How to Prepare a Travel Expense Claim

Traveler Check List

THE CORRECT PREPARATION OF TRAVEL CLAIMS WILL INCREASE PRODUCTIVITY AND HELP EXPEDITE PAYMENTS TO THE CLAIMANTS.  BELOW ARE SOME PRACTICAL GUIDELINES FOR PREPARING AN ACCURATE AND COMPLETE TRAVEL CLAIM.

PERTINENT INFORMATION
Residence address, name, position, social security number, headquarters address, and division or bureau on each claim.

LOCATION
Place where expenses were incurred.

DATE & TIME
Departure and return times, using the twenty-four hour clock (Military Time) e.g. 5:00 pm = 17:00.

SUBSISTENCE
Expenses for food and lodging must be itemized for each day. The claimant will be reimbursed actual expenses for lodging. Lodging expenses must be supported by a receipt. Meals will be reimbursed at the rates listed below:

Breakfast $10.00

Lunch $15.00

Dinner $25.00

For travel less than twenty-four hours the amount of reimbursement is limited to the specific allowance in Rule 105.C.1.C. of the travel regulations.

Five dollar incidentals may be claimed for each twenty-four hour period of official travel.

TRIP TYPE
When showing method of travel, use A to indicate airfare, R for rail, PC for private car, B for bus, RC for rental car and SC for state car.

BETWEEN WHAT POINTS
Specify origin of travel and return if round trip.

CAR, TOLL, PARKING
Enter on claim detailed daily charges for carfare, toll and parking. A receipt is required for parking fees over $10.00.

PRIVATE CAR USE
Claimant is allowed a rate of 58.5 cents per mile.  All mileage reimbursements exceeding 58.5 cents will be reported to the Internal Revenue Service. Employees who must operate a specialized vehicle because of a physical disability may claim 60 cents per mile.  A private car license number is required when claiming mileage.  A Defensive Driving Certificate and a signed authorization to drive a privately owned vehicle are also required.

CONFERENCE FEES
An employee may claim the actual expense for convention or conference fees, expense must be supported by a receipt.  Registration fees over $ 500.00 must be approved by the Director of Accounting.  Membership dues will not be reimbursed under the travel regulations.

BUSINESS EXPENSE
Business expense consist of the charges for equipment and supply purchases, business phone calls, telegrams, and other charges necessary for the completion of official business.

Telephone charges over $5.00 must be supported by a voucher. Claim must show date, place and party when charges for business calls are under $5.00. All other business expenses must be substantiated by a receipt.

TOTAL EXPENSES FOR THE DAY
Calculate expenses incurred for each day of official travel.

CLAIM TOTAL
The claim total is the total of all expenses for the trip.  All travel expense claims must contain an account number and purpose of trip.  It is of utmost importance that travel claims are signed by the Officer approving the travel payment and by the claimant.

DOUBLE CHECK CLAIMS
Make sure all required receipts are attached and recalculate amounts to ascertain accuracy before submission to the Accounts Payable Dept.

 

 

 

Travel Forms

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