TRAVEL VOUCHER Approval February 2016

THE HEADING Dept. # 81330 The DATE Type of Travel must be INSTATE UK ID number Expenses paid by procard checked NO* * The exception is when NEP pays for an overnight stay. In this case, check YES for lodging and include the hotel receipt with the voucher paperwork.

It is very important that the type of travel selected is INSTATE It is very important that the type of travel selected is INSTATE. This will generate the correct G/L numbers in the accounting section.

EXPENSES Only one line is needed if only mileage is being reimbursed. For overnight stays, each date must be on a separate line with time of departure and return; arrival time should not be included.

MILEAGE RATE Current rate is $0.54 This may change at any time. SNAP-Ed Assistants must divide their mileage between two accounts. For now the WBS account is charged $0.39 per mile and the remainder goes on the Cost Center Account.

MISCELLANEOUS EXPENSES This section should not be used* * If your assistant pays a registration fee that we have agreed to reimburse, it should be entered as Reimbursable Transportation and Registration Expenses. The original receipt must also accompany the travel voucher

ACCOUNTING INFORMATION If INSTATE is selected as the type of travel, the correct G/L numbers will show up in the first column. If the form is completed correctly, the amount will also be correct. SNAP-Ed Assistants will have to add an extra line for mileage (and meals, if they apply) using the same G/L number One line is for each account (WBS and Cost Center)

Your assistant must add their account number in the WBS column for any item showing a dollar amount. DO NOT have an account number where there is NOT a dollar amount.

SUPPORTING PAPERWORK These items are to be sent with the travel voucher each month; Expense summary (signed by assistant) Expense details Meetings and Activities (be sure all are related to Nutrition Education) Totals on the Expense summary must match the totals on the travel voucher Hotel receipt and/or registration receipt only when applicable

If the amounts in the shaded area do not match and/or do not match the total of the expense summary, there is an error on the form. AGAIN: Totals on the Expense summary must match the totals on the travel voucher

SUPPLEMENTAL INFORMATION Top of page 2

PURPOSE FOR TRAVEL This section MUST include the following items: Nutrition Education Program (NEP) The program (SNAP-Ed or EFNEP) The county The month and year This area must also include explanations of overnight travel or anything unusual on the travel voucher such as, "Travel to Lexington was for required NEP training."

Department Information/ Contact Person 1 Quality Street, Suite 649, Lexington, KY 40507

SIGNATURES Be sure your name and phone number are typed in the space provided Be sure Debra Cotterill’s name and phone number are typed in the space provided. Be sure your assistant has signed and dated the form (w/phone #) Remember to sign as the supervisor

Travel Voucher Approval Checklist Is the date correct? Is the department number filled in at the top? Vo. #: A 81330 Is the Type of Travel marked as Instate? Does the traveler information include the UK Person ID? Are procard expense boxes checked NO? (unless we paid lodging for training) Are meals only listed when there is a required overnight stay? Are all the dates of overnight travel listed on separate lines? Do overnight trips include departure and return times? Is the account number in the WBS column and Cost Center (SNAP-Ed only) wherever a dollar amount is shown, and only where a dollar amount is shown? Is SNAP-Ed mileage divided between WBS and Cost Center Accounts? Do you have all of the supporting paperwork? Does the total on the expense summary match the total on the voucher? Is the Supplemental Information complete? Does the Purpose for Travel show all of the necessary elements? (NEP, EFNEP or SNAP-Ed, County Name, Month and Year of travel) Is the Department Information/ Contact Person correct? Is the information on the bottom line of the signature section typed? Did you and your assistant sign the voucher?