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TRAVEL VOUCHER COMPLETION OCTOBER 25, 2012

TRAVEL VOUCHER COMPLETION OCTOBER 25, 2012. STATE OF TEXAS TRAVEL VOUCHER. COMPTROLLER OBJECT CODES. Identify the purpose of the expense/purchase. Comptroller Object Codes are how Texas knows what Texas is paying for. COMPTROLLER OBJECT CODES FOR TRAVEL. SUPPORTING DOCUMENTATION.

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TRAVEL VOUCHER COMPLETION OCTOBER 25, 2012

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  1. TRAVEL VOUCHER COMPLETION OCTOBER 25, 2012 STATE OF TEXAS TRAVEL VOUCHER

  2. COMPTROLLER OBJECT CODES • Identify the purpose of the expense/purchase. • Comptroller Object Codes are how Texas knows what Texas is paying for.

  3. COMPTROLLER OBJECT CODES FOR TRAVEL

  4. SUPPORTING DOCUMENTATION • Must be attached to the travel voucher. • Require all original receipts with the exception of meals receipts. • Purpose of trip description must create a story…The • When • How • What • Where • Why … of the travel.

  5. SECTIONS OF THE TRAVEL VOUCHER • Information • Accounting • Distribution • Certification • In-State • Out-of-State • Purpose

  6. TRAVEL VOUCHER INFORMATION SECTION • Not required • Agency Number: 761 • Agency Name: Texas A&M International University • Current Document Number: assigned by Business Office • Effective Date: assigned by Business Office • Doc date: 1st date of travel (mm/dd/yyyy) • DOC agent: The agency that is preparing the documents • FY: current fiscal year

  7. TRAVEL VOUCHER INFORMATION SECTION-CONTINUATION • 9. Document amount: Amount the employee is claiming. • This amount is calculated from 17A & 17B • Invoice No: 1st date of travel without dashes/slashes • Pmt Due Date: not required • 12. Pay to: employee name • 13. Title: title of the employee • 14. Designated Headquarters: the city considered as the • employee’s place of employment • Texas Identification Number: 4 digits only. • Is always the last 4 of social security number. • 16. Service date: last date of travel (mm/dd/yyyy) • 17. Traveling to: city employee is traveling to conduct business

  8. TRAVEL VOUCHER ACCOUNTING SECTION 17A & 17B. Account Number: account that is funding travel expenses. Expenditure code: travel comptroller object code. Amount: amount that corresponds with that object code. 17C. Agency Use (Business Office Only).

  9. TRAVEL VOUCHER DISTRIBUTION SECTION 18. Distribution: this is the distribution of the expenses that were incurred. For meals and/or lodging, start on the 2nd page.

  10. TRAVEL VOUCHER CERTIFICATION 19. This statement proves that this is a legal document. The claimant is where the traveler who is seeking reimbursement places their signature and dates the voucher. The supervisor is where the traveler’s supervisor/account manager signs and dates. 20. Contact Name: already assigned by Business Office. 21. Agency use: Business Office use only. 22. Fiscal Officer Approval: Business Office use only.

  11. IN-STATE ITEMIZATION SECTION-1 LINE PER DAY • Date, hour, minutes, am or pm left headquarters. • Date, hour, minutes, am or pm arrived back at headquarters. • Not required. • Meals per day not to exceed maximum rates. • Lodging per day not to exceed maximum rates. • Total is calculated from d and e. • Only filled out for actual expenses (foreign, Hawaii, Alaska, University President) • “ “ “ • “ “ “ • Not required. • Calculated from f. • Calculated from i.

  12. IN-STATE MEALS AND LODGING ITEMIZATION

  13. OUT-OF-STATE ITEMIZATION SECTION-1 LINE PER DAY

  14. PURPOSE OF TRIP y. Purpose of trip • When • How • What • Where • Why

  15. PURPOSE OF TRIP SAMPLE

  16. LET’S WORK ONE TOGETHER… Exercise 1 Lucy Donovan (recruiter at the Office of Student Success, last 4 of ssn 1234) attended a college fair at Austin Community College on June 23.  Lucy picked up rental car on June 22.  She left headquarters at 2pm on June 22 and arrived back at headquarters at 8pm on June 23.              The following are the expenses incurred for this trip:                    Rental               June 22-23      $100.90 (includes $25.00 for additional insurance, PAI                    Gas for rental    June 22            $10.00                                              June 23            $34.10                     Meals               June 22            $26.45 (includes a $6.00 alcoholic drink and $2.00 tip)                                               June 23            $29.55 Hotel June 22 $105.00 plus $6.30 (6 %) state tax and $11.29 (10.75%) city tax

  17. QUESTIONS QUESTIONS

  18. THANK YOU!!! • Martha Laura Medina mmedina@tamiu.edu 956-326-2817 • Maria Elena Hernandez merher@tamiu.edu 956-326-2148

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