University Of The Incarnate Word General Travel Expense Report
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1
2UNIVERSITY OF THE INCARNATE WORD
General Travel Expense Report
Prepare in Duplicate
Submit
original
with
approval
information, estimate of trip costs, and
advance request, if any. Submit second
copy with receipts after travel.
Approval information is to be completed at least one month prior to actual travel, when trip is approved: (See reverse side for Policy).
PERSON ATTENDING:
SCHOOL ID #: __________________________
ADDRESS:
CITY:
STATE:
ZIP:
OFFICIAL DATES OF EVENT:
PLACE OF EVENT:
NAME OF EVENT / BUSINESS PURPOSE:
7202
THIS TRIP IS PROPERLY BUDGETED IN BUDGET NO:
-
-
-
Signature: __________________________________________________________________________________________
(Traveler - Print and Signature)
(Date)
Approved By: ________________________________________________________________________________________
(Immediate Supervisor - Print and Signature)
(Date)
Approved By: ________________________________________________________________________________________
(Dean or Vice President - Print and Signature)
(Date)
COMPLETE ESTIMATE COLUMN PRIOR TO ACTUAL TRAVEL: (Remainder of form is to be completed after traveling).
COMPLETE THIS
See instructions on reverse
FOR USE PRIOR TO
COLUMN AFTER
TRAVEL
TRAVELING
Column A
Column B
Estimated Cost
Actual Cost
*
1. Airfare (* no advance)
2. Registration fees (* no advance)
*
3. Lodging (see limits)
4. Auto mileage
5. Meals (see daily limits)
6. Other (including taxi, parking, car rental)
7. TOTAL (lines 1 – 6)
8. TOTAL ADVANCE REQUESTED
Final Settlement After Travel:
9. Less amounts paid directly by University:
(a) Airfare (PO#/Check#
)
(b) Registration fees (PO#/Check#
)
(c) Lodging, meals, other (PO#/Check#
)
(d) Total advance (line 8) (Check#
)
(e) Total paid directly (a + b + c + d)
10. YOUR REIMBURSEMENT: If expenses (7) exceed amounts paid by Univ. (9e).
11. CASH RETURNED TO UNIV.: If amounts paid by Univ. (9e) exceed expenses (7).
AFTER TRAVEL:
COMPLETED FORM (WHETHER REIMBURSEMENT IS REQUESTED OR CASH IS RETURNED) MUST BE SUBMITTED TO ACCOUNTS PAYABLE.
Signature: _____________________________________________________________________________________________________
)
(Traveler - Print and Signature)
(Date
Approved By: __________________________________________________________________________________________________
(
Immediate Supervisor - Print and Signature)
(Date)
Approved By: __________________________________________________________________________________________________
(Dean or Vice President - Print and Signature)
(Date)
SEE REVERSE SIDE OF THIS FORM FOR DETAILED EXPLANATION OF POLICIES
White Copy – Budget & Advance / Accounts Payable
Yellow Copy – Settlement / Accounts Payable
Pink Copy - Traveler
Revised 4/07
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