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Foreign Travel Voucher Preparation

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Foreign Travel Voucher Preparation. An Overview. Prior to the Trip. Print copies of travel spreadsheet Provide large envelope for spreadsheet and receipts Instruct traveler to log daily expenses Traveler to return completed spreadsheet and receipts to fiscal staff . Preparing the Voucher.

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Presentation Transcript
prior to the trip
Prior to the Trip

Print copies of travel spreadsheet

Provide large envelope for spreadsheet and receipts

Instruct traveler to log daily expenses

Traveler to return completed spreadsheet and receipts to fiscal staff

preparing the voucher
Preparing the Voucher

For trips longer than 7 days write “see attached worksheet” on travel voucher

For shorter trips use the regular travel voucher

readying receipts
Readying Receipts

Step 1: Sort the receipts by date

Step 2: Number the receipts

Multiple expense categories on one receipt should be numbered 1a, 1b, 1c etc. Example: Three days of lodging would be 1a, 1b and 1c and a meal or taxi charge would be 1d

All receipts should be cross referenced by number on the spreadsheet

readying receipts6
Readying Receipts

Step 3: Receipts smaller in size than 8.5 in. by 11.0 in. should be taped, without overlap, on sheets of paper 8.5 in. by 11.0 in. in size. This is a requirement of the Microfilm Dept

Step 4: Receipts or any other relevant information only on the face of the page. Nothing on reverse

readying receipts7
Readying Receipts

Step 5: Show the conversion calculation and rate used for each major item such as lodging or major meal or other expense

Step 6: For receipts in languages other than English, label main items such as lodging, meals, internet or taxi

conversion calculation
Conversion Calculation

Step 1: Wherever possible, obtain the dollar amount from credit card statement

Step 2: Foreign currency transaction fees charged by credit card companies can be reimbursed. Highlight these on the statement

conversion calculation9
Conversion Calculation

Step 3: If credit card was not used, then use to calculate currency conversions

Step 4: Select the date on which bill was settled

Step 5: For small expenses during trips lasting over 7 days use an average rate

conversion calculation10
Conversion Calculation

Step 6: has an average rate calculator. Providing start and end dates will get you the mean rate for the specified period. Do not print daily rate sheets for each day of the travel period

Step 7: For trips exceeding one month, the average rate will need to be re-calculated for the next period to reflect appropriate rate changes

conversion calculations
Conversion Calculations

Step 8: Indicate on the spreadsheet, the conversion rates used

Step 9: Providing actual calculations for specific items, based on, saves processing time in Accounting Services as against merely providing currency rate used

meal reimbursement
Meal Reimbursement

Step 1: Use the web site of US Dept of State/Rates by Location to obtain the maximum daily M&IE rate

Step 2: Attach a printout of the M&IE rate for the city within the country and highlight or circle the figure

meal reimbursement13
Meal Reimbursement

Actuals of meal expenses are reimbursable and daily meal expenses should not exceed the M&IE ceiling

Incidentals are taxi or train charges, telephone, Internet or laundry expenses