Travel Reimbursement

Travel Reimbursement Index

Preparing the Out of State Expense Voucher

A travel expense voucher (A-14A) must be completed as soon as the traveler returns, but no later than five (5) business days upon returning.

NOTE: Noncompliance with the above may cause future travel approval to be jeopardized.

Upon returning, the traveler must file a travel expense voucher (Form A-14A) for reimbursement of the following expenses:

Conferences/registration fees, if prepayment was not made by CCRI.
Meal allowances (deduct any meals included in conference fee).
Shuttle and/or cab fares.
Miscellaneous expenses.

Documentation (ORIGINAL RECEIPTS) that shall be attached is as follows:

Airline ticket
Hotel receipt*
Car rental form (if applicable)
Shuttle, cab fare, parking fees, toll charges
Copy of Conference Agenda
Itinerary issued by travel agent
Other supporting receipts.

* NOTE: Any additional charges incurred by the traveler in excess of the room rate and applicable taxes SHALL BE PAID BY THE TRAVELER.

Upon review and verification of travel costs from the travel agency, the Controller's Office will process the payment to the employee.

If the form is to be manually completed print out the PDF format version of the Out of State Travel form. If the form is to be completed using  Excel open the template version of the Out of State Travel form.

Print the sample form (PDF format) to review while reading these instructions.  Use your browser's back button to return to this page.

Instructions for completing the travel expense voucher:   

1. Insert the Traveler's name here.

2. Insert the Traveler's Social Security Number here.

3. The Traveler's position at the College is placed here.

4. Insert the Out-Of-State Travel Department name to be charged here:

5. Insert one of the College Divisions noted below: 

                        President's Office                                   Faculty

                        Academic Affairs                                    Business & Finance

                        Student Affairs                                        Lifelong Learning

                        Or the Grant Name

6. Insert the DATE and TIME of departure from your residence.

7. Insert the DATE and TIME of return to your residence.

8. Indicate the Business reason for taking the trip.

9. Insert the cost of transportation (excluding personal vehicle mileage), hotel, Taxi, shuttle bus, auto rental and parking in this section of the travel voucher. If a conference or registration fee was paid by the traveler, the amount paid would also be entered in the Misc. section.  Please note that the State will not reimburse the traveler for any fee imposed by the travel agent for making the travel arrangements or for the issuance of paper airline tickets.

If you personally paid for the Conference Fee a cancelled check (photocopy of both sides) or receipt (on appropriate letterhead) from conference must be attached to voucher. ORIGINAL RECEIPTS for transportation, hotel, auto rental, shuttle buses, taxi, parking, etc. must be attached as well as an AGENDA.

The meals must total by type. The College/State provides a meal allowance. Receipts are not required to claim the maximum meal allowance. However, any meals included as part of the conference fee should NOT be included in this section. Any meals provided while traveling at no cost to the traveler should not be included in this section. 

Miscellaneous (per diem on form) fees of $5.00 per day may be reimbursed. No receipts are required to support these charges.

NOTE:

Breakfast is not allowed on the initial day the traveler leaves his/her residence unless departure occurs prior to 6:00 a.m.
Lunch is reimbursable to the traveler if out of state between the hours of 12:00 noon and 1:30 p.m.
Dinner is not reimbursable if the traveler returns to his/her residence prior to 6:00 p.m.

10. Insert an X in the appropriate box for each question.

11. The total of the meals and the miscellaneous charges are inserted here (the Excel Template version computes this amount).

12. If the traveler drives to the conference or takes his/her vehicle to the airport etc., then the traveler must complete this section

13. If the traveler has used his/her personal vehicle the expiration date of the auto insurance policy covering the vehicle being used must be noted.

14. Traveler must complete the date(s), the start and end point(s), the odometer readings and the miles driven (in the Excel Template version of the form the miles driven are automatically calculated).

15. Compute personal vehicle reimbursement using the mileage rate in effect at the time of the travel (the Excel Template version calculates this amount).

16. Compute the total travel costs (the Excel Template version computes this amount).

17. Insert the Out of State Department  Account  number, object codes and the dollar amounts in this section:

CCRI TRAVEL ACCOUNT NUMBERS:
President — 2-51101
Business & Finance — 2-51103
Student Affairs — 2-41210
Faculty — 2-31820
Academic Affairs — 2-51102
Grant Number — 6-XXXXX

(BOC) BUDGET OBJECT CODES:
Out of State Travel    342
Conference Fees     455

NOTE: at this point if you are using the Excel Template version print the form so that it can be signed, initialed and sent to the Knight campus for processing.

18. Traveler must sign in this section.

19. Traveler's supervisor must insert his/her initials in this area. 

NOTE: Attachments MUST include the air fare stub, the original hotel bill and other original receipts. Although you will not enter the air fare or hotel cost onto the Expense Voucher, the original bills must be attached. Please be sure to attach an AGENDA.