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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

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.