signatures on travel vouchers should be original. Copies will not
corrections on travel vouchers should be visible and initialed by
the traveler. Corrections cannot be initialed by the secretary.
An E-mail from the traveler authorizing the corrections can be attached
to the travel voucher. (NO WHITEOUT OR BLACK OUTS)
voucher must be complete, no fields should be left blank.
page 2 of the travel voucher, departure dates, arrival dates, time,
am or pm fields should always be completed.
text description should contain the following information at all
times: dates, location departing from, destination, mode of transportation
(airline, rental car, personal car, bus, etc.) and the purpose of
breakdown of the mileage incurred, other than the mileage from city
to city should be itemized at all times by date and specific point-to-point
fares should be itemized on a daily basis specifying taxi destinations
and amounts incurred. Parking expenses should also be itemized on
the back side of the travel voucher.
acronyms or abbreviations are used on the text of the voucher, the
acronym or the abbreviation should be defined (preferably when it
is first mentioned), and then it can be referred to as an acronym.
for per diem is based on an actual expense not to exceed the state
allowances. Remaining balance not used from day one, cannot be carried
forward to next day. For Out-of-State Meals & Lodging Rates,
use federal rates found on TAMIU’S Comptroller’s web
site. New Federal Rates change in October of every year so TAMIU’S
internal web site will be updated as needed.
taxes are not reimbursed. City and local taxes are reimbursed and
should not be combined with the lodging amount. Taxes are reimbursed
under incidental expenses. (Instate code 3025 and Out of state code
beverages, tips, gratuities service charges are non-reimbursable
expenses and should not be included as part of the meal expense.
fees are not reimbursed as part of a travel expense.
or other expense incurred in a foreign currency must be converted
to United States dollars. The exchange rate used for the conversion
must be stated on the voucher.