Completing a Travel & Entertainment Expense Voucher

A Travel & Entertainment Expense Voucher must be completed within 10 business days after an employee returns from a trip. This form must be completed in all cases in which an airfare has been purchased. Travelers may not authorize reimbursement of their own travel expenses or expenses of individuals who traveled with them.

The rates used in converting foreign currency to United States funds must be included in the Travel & Entertainment Expense Voucher. The rates should be those in effect at the time of the transaction, not those in effect at the time the reimbursement form is completed and submitted. The traveler is responsible for converting the foreign currency to United States funds on the reimbursement form. For more information on foreign currency conversion, visit www.oanda.com/convert/classic.

The following information must appear on the Travel & Entertainment Expense Voucher:

• The individual requesting the reimbursement (normally the traveler).
• The appropriate authorized signer for the College account number(s) listed.
• Original itemized receipts must submitted in accordance with College policy.
• If the travel arrangements were not made through the College Travel Office and the airfare was not charged directly to the department account, the original airline ticket must be submitted.
• When requesting reimbursement for rental vehicles, the original itemized rental receipt or agreement must be submitted with the Travel & Entertainment Expense Voucher. Credit card receipts and other forms of payment proof are not acceptable documentation.