1 / 11

Travel Vouchers

Travel Vouchers. Procedures for Educational Recovery Staff. The Basics. Update daily or weekly Include receipts (hotel, parking) Send 1 SIGNED copy Use same form each time…Just clear information from previous voucher, update daily information and “save as” with new file name

hanzila
Télécharger la présentation

Travel Vouchers

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Travel Vouchers Procedures for Educational Recovery Staff

  2. The Basics Update daily or weekly Include receipts (hotel, parking) Send 1 SIGNED copy Use same form each time…Just clear information from previous voucher, update daily information and “save as” with new file name Do not staple…I just have to pry the staples out! 

  3. Required on 1st page of Miscellaneous Expense Voucher • Name (as it appears on your tax return), vendor #, Work Station (your home district the MOA is through: County name, Physical Street Address, City & State) • Codes for Fund (0100 or 12DA), Accounting Template (E****), Unit (2000), Agency (540) and Object Code (E363) • Dates voucher covers • Amounts from each category expense that was incurred (should fill in automatically from page 2)

  4. Required Items on Second Page • Month and Day • Time of Departure and Time of Return • Location – From and To (use city name…not a county or school name) • Use a separate line for each trip, even if on the same day (unless it is one destination RT) • Private Auto Mileage and Round Trip (if applicable, the RT goes in the box above the # of miles) • Tolls and Parking (if applicable) • Lodging (if applicable) • Must have “zero balance” room folio…Even if the room is direct-billed, a receipt is required as proof of an overnight stay…”Effective Balance” of 0.00 is NOT acceptable

  5. Required Items on Second Page (continued) • Subsistence (if applicable…only if you stay overnight) • Breakfast = $7.00 • Lunch = $8.00 • Dinner = $15.00 • No receipts are required for meals. KDE reimburses the above amounts and that’s it

  6. Required Items on Second Page (continued) • Purpose – Please provide name of meeting, where it was held, etc.

  7. Top 6 Errors • Using assigned school as workstation instead of home workstation (where MOA is from/through) • Claiming meals with no overnight stay • Not requesting 40-mile waiver • Not separating trips taken during the same day – each trip between separate cities, or even separate meetings in the same city, should have its own line and mileage…not lumped together • Not filling in all required fields (purpose line, times, etc.) • Shortest MapQuest mileage not claimed

  8. INCLUDE MAPQUEST

  9. Extras • Carpooling and staying with family or friends • Hotel stays – make your own reservations unless I contact you concerning direct-billing • Out-of-State travel

  10. Path Voucher Follows Once It Is Mailed • Received and date stamped • Thorough check of each line and each MapQuest • Make any corrections • It must be signed by a Supervisor here at the department • A copy must be made of the voucher for our records • Taken to BUDGETS where they check to see if there is money available to pay it • Moves on to FINANCE where someone else “audits” the travel – (this, coincidentally, is where a lot of problems occur for us) • Final totals must be entered into the eMars system • When I see it post to “Financial Reports”, I will send an e-mail to the ERS or ERL letting them know to expect a check

  11. Kristie Kelly Kentucky Department of Education 500 Mero Street – CPT – 8th Floor Frankfort, KY 40601 502-564-2116 ext 4065

More Related