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The Travel Expense Reimbursement Voucher (TERV) is used to request reimbursement of expenses incurred while traveling more than 50 miles from one's customary work location on behalf of the University. A separate TERV must be submitted for each trip and should include all expenses, travel advances, and prepaid expenses.

The TERV is due no later than 14 days after the conclusion of a trip. No additional cash advances or expense prepayments can be processed for employees with past due TERVs.

Preparing a Travel Expense Reimbursement Voucher (TERV)

1. Traveler Information: Enter the name, social security number, department, and campus mailing address of the traveler.
   
   
2. Trip Number: Supply the A____ trip number, if known, which was assigned to this trip via Prepaids and/or a Transportation Requisition.
   
   
3. Contact Person: Enter the name and phone number of the person who should be contacted with questions and information regarding this trip.
   
   
4. Purpose of Trip: Enter an explanation of the purpose of the trip, including the conference name, if applicable.
   
   
5. Dates of Travel: Enter the dates of travel--departure and return dates. For additional information, please see Travel Expenses Policy & Procedures Index, Dates of Travel.
   
   
6. Per Diems: Consistent with Internal Revenue Service Accountable Plan rules for employer paid expenses, effective with University travel beginning on or after August 1, 1999, Meal and Incidental Expenses (M&IE) will be reimbursed using United States Government per diem rates. The M&IE per diem, as defined by the IRS, covers the costs of meals, tips for services, fees, laundry, and dry cleaning, and will be used exclusively by the University to calculate travel reimbursements for these items. For additional information, please see the Travel Expenses Policy and Procedures Index, Per Diems. To access per diem rates for any location, please see Per Diem Tables.
   
   Per Diem Calculations: The M&IE per diem must be adjusted for the first and last days of partial business travel and when a traveler receives one or more meals in a day as part of a registration fee or convention package. For further instructions, please refer to the worksheet included in the Travel Expense Reimbursement Voucher Form.
   
   Travel Expense Reimbursement -- General Receipt Requirements: Original receipts are required for Air/Rail/Bus Commercial Fares, lodging, automobile rental, and all individual items exceeding $25.00.
   
   Other travel related expenses (e.g. taxi, parking, tolls, etc.) costing less than $25 per item can be reported without providing receipts. It is imperative that only bonafide, legitimate expenses for University business, as categorized and identified on the TERV, be reported. Furthermore, it is expected that University travelers be highly prudent in expending University resources during business travel.
   
   
7. Dates (mm/dd): Enter the dates of travel on the lines indicated. Do not include days of personal travel taken in conjunction with travel on behalf of the University. If columns for additional days are needed, please continue on another form.
   
   
8. Billiken AirExpress: If Billiken AirExpress was used for this trip, please place a check mark in the provided box. Do not enter a dollar amount because billing by flight occurs elsewhere. For additional information, please see Travel Expenses Policy and Procedures Index, Billiken AirExpress.
   
   
9. Commercial Fares: In the column for the first day of travel, enter the cost of air, rail or bus transportation to and from the trip destination. Receipt requirements: original passenger copy of ticket. For electronic tickets (E-tickets) obtained from the University’s authorized agency(ies), receipt stub. For E-tickets obtained from external agencies, receipt stub supplied by airline and payment receipt. For airlines providing no receipt or stub (i.e., Continental), itinerary and payment receipt. For additional information regarding prepaid tickets through University approved Travel Agencies, please see Travel Expenses Policy and Procedures Index, Transportation Requisition. Fares greater than the 21 day advance purchase price must be justified in the space provided. For additional information, please see Travel Expenses Policy and Procedures Index, Airfare and Other Transportation/Commercial Fares.
   
   
10. Travel Agency Fees: Approved University travel agencies charge a transaction fee to offset major reductions in commissions from airlines. Current rates are customarily $8.00 for a delivered ticket and $7.00 for an E-ticket. Various fees apply to other services. Please insert costs as incurred.
    
    
11. Taxi/Airport Limousine, Etc.: Please insert daily costs as incurred.
    
    
12. Personal Automobile: If a personal automobile is used to travel to and from the trip destination, enter the total number of miles traveled, the University mileage rate ( $.36 effective 1/1/2003) per mile, and the amount to be reimbursed. For information regarding reimbursement limitations, please see Travel Expenses Policy and Procedures Index, Automobile: Personal.
    
    
13. Automobile Rental: In the column for the first day of rental, enter the total cost incurred for automobile rental, including taxes and surcharges. Receipt requirements: Original receipt for vehicle rental must be attached. For further information, please see Travel Expenses Policy and Procedures Index, Automobile: Rental.
    
    
14. Tolls/Parking: Enter tolls and parking charges incurred in personal or rental vehicles.
    
    
15. Lodging: Enter the total cost for hotels and other lodging, including taxes, for each day of travel. Daily charges exceeding $125.00 need to be justified. Conference Hotel, the most frequent explanation, needs only be checked. For all other reasons, please explain on the line provided. Receipt requirements: Original receipt for lodging must be attached.
    
    
16. Registration Fees: In the column for the first day of travel, enter any registration fees associated with the conference or event.
    
    
17. Business Communications: Enter daily costs of telephone, telegram, fax, and similar charges for business purposes.
    
    
18. Business Purchases: Occasionally, essential purchases for business purposes need to be made while traveling. These purchases would include promotional booths or conference books and instructional videos. Enter the cost, identify and explain the purchase in the space provided, and attach original receipt if over $25.00.
    
    
19. Per Diem: Enter the total (c) amount calculated from the worksheet contained on the form.
    
    Reconciliation, Totals, Approvals:
    
    
20. Total Expenses: Tabulate and enter total expenses of each day’s column for travel, then tabulate and enter the expense totals for each type of expense. Add daily totals across and expense type totals down to find and verify the trip total (d), which is the amount to identify by account for charges (d).
    
    
21. Prepaids: Enter all prepayments relating to the trip for each type of expense, and total prepaids. For additional information, please see Travel Expenses Policy & Procedures Index, Travel Advance Prepaid Expense Requests.
    
    
22. Net: Subtract prepaids from the total expenses to determine the net total for each type of expense, as well as the total net expenses for the trip.
    
    
23. Third Party Reimbursement: Enter the amount of the trip cost to be reimbursed by a third party sponsor. For Additional information, please see Travel Expenses Policy & Procedures Index, Travel Advance Prepaid Expense Requests.
    
    
24. Amount of (Cash) Advance: Enter the total amount of the cash advance issued for the trip. For additional information, please see Travel Expenses Policy & Procedures Index, Travel Advance Prepaid Expense Requests.
    
    
25. Net Due Traveler/University: Deduct third party reimbursements and the cash advance amount from the total net expenses for the trip to determine the total amount due either the traveler or the University. Enter this amount on the appropriate line.
    
    
26. Account Information: Enter the account(s) and object code(s) to which the trip total, including prepayments and airfare, should be charged. This amount should agree with both the daily total and expense total above.
    
    
27. Traveler Certification: The traveler must sign the TERV to certify to the truth and accuracy of the report.
    
    
28. Approvals: Obtain the approval of the traveler’s supervisor/department head and the account administrator in addition to any other required approvals stipulated by departmental policy. VP approval is needed for any foreign travel.