70.05 - Travel Forms: Authorization/Encumbrance/Advance/Expense

Last updated August 24, 2005

A. General. All travel involving university travel funds must be authorized in advance. The university allows UI employees traveling on official university business to obtain a travel advance for out-of-pocket expenses, such as meals and mileage [See APM 70.06]. Advances will be issued for 90% of the total amount requested. In addition, an advance will not be issued for less than $100. Use of an advance for any purpose other than legally reimbursable travel expenses will be considered a misappropriation of University funds. Only individuals who are on the University payroll are eligible for an advance. [Note: Forms are available at Travel Services .]

B. Travel Authorization and Encumbrance Form. This form serves three purposes: Specifically, (1) to serve as written authorization for approved travel in order to be covered by UI insurance; (2) to request encumbrance of budgeted funds; and (3) to request a travel advance.

B-1. Traveler's Authorization/Insurance Coverage. In order for UI employees to be covered by University of Idaho insurance, trip authorization must be received prior to departure. This document may serve as the authorization form. If there is no advance or encumbrance request and once appropriate signatures are obtained, the document may be held in the originating department office. If there is an advance or encumbrance request, the document must be sent to the Travel Office for processing.

B-2. Encumbrance of Funds. The Travel Authorization and Encumbrance form must be used to request encumbrance of funds on specific budget(s). For travelers who are receiving an advance of $250 or more, the funds must also be encumbered. After appropriate signatures are obtained, send the completed form to the Travel Office for further processing. If it is necessary to change the amount of the encumbrance, it should be requested by memorandum rather than by submission of another Authorization form.

B-3. Travel Advance Request. The Travel Authorization and Encumbrance form must be used to request an advance for UI employees. For travelers who are receiving an advance of $250 or more, the funds must also be encumbered. After appropriate approvals are obtained, send the completed form to the Travel Office for further processing. The employee's UI identification number (or Social Security number) must be entered on the Travel Authorization and Encumbrance form when an advance is requested, in order to ensure prompt payment of the advance [See APM 70.06].

B-4. Process. Form Instructions. Complete instructions follow. Tips are also available using the Help screen on disk or on the reverse side of the printed form.

a) Traveler Name. Fill in complete name of the traveler.

b) UI ID Number. Enter the traveler's social security number or Banner vendor number.

c) Department. Enter the department (and address, if appropriate) for the traveler. Please note that this is where the check will be mailed.

d) Form Date. Enter the date the form is completed (usually today's date). This field is optional.

e) Zip. Enter the campus or off-campus zip code for where the check will be mailed.

f) Contact. Give the name of the person who TMS may contact of there are questions regarding the claim.

g) Phone. Give the phone number for the contact person.

h) Email. Enter the e-mail address for the contact person.

i) Purpose. Enter complete information on trip purpose.

j) Destination. Enter complete information, including city and state.

k) Dates. Enter complete trip date information.

l) Comments/Other Travelers. Use this space to provide additional details about the trip which may assist in processing the claim. For example, use this area if there are multiple travelers included on the advance or encumbered request.

m) FOAPAL (Budget) Box. Enter the appropriate budget information in the INDEX or ORGN fields. Enter the ACTV code, if used.

n) Advance/Encumbrance Box. Click "yes" or "no" on each box, or fill in the appropriate information on printed versions.

o) Estimated Expense and Advance Request Box. Fill in the appropriate information for an encumbrance and/or advance request. Please note that if only an advance is requested, information must be entered in the encumbrance column, which will automatically default into the advance column.

p) Signature Box. Obtain signatures from all appropriate parties before submitting to the Travel Office. Please note that the UI is authorized to deduct outstanding advances by payroll deduction if a Travel Expense Claim is not filed within fifteen (15) days upon return from the trip.

C. Early Travel Reimbursements. The University of Idaho allows payment of certain pre-trip expenses prior to departure for employees going on official business. Early reimbursements of travel expenses are identified as advance payments for transportation costs (primarily airfare), registration or conference fees, and advances.

C-1. Early Reimbursement Form of Payment/Eligibility. All pre-trip expenses must have occurred more than three weeks prior to departure date, in order to be eligible for early reimbursement..

C-2. Departments Responsible for Tracking Credits. Each department is responsible for tracking all advance pre-trip payments and reconciling credits with the traveler once he/she has been early reimbursed, in the event a trip has been changed or canceled. Do not include early reimbursement expenses on the post-trip Travel Expense Claim for reimbursement, except as annotated in the comment section.

C-3. Pre-Trip Airfare Payment Exceptions. Payments for airfare for travel on behalf of the University of Idaho may be paid on the department UI Purchasing Card, other wise on a personal credit card.

C-4. Pre-Trip Registration/Conference Fee Exceptions. Registration or conference fees may be paid via the UI Purchasing Card. Travelers may also opt to pay such fees by check and with proper documentation through Accounts Payable on a Claim Voucher [See APM 75.31]. Please allow three weeks for processing fees within the United States and four weeks for international travel, in order to reduce duplicate payment errors. The amount of the fee is not be included in the Travel Expense Claim, if early reimbursement has been made or if a check has been sent directly to the vendor. [ ed. 7-07.]

C-5. Documentation Requirements. Substantiation of Expenses. In general, receipts for expenses incurred by the employee must be attached to the claim that is submitted for reimbursement. Travelers must submit original, itemized receipts for all expenses claimed. Receipts must show vendor, date, amount, and evidence of payment (zero-balance receipt). If the original receipts are misplaced, the traveler must make a reasonable effort to obtain duplicates. Exceptions to the receipt requirement are: (1) mileage for use of personal vehicles; (2) meal expenses; and (3) certain miscellaneous expenses, such as pay phone and parking meters. For those misplaced receipt items which the traveler has made a reasonable effort, but is unable to obtain replacement receipts, departments should provide a memo explaining the expense and verifying the amount, signed by the department head.

a) To substantiate expenses for registration and Internet purchases, the following apply if original itemized receipts are not available.

b) For registration reimbursements specifically, where an original receipt is not available, the following applies. If providing a copy of the completed registration form either paid by check or by credit card number, the copy must have an original signature and be dated by the attendee being reimbursed.

c) For those using the Internet for items such as airfare, a print out of the web site showing the URL address and information of what was purchased will work for an original. It should also have the signature and date of the traveler.

C-6. Early Reimbursement Reporting Forms. Please use the Travel Claim for Early Reimbursement for reporting of any pre-trip expenses when seeking early reimbursement. It is the responsibility of the traveler and the department to pursue credit for any unused refundable tickets, canceled registration, or lodging fees.

C-7. Process. Early Reimbursement Reporting Form Instruction. Complete instructions follow. Tips are also available using the Help screen on disk or on the reverse side of the printed form.

a) Traveler Name. Fill in complete name of the traveler.

b) UI ID Number. Enter the traveler's social security number or Banner vendor number.

c) Department. Enter the department (and address, if appropriate) for the traveler or indicate direct deposit. [Please note that this is where the check will be mailed.]

d) Form Date. Enter the date the form is completed (usually today's date). This field is optional.

e) Zip. Enter the campus or off-campus zip code for where the check will be mailed.

f) Contact. Give the name of the person who TMS may contact of there are questions regarding the claim.

g) Phone. Give the phone number for the contact person.

h) Email. Enter the e-mail address for the contact person.

i) Purpose. Enter complete information on trip purpose.

j) Destination. Enter complete information, including city and state.

k) Dates. Enter complete trip date information.

l) Comments/Other Travelers. Use this space to provide additional details about the trip which may assist in processing the claim. For example, use this area if there are multiple travelers included on the advance or encumbered request.

m) FOAPAL (Budget) Box. Enter the appropriate budget information in the INDEX or ORGN fields. Enter the ACTV code, if used.

n) Payment Information Box. Enter the total dollar amount of the early reimbursement in the appropriate field, i.e., air fare, registration, or advance hotel. The right portion of this box is optional for departmental use only and is not required by the Travel Office. There is also an additional comments section, if space is not adequate above.

o) Signature Box. Obtain signatures from all appropriate parties before submitting to the Travel Office.

D. Post-Trip Travel Reimbursement. The University of Idaho reimburses employees and authorized agents of the UI for the expenses they incur in the performance of authorized travel. In general, receipts for expenses incurred by the employee must be attached to the Travel Expense Claim. Exceptions to this requirement are: (1) mileage for use of personal vehicles; (2) meal expenses which are part of per diem; and (3) certain miscellaneous expenses where it is impossible to obtain a receipt. Examples of such expenses include payment for parking meters or unattended lots where no receipt is available, gratuities for items such as baggage handling and pay telephones. Travel Expense Claims submitted without proper documentation may be returned to the department.

D-1. Travel Expense Claim Form. The Travel Expense Claim form must be submitted, along with required receipts, to report all reimbursable travel expenses not previously claimed or paid via Early Reimbursement or through Accounts Payable. All expenses should be reported within fifteen days after returning for a trip. After approval by the appropriate administrator(s), the form is sent to the Travel Office. The employee's ID number should be entered on the claim to facilitate prompt processing.

D-2. Processing Expense Claims With Advances. When an advance has been issued for authorized travel, the Travel Expense Claim must be submitted to the Travel Office (4340) no later than fifteen days following the traveler's return. If the advance is greater than the travel expenses incurred, a personal check or money order payable to the University of Idaho Bursar in the net amount due must accompany the Travel Expense Claim.

D-3. Substantiation of Expenses. In general, receipts for expenses incurred by the employee must be attached to the claim that is submitted for reimbursement. Travelers must submit original, itemized receipts for all expenses claimed. Receipts must show vendor, date, amount, and evidence of payment (zero-balance receipt). If the original receipts are misplaced, the traveler must make a reasonable effort to obtain duplicates. Exceptions to the receipt requirement are:

a) mileage for use of personal vehicles;

b) meal expenses; and

c) certain miscellaneous expenses, such as pay phone and parking meters. For those misplaced receipt items which the traveler has made a reasonable effort but is unable to obtain replacement receipts, departments should provide a memo explaining the expense and verifying the amount, signed by the department head. To substantiate expenses for registrations and Internet purchases the following apply if original itemized receipts are not available:

1) For registration reimbursements specifically, where an original receipt is not available, the following applies. If providing a copy of the completed registration form either paid by check or by credit card, the copy must have an original signature and be dated by the attendee being reimbursed.

2) For those using the Internet for items such as airfare, a printout of the web site showing the URL address and information of what was purchased will work for an original. It should also have the signature and date of the traveler.

D-4. Process. Form Instructions. Complete instructions follow. Tips are also available using the help screen on disk or on the reverse side of the printed form.

a) Traveler Name. Fill in complete name of the traveler.

b) UI ID Number. Enter the traveler's social security number or Banner vendor number.

c) Department. Enter the department (and address, if appropriate) for the traveler or indicate direct deposit. [Please note that this is where the check will be mailed.]

d) Form Date. Enter the date the form is completed (usually today's date). This field is optional.

e) Zip. Enter the campus or off-campus zip code for where the check will be mailed.

f) Contact. Give the name of the person who TMS may contact of there are questions regarding the claim.

f) Phone. Give the phone number for the contact person.

g) Email. Enter the e-mail address for the contact person.

h) Purpose. Enter complete information on trip purpose.

i) Destination. Enter complete information, including city and state.

j) Dates. Enter complete trip date information.

k) Comments/Other Travelers. Use this space to provide additional details about the trip which may assist in processing the claim. For example, use this area if there are multiple travelers included on the advance or encumbered request.

l) FOAPAL (Budget) Box. Enter the appropriate budget information in the INDEX or ORGN fields. Enter the ACCT information. The Travel Office will enter appropriate codes based on state account code information requirements. Account code information is also available on the travel form disk. Enter the ACTV code, if used.

m) Mileage and Per Diem Claim Box. Enter the number of miles traveled to the destination, if applicable, as well as the number of miles traveled upon arrival in the vicinity. The total dollar amount will automatically calculate based on the current state rate allowed. This dollar amount will also automatically default under the Claim Summary, Expense Class Total side (column B). Next, fill in the departure date and time, as well as the return date and time. Enter the total per diem dollar amount being claimed. This dollar amount will automatically default under the Claim Summary, Expense Class Total side (column B).

n) Claim Summary. In column A, enter any additional expense classes required. In column B, enter the appropriate dollar amount for each expense class. Use Travel Expense Claim, page 2, if necessary.

o) Early Reimbursement Payments and Trip Detail. Please enter information as necessary based on any early reimbursement payments. Reference the T#, as well as the appropriate dollar amounts. [Note: This information does not carry over into the Claim Summary side, as these are payments the traveler has already been reimbursed for.] The area for trip details is optional for departmental use.

p) Totals. The totals will automatically calculate for pages 1-2 when dollar information is entered above in the Claim Summary box.

q) Less Advance. If the traveler received an advance for the trip, the advance amount must be entered in this field. Once that information is entered, the amount the traveler will be reimbursed (or owes) will automatically calculate. If the traveler owes money back to the UI, a check or cashier's receipt showing repayment must be attached to the Travel Expense Claim.

r) Signature Box. Obtain all appropriate signatures before submitting the claim to the Travel Office.

E. Sample Travel Authorization/Advance/Encumbrance Request Visit Travel Management Services at Travel Services ].

F. Sample Travel Claim for Early Reimbursement. Visit Travel Management Services at Travel Services ].

G. Sample Travel Expense Claim. Visit Travel Management Services at Travel Services ].