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TRAVEL EXPENSES
How do I prepare a Travel Expense Voucher (TEV)?It is the policy of the University that all official travel shall be properly authorized, reported, and reimbursed in accordance with this bulletin:
Policy and Regulations Governing Travel G-28 http://www.ucop.edu/ucophome/policies/bfb/g28toc.html .
A. Use form: Travel Expense Voucher (TEV)
(http://acctg.ucsf.edu/archives/PC/U85-2.pdf)
(Documents in PDF format can be best viewed using Adobe Acrobat Reader 7.0)B. Travel Expense Voucher is used to request reimbursement for official University Travel expense after a trip concludes. Complete the following required information on the form.
1. Voucher Number - TJJJxxxx (a unique 8 character dept. assigned number - "T" followed by preparer's 3 character Journal ID assigned by General Accounting and four digit departmental reference number).
2. Vendor Number - For employee, enter employee ID for reimbursement (10 digits).
3. Date - Request date.
4. Payee Name and complete address.
5. Amount.
6. Purpose of trip.
7. Date of trip.
8. Trip data, transportation, subsistence and other expenses.
9. Indicate $0 amount and "BTA" on line #5 if airfare is paid by the State Airfare Program.
10. Deduct Travel Advance amount when clearing with TEV.
11. Dept. P.O. - Speedchart (Optional).
12. Chartfields: NCA, fund (fund year if appropriate), DPA, Program Code (if appropriate).
13. Provide specific check handling instruction. For check pick up, provide phone number and recipient's name, pickup location (MCB, Satellite, Mission Bay). For Campus mail, provide department box number and recipient's name.
14. Preparer's name, Campus Box number and phone number.
15. Appropriate signature authorization. ( http://www.ucop.edu/ucophome/policies/bfb/g28iv.pdf and http://www.ucop.edu/ucophome/policies/acctman/d-224-17.pdf ).
16. Attach required supporting documentation to TEV.
17. Send completed check request with back up documentation to Accounting via campus mail - Accounts Payable, Box 0812.
POLICIES:
Travel: Policy and Regulations Governing Travel G-28
http://www.ucop.edu/ucophome/policies/bfb/g28toc.html
Mileage Rate: http://www.ucop.edu/ucophome/policies/bfb/g28a.pdf
General University Travel http://policies.ucsf.edu/ under 300-37 and 300-38 Travel Reimbursement and Per Diem Rates.
How do I prepare a Check Request for Travel Advance?Travelers are required to use their corporate travel card to obtain cash advances for expenses incurred in connection with official University business travel, if the card provides this feature. A traveler who cannot obtain a cash advance through a corporate card may request a cash advance from the University under the guidelines in http://www.ucop.edu/ucophome/policies/bfb/g28v.pdf . Cash Advances must be issued within 30 days of when an expense is to be paid or incurred in order to satisfy IRS regulations. Cash advances must be cleared with a Travel Expense Voucher (TEV) within 21 days of the end of a trip. The University is obligated under the IRS regulations to consider such amounts as taxable income to the employee if an employee fails to clear a travel advance within 120 days of the end of a trip.
A. Use form: Request for Travel Advance
( http://acctg.ucsf.edu/files/pc/114-2.xls )
B. Complete the following required information on the form.
1. Voucher Number - AJJJxxxx (a unique 8 character dept. assigned number - "A" followed by preparer's 3 character Journal ID assigned by General Accounting and four digit departmental reference number).
2. Travel Advances for employee, enter Employee Id (10 digits: 002xxxxxxx) in vendor number box, provide traveler's name if different from the payee.
3. Request date.
4. Payee Name and complete address.
5. Amount.
6. Destination and purpose of trip.
7. Date of trip.
8. Dept. P.O. - N/A.
9. Chartfields: NCA 112150.
10. Provide specific check handling instruction. For check pick up, provide phone number and recipient's name, pickup location (MCB, Satellite, Mission Bay). For Campus mail, provide department box number and recipient's name.
11. Preparer's name and phone number
12. Appropriate signature authorization ( http://www.ucop.edu/ucophome/policies/bfb/g28iv.pdf and http://www.ucop.edu/ucophome/policies/acctman/d-224-17.pdf )
13. Attach required supporting document to Travel Advance ( http://www.ucop.edu/ucophome/policies/bfb/g28toc.html Section V, C - Cash and Non-cash Advances)
14. Make a copy of the invoice to be sent with the check to vendor if applicable.
15. Send completed check request with back up document to Accounting via campus mail - Accounts Payable, Box 0812.
POLICIES :
Disbursements: Advance Payments: http://www.ucop.edu/ucophome/policies/acctman/d-371-11.html
Travel: Policy and Regulations Governing Travel G-28:
http://www.ucop.edu/ucophome/policies/bfb/g28toc.html
Questions on Travel, Travel Advance or Entertainment/Meeting Request?
Email:stateairfare@accounting.ucsf.edu
This page last updated on: Wednesday June 04 2008
