1. University Travel
Division of Accounting & Financial Services
Accounts Payable

2. Objectives
• Travel Authorizations
• Travel Arrangements and Reservations
• Reimbursement of Travel Expenses
– Applicable Policy and Regulations
– Processing Timeline
– Additional Guidance
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3. Travel Authorization
• Request for Out of State Travel
– Form available at www.forms.eku.edu
– Documents authorization to incur travel expenses
– For all individuals traveling out of state on official
university business, including students
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4. Travel Authorization
• Request for Out of State Travel—continued
– Document estimated expenses of travel
• Support estimates with available documentation to aid
approvers in decision making
– Describe university business purpose of the trip
– Submit to Accounts Payable at least five (5) business
days prior to travel
– Accounts Payable keeps approved forms on file
• Travel to Canada follows same procedures
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5. Travel Authorization
• Request for Out of State Travel signed by:
– Traveler—to request authorization to travel and
incur expenses
– Supervisor—to document approval for traveler to
travel and incur expenses for university business
– Financial Manager of funding department(s)—to
authorize commitment of funds to support travel
expenses
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6. Travel Authorization
• International Travel
– Additional authorization required from Provost,
VP for Administration, President
– Reimbursements
• Actual meal expenses, receipts required
• Document of exchange rates
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7. Travel Arrangements & Reservations
• Travel pro-card
• Prepay expenses
– Registration fees
– Commercial transportation
– Lodging deposits
• Expenses prepaid by traveler are reimbursed
after travel is complete
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8. Reimbursable Travel Expenses
• Transportation
• Registration fees
• Lodging
• Meal per diem
• Other expenses
• Expenses must be as economical as feasible
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9. Transportation
• Commercial transportation
– Airline
• Travel agency fees
• Baggage fees
– Taxi or shuttle service
– Rental car
• Business purpose justification
• University contract includes insurance
• Direct fuel costs
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10. Transportation
• Personal vehicle mileage
– Rate set by state policy quarterly
– Point to point and vicinity mileage
• Use online calculator:
– Rand McNally http://www.randmcnally.com/
– Google maps http://maps.google.com/
– MapQuest http://www.mapquest.com/
– Mileage vs. commercial transportation—most
economical conveyance
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11. Transportation
• Personal vehicle mileage—continued
– Shorter of home or workstation to destination
– No commuting mileage
– No direct vehicle expenses
• Shared transportation
• Parking and tolls
• Travel time
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12. Registration Fees
• Conference registrations
– Optional events
– Included meals
• Meeting agenda, schedule at-a-glance
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13. Lodging
• Hotels, motels, state parks, campgrounds, etc.
– Single room rate
• Room and tax
• Parking
• Internet access
• Shared accommodations
• No-cost accommodations
• Non-reimbursable incidental expenses
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14. Meal Per Diem
• Defrays the additional cost of eating away
from home
• No receipts required for travel in US/Canada
• Must meet distance and time requirements
– More than 40 miles from workstation and home
– During established mealtime hours
• Meals included in registration fees may not
also be claimed as per diem
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15. Per Diem Rates
• High and low rates
– All Kentucky at low rate
– High rate areas set by state policy FAP 120-17-03
• Link to policy http://finance.ky.gov/internal/travel/
– Rates on Travel Expense Voucher form
• Rates include:
– Applicable tips
– Transportation to and from meals
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16. Travel Reimbursements
• Travel Expense Voucher
– Form available at www.forms.eku.edu
– Substantiates travel expenses under IRS
regulations for an accountable plan
– Includes all expenses related to travel, including
those prepaid by the university
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17. Travel Expense Voucher Form
• Use correct form for dates of travel to ensure
correct mileage rate reimbursement
• Provide information about the traveler
– Name, EKU ID (not social security #), Department
– Include contact information
– Employee workstation—typically Richmond
– Home address
• Indicate FOAPAL to charge
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18. Travel Expense Voucher Form
• Document travel performed from origin to
destination for each day of travel
– Date and time of departure or arrival
– Purpose or reason for travel
• Enter amounts of reimbursable expenses
– Mileage, parking, tolls, lodging, per diem
– Expenses paid by pro-card will be summarized in
the Prepaid Expenses section
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19. Travel Expense Voucher Form
• Continue onto additional pages for additional
days of travel
• Other Expenses/Prepaid Items
– Itemize other out of pocket expenses at top
– List items prepaid or paid by pro-card at bottom
• Amounts carry forward to Travel Expense
Reconciliation section on front page
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20. Travel Expense Voucher Form
• Totals
– Travel Expense Reconciliation (front page bottom)
• Grand total
• Prepaid by EKU
• Amount Owed to Traveler
• Reimbursement LIMIT NOT TO EXCEED
– Total Amount Paid (front page top)
• Total of amounts by Org Code/Account(s)
• Financial Manager’s Signature(s)
– Additional pages (bottom of each additional page)
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21. Travel Expense Voucher Form
• Use Purpose or Other Expenses/Prepaid
Expenses sections to document other
information
– Shared transportation paid by another
– No-cost accommodations with per diem claimed
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22. Supporting Documentation
• Receipts
– Transportation—include dates/times, amounts
– Registration fees—lists meals included
– Lodging—itemize room/tax, dates, amounts
– Other miscellaneous expenses
– Include prepaid or paid by pro-card receipts
– Small receipts tape down to full sheet
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23. Supporting Documentation
• Conference schedule “at-a-glance”
– Documents dates/times of event
– Indicates Events/meals included
– Full conference program “book” or presenter
information not needed to substantiate travel
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24. International Travel
• Submit receipts for actual meal expenses
• Obtain exchange rate for conversion of all
expenses to US Dollars on travel voucher
• www.oanda.com
• Provide explanatory notes to aid in review of
receipts not in English
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25. Required Signatures/Approvals
• Traveler
– Certifies expenses claimed were incurred for
university business in compliance with regulations and
not reimbursed from any other source
• Supervisor
– Certifies traveler’s report of expenses related to
university business in compliance with regulations and
not reimbursed from any other source
• Financial Manager(s)
– Authorizes expenditure for approved travel expenses
from budget
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26. Voucher Processing Timeline
• 10 business days from receipt in Accounting
– For correctly completed voucher with all required
authorizations and supporting documentation
– Accounts Payable Clerks review each voucher for
compliance with travel regulations and
accountable plan requirements
– Check vendor history--$0.01 indicates the voucher
is in Accounting to be processed
– High volume times—end of semester, fiscal year
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27. Voucher Processing Timeline
• AP Clerks enter reviewed voucher data
• Accounting Clerks verify data entry
• Accountants approve voucher invoices
– Grant funded—Sponsored Programs Accounting
– Foundation funded—University Advancement
• Direct deposits processed daily
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28. Additional Guidance
• Funding source
– Travel must comply with terms of grant, agency or
other restricted purpose
• May claim mileage for drop off/pick up
to/from airport rather than airport parking
• Prepay items to minimize out of pocket
expenses for traveler
• Receipts not required for expenses under $10
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29. References
• University Forms
• www.forms.eku.edu
• University Travel Regulations
• http://www.accounts.eku.edu/travel.php
• State Travel Regulations
• http://finance.ky.gov/internal/travel/
• IRS Publication 463—Travel, Entertainment,
Gift, and Car Expenses
• http://www.irs.gov/pub/irs-pdf/p463.pdf
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30. Questions?
• Contact Accounts Payable
– (859) 622-1810, option 2—AP Clerks
– Leave voice mail messages
– Email questions to acc.apinvoices@eku.edu
THANK YOU!
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