TRAVEL EXPENSE REIMBURSEMENT VOUCHER (TERV) COMPLETION INSTRUCTIONS
The College will reimburse individuals traveling on official College business for “reasonable and necessary” expenses incurred.
All reimbursements for travel expenses are based on College Travel Regulations at the following link: http://www.wm.edu/offices/financialoperations/travel/index.php
TRAVELER NAME, LOCATION ADDRESS AND BANNER ID
· Name of traveler and address where check should be mailed. Employee address should be home address only, no temporary addresses.
· Banner ID# is mandatory. Travelers who do not yet have a Banner ID must complete and sign a W-9 form (W-8m for foreign nationals). Leave the Banner ID block blank for new travelers (DO NOT INCLUDE SOCIAL SECURITY NUMBER).
PERSONAL VEHICLE USE STATEMENT
· If the traveler wishes to be reimbursed for mileage for a Personally Owned Vehicle (POV), an X must be placed in the appropriate block. If using the POV was a personal choice and was not cost-beneficial to the College, “STATE VEHICLE - AVAILABLE OR NOT REQUESTED - FLEET RATE” should be selected.
COLLEGE EMPLOYEE?
· If the traveler is on the College’s payroll, “YES” must be selected.
SIGNATURE OF TRAVELER
· Must be original pen and ink signature.
· Employee’s Title is required. For non-employees, student or guest may be put in the Title block.
· Date the TERV when signed by the Traveler.
SIGNATURE OF AGENCY DESIGNEE
· The authorizing party MUST have Signature Authority (a completed and signed Signature Authority Card should be on file with Accounts Payable).
· Authorizer’s Title and date of signature is mandatory.
TRAVELER EXPENSES CLAIMED FOR REIMBURSEMENT
1. DATE – The TERV should include a date for each day of travel – one line per date only. Each day’s expenses must be shown separately and included under the appropriate column. Expense amounts other than for mileage, airfare, per diem, and lodging must be combined in the “Other” column and must be itemized in column 2.
2. DESCRIPTION OF LOCATION AND EXPENSES – Include locations of travel and method of transport between all points of destination, [Ex. (Depart (city) via (method of transportation) to (destination)]. Include all expenses for the day (parking, taxi, tolls, meals provided, etc.).
3. TOTAL MILES – Mileage can only be claimed if using a personally owned vehicle (POV). If traveling over 100 miles per day, individuals must conduct a cost/benefit analysis to determine whether an Enterprise Rental Vehicle or a personally-owned vehicle (POV) should be used (see link below).
RENTAL CAR MILEAGE CALULATOR http://www.wm.edu/offices/procurement/procurement_processes/required_preferred_purchases/enterpriserentalcars/WM_Mileage_Calc_2014.xlsm
If an Enterprise Rental Vehicle is cost beneficial but the traveler decides to use a personal vehicle as a matter of convenience over 100 miles per, reimbursement will be at the lower, current fleet rate per mile.
4. MILEAGE EXPENSE – Only the dollar amount for mileage should be included in this column and should be coded to 712820. Parking and tolls for the POV should be included under the “Other” column and require original itemized receipts for expenses over $25.00. These expenses should be coded to 712850.
5. AIRFARE – If travel is by plane, only coach/economy fares are reimbursable. When procuring travel via the Internet, a hardcopy of the Internet receipt showing departure/return dates and locations, the total cost showing an economy class fare was purchased, and proof of payment is required.
6. MEALS & INCIDENTALS PER DIEM (M&IE) – Meals and incidental expenses are reimbursed only when overnight travel is involved and the M&IE per diem must correspond to the location specified for the overnight lodging. Per Diem Rates can be found at http://www.perdiemcalc.net/va-restructured/
7. LODGING - Reimbursement for lodging is limited to actual expenses incurred up to the guideline amount (see link below), plus hotel taxes and surcharges. Actual hotel lodging rates should be confirmed both at the time reservations are made and during check-in. Submit with the TERV the original, itemized hotel bills obtained at time of checkout and showing a zero balance (or other proof of payment). Internet receipts for lodging must itemize room rate and taxes and provide proof of payment. Lodging must be broken down by day on the TERV.
Lodging Rates can be found at http://www.perdiemcalc.net/va-restructured/
8. OTHER – Baggage fees, Registration or Membership fees, Bus, Train, and Rental Car expenses are recorded in this column (original receipts must be retained for submission with the travel voucher), along with expenses for Taxis, Tolls and Parking (a receipt is required for reimbursement claims where each individual claim is greater $25). If travel is by bus or train only coach/economy is reimbursable. When procuring travel via the Internet, hardcopy of the final page from the Internet site showing the total cost and confirmation (ticket stub) of the type of the ticket purchased is required.
Multiple day receipts such as Parking and Rental cars should be broken down by day on the TERV.
Please read instruction above before calling Travel Accounts Payable.