Travel Expense Vouchers
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Transcript Travel Expense Vouchers
Travel Expense Vouchers
Bob Palmer, MD, Treasurer
ACOG District VIII
Port Townsend, WA
Preliminary Work
Consider developing a Section/District
Travel Expense
Policy/Guidelines/Manual
Consider sending out a Treasurer’s
Letter to all attendees of your meeting
two months in advance of the meeting
Get an attendee list in advance
Get a sign-in sheet at the meeting
Treasurer’s Letter
Dates of meeting
Location of meeting
How to make approved reservations
Number of nights covered for Fellows/JF
Maximum nightly reimbursement for FLI
Local transportation issues
Guest charges, if any
The TEV (Travel Expense Voucher)
The upper portion covers round-trip
travel from the attendee’s home to the
airport, round-trip economy/coach
airfare, round-trip taxi’s from the airport
to the meeting, luggage fees, airport
parking, tolls and ferries; these items are
not subject to the daily limit on FLI
(Food, Lodging & Incidentals)
TEV Processing: 1
Look at the heading of the TEV: Is the
TEV being sent to the correct
Section?/District?
Example: District VIII is (08); the WA
Section is (86)
Is the attendee using the correct TEV?
Was the attendee sponsored by your
Section, or by your District?
TEV Processing: 2
Separate the receipts, organize:
Airline
Baggage fees
Hotel
Meals
Taxi’s
Airport Parking
Receipt required for any expense over $25
TEV Processing: 3
Airline: did the attendee fly
coach/economy? Did the attendee
include charges for seat upgrades,
preferred boarding, reserved seats, fees
for aisle or window seats, etc?
Is the fare consistent with what others
paid from the same city for this meeting?
Is the complete receipt attached?
TEV Processing: 4
Hotel: is the original hotel receipt with a
“zero balance” attached?
Lodging costs include room, taxes, resort
fee, if any, with taxes
Misc: includes internet fees with taxes,
housekeeping gratuities with taxes,
porterage with taxes, in-room movie with
taxes, basic entry to the health club
TEV Processing: 5
Meals: ask your attendees to indicate on
the receipt how many diners were
covered on the receipt, and how much of
the receipt was the attendee’s portion.
There is a maximum limit of $115 per
day for meals, including food, beverage,
tax and tip
Meals also includes meals at departure
airport and in-flight meals
TEV Processing: 6
After you verify all expenses on both the
top and bottom portions of the TEV:
Check to be sure the expense dates
coincide with the authorized travel dates
Add all meal costs, lodging costs and
incidentals (Misc) and apply the
maximum FLI rate approved for that
meeting. Adjust the total accordingly.
TEV Processing: 7
Deduct Guest Fees, if any. Remember
that spouses, partners, children
attending Executive Committee or
Advisory Council dinners have to be
charged for their meals
Circle and initial final approved amount
Check to be sure attendee signed and
dated the TEV
TEV Processing: 8
The Treasurer now signs and dates the
TEV, and completes the financial coding
Staple the receipts to the TEV
Make a copy of the face of the TEV
Ask your attendees to make a copy of
the face of the TEV and all receipts
Consider keeping a log of date TEV was
received and date mailed to ACOG FSC
TEV Processing: 9
For accurate reimbursement of mileage
between the attendee’s home and their
departure airport, consider asking for a
Mapquest.com printout; adjust your mileage
rate every January 1st per IRS rules
All ACOG reimbursement checks are paid in
US$. Convert foreign currency at
www.xe.com/ucc
Check names off the sign-in list as you
authorize payment
Travel Expense Vouchers
Consider developing an Excel spreadsheet
each year listing each meeting, each attendee,
and amount reimbursed (Detail spreadsheet)
Consider developing an Excel spreadsheet
each year listing the total travel expenditures
for each meeting (Summary spreadsheet)
These will assist in the next year’s budget
process