporting and submission of travel reimbursements. Travel reimbursements will not be made from charge card statements or credit card receipts.
Reimbursement Payment Process
The following table describes the reimbursement payment process.
Stage |
Description |
1 |
Employee submits the Travel Expense Reimbursement Voucher to the supervisor within thirty (30) working days after completion of the trip where overnight travel is involved. In the case of continuous travel, the employee submits the voucher to the supervisor within thirty(30) working days of the last day of travel for which reimbursement is requested. |
2 |
For all travel vouchers: Supervisor must approve the voucher and submit the voucher to the agency’s fiscal office for processing within three (3) working days of receipt from the employee. |
3 |
The Business Office will process the voucher within five (5) working days of receipt from the traveler. |
Note: All outstanding travel accounts should be settled in full at the close of each fiscal year, where practical.
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