Human Resources

Wagner College

Instructions for Completing Personal Expense Voucher

1. Enter name and social security number of employee submitting the travel report.
2. Receipts for expenses claimed for reimbursement must be attached to the form when submitted.  No reimbursement will be made for photocopies of receipts.  Originals must be attached.  In some cases, copies of credit card statements may be needed in addition to receipts.  Please see section 3.B. of the expense reimbursement policy. 
3. Lines 1 through 14 are to be used for expenses for which an employee is seeking reimbursement.  College paid expenses (either paid in advance by check or on a college credit card) should be listed on line 15. 
4. On line 1, enter the dates of travel, starting with the first day of travel and ending with the last day.  For example, if travel were taken from June 3rd through the 5th, the employee would enter June 3, 2005 in column 1, June 4, 2005 in column 2 and June 5, 2005 in column 3.  
5. On line 2, enter the places traveled to on each of the dates entered on line 1.  If a round trip was made please check the box indicated. 
6. If the employee used their personal auto to travel on college business, they should input the number of miles driven on line 3.  The spreadsheet will automatically calculate the amount of the reimbursement. 
7. On lines 4 through 10 the employee should insert any expenditures for the categories listed, broken down by the days on which those expenses were incurred. 
8. For lines 11, 12 and 13, list expenses for conference registration or admittance fees, expenses incurred to entertain guests or colleagues, and other expenses not specifically listed on another line.  Details of line 11, 12 and 13 should be listed on the second page of the Personal Expense Voucher and then the amounts should be transferred to the front of the form. 
9. The total line, line 14, will be automatically calculated. 
10. Any expenses paid for by the college (e.g. registration fees or hotel bills paid in advance or any expenses charged on a college credit card) should be listed on line 15. 
11. Employees should check the college approved per diem rates to ensure that they have not gone over those limits in advance of submitting their personal expense voucher.  If the employee has spent more than allowed by the per diem rate, the amount reimbursed will be limited to the approved per diem rate.  The per diem rate tables can be found on the Human Resources website.  For an explanation of how to read the tables, please see below. 
12. The spreadsheet will automatically calculate the amount of reimbursement to be sent to the employee.  Spreadsheets which are filled out by hand will be returned to the employee and will not be processed. 
13. The employee must sign on the line in the bottom left hand corner of the form.  Initials or stamped signatures will not be accepted. 
14. After the voucher is complete, the employee must attach original receipts, and a copy of a credit card statement if necessary.  Please refer to the Expense Reimbursement Policy, Section 3.B.  The employee’s supervisor must sign on either line in the bottom right hand corner. 
15. The form must be submitted to the Business Office.  Payment should only take one week provided the information on the form is complete.  Reimbursement will be made in the form of a check, which will be mailed to the employee’s home address. 

The per diem tables are categorized by state and city and are listed in alphabetical order.  In order to determine what the limits are you must find the city and state and then look at the far right three columns to determine the limits.  The total allowed per day is entitled “Total.”  This represents the maximum amount allowed for room, meals and incidental (M&IE) expenditures. For instance, if staying in Birmingham, Alabama the total allowed per day is $138, of which $94 is the maximum allowed to be spent for lodging while $44 is the maximum allowed to be spent for meals and incidental items. 

If the location in which you are traveling is not listed specifically in the chart, please note that you will be limited to the standard rate which is $109 per day, broken down into $70 for lodging and $39 for meals and incidentals.  Also please note that some locations have varying rates for different times of the year.  Please ensure that you are checking the appropriate dates on the chart for the correct rates, as they may differ widely, especially in resort areas.

For international per diem rates, please refer to  http://aoprals.state.gov/web920/per_diem.asp

Personal Expense Voucher