Travel and moving expenses
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Travel and Moving Expenses. NDSU Accounting Office Presented by: Cynthia Rott & Dorothy Davis. NDSU Travel Expense Voucher. www.ndsu.nodak.edu/policy NDSU Policy manual Chapter 5: Section 515-Employee Travel Section 516-Non-Employee Travel

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Travel and Moving Expenses

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Travel and moving expenses

Travel and Moving Expenses

NDSU Accounting Office

Presented by:

Cynthia Rott & Dorothy Davis


Ndsu travel expense voucher

NDSU Travel Expense Voucher

  • www.ndsu.nodak.edu/policy

  • NDSU Policy manual Chapter 5:

    • Section 515-Employee Travel

    • Section 516-Non-Employee Travel

  • Use the online policies for the most updated information regarding travel.


1 reference number 2 information

1:Reference number, 2:Information

  • 1: Obtain a reference number, using the reference number generator, located on the accounting office website.

  • 2: Complete ALL information in this section. Name should match EmplID. Be sure to complete contact phone and purpose of trip.


3 points traveled

3: Points traveled

  • Fill in dates of travel, where traveled.

  • Include time left and returned to NDSU/Fargo.

  • Each month traveled must be filed on a separate form.


4 out of state travel

4: Out-of-State Travel

  • Record all meals and lodging, personal vehicle miles, if used.

  • Meals are taxable if travel is NOT overnight.


5 in state travel

5: In-State Travel

  • Record all meals and lodging, personal vehicle miles, if used.

  • Meals are taxable if travel is NOT overnight.


6 air transportation other

6: Air Transportation & OTHER

  • Record cost for air transportation.

  • Any OTHER/MISC transportation expenses must be described in the detailed section.

  • Airfare & Lodging package—list in ‘Other’ and describe.


6 misc expense detail

6: Misc Expense Detail

  • Any reimbursable items listed in the other/misc expense must be explained. Use as much detail as possible.

  • Receipts are required for items over $10

  • Can use additional paper to describe expenses incurred.


7 proper approval

7: Proper approval

  • Obtain proper signatures on your expense voucher before you send to the accounting office for final payment.

  • If signatures are missing when it is received your reimbursement will be delayed.


8 total to reimburse

8: Total to reimburse

  • Review your travel voucher totals for accuracy.

  • Individual expense lines must equal funding sources used.


Travel reimbursed amounts

Travel reimbursed amounts

  • In-State Travel:

    • Meals (taxable & non-taxable)

    • Breakfast (travel before 7:00am): $5.00

    • Lunch (travel before 1:00pm): $7.50

    • Dinner (travel before 6:00pm): $12.50

    • Mileage: 0.375

  • Out-of-state Travel:

    • Use resource links on accounting website for most up to date travel amounts.


Common things that can cause a delay in travel reimbursement

Common things that can cause a DELAY in TRAVEL reimbursement….

  • Not properly approved/signatures missing.

  • No original receipts included with request.

  • Total expenses amount and amount authorized do not balance.

  • Information section not completed.

  • No detail provided for items listed in ‘Other’ column of form.

  • Two or more months of travel expenses on one expense voucher.

  • Budget/funds not available.


Moving expenses

Moving Expenses

  • 3 forms are required:

    • Accounts payable voucher

    • Request to reimburse moving expenses

    • Moving expense documentation


Request to reimburse moving expenses form

Request to reimburse moving expenses form

  • Must be properly approved

  • All sections completed in full


Moving expense documentation form

Moving expense documentation form

  • 2 page form; page 2 is list of instructions.

  • Original receipts must be included with form for all expenses.

  • Totals are audited; paid only to the approved amount.


Common things that can cause a delay in moving expense reimbursement

Common things that can cause a DELAY in MOVING EXPENSE reimbursement….

  • Accounts payable voucher missing/not completed.

  • Not properly approved/signatures missing.

  • No original receipts included with request.

  • Listed expenses; taxable/non-taxable, and original receipts do not balance.

  • Moving expenses listed as non-taxable but should be taxable or vice versa.


Accounting dept website

Accounting dept website

  • www.ndsu.edu/accounting

  • Resource links provided for travel and moving.

  • New forms will be posted to the website, be sure to update any bookmarked links.

  • Remind other staff or faculty to update links to website for most current information.


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