Chapter 2. Accounting Services
Section 2.7. Accounts Payable

2.7.6.14.1. Completing the Travel Expense Voucher

The traveler is expected to submit a Travel Expense Voucher to Accounting Services within two weeks of completion of travel. Vouchers which are received after this two week period may be delayed in processing.

Within two weeks of completion of University-related travel, do the following:

1. Complete a Travel Expense Voucher, available from Accounting Services by calling 7-2373, or from the Web site <http://www.sas.it.mtu.edu/acct/ dept/travel/>, with the following information:



1. Name of the traveler(s)



2. Identification number



3. Department



4. Address to which check should be sent, if applicable



5. Number of pool car, if used



6. Index to be charged



7. Destination(s)



8. Date and time of departure and return



9. Names of others on trip



10. Purpose of the trip



11. Date(s) of travel



12. Itemized accounting of travel expenses - if foreign travel, indicate foreign exchange rate and the source.



13. Total daily expenses



14. If a personal vehicle was used, number of miles traveled



15. Cash summary which includes any cash advances



16. Signature of traveler and the date



17. Signature of department chair/director or immediate supervisor and the date





NOTE: If completing the Web Travel Expense Voucher, in addition to the following items, enter the travel voucher number in the box provided as it appears in the upper right corner of the form. When the form is completed, print it. To complete another form, click the reload or refresh button on the toolbar in order to advance the travel voucher number counter.

Cash advances received prior to travel must be reported on a Travel Expense Voucher. Any other expenses which have been prepaid by the University should not be reported on a Travel Expense Voucher, such as airline tickets or registration fees.

2. Attach all original supporting documentation and receipts. If money is owed to the University, attach a check for the appropriate amount or the Cash Receipt if paid directly to the Cashier's Office.



3. Obtain the authorized signature of the financial manager for the index which is to be charged for the expenses. All vouchers must also be approved by the department chair/director or next level of authority.



4. Forward the completed and approved Travel Expense Voucher, with all supporting documentation and receipts attached to Accounting Services.