Travel and Moving Expenses

1. Travel and Moving Expenses NDSU Accounting Office Presented by: Cynthia Rott & Dorothy Davis

2. NDSU Travel Expense Voucher • www.ndsu.nodak.edu/policy • NDSU Policy manual Chapter 5: • Section 515-Employee Travel • Section 516-Non-Employee Travel • Use the online policies for the most updated information regarding travel.

3. 1:Reference number, 2:Information • 1: Obtain a reference number, using the reference number generator, located on the accounting office website. • 2: Complete ALL information in this section. Name should match EmplID. Be sure to complete contact phone and purpose of trip.

4. 3: Points traveled • Fill in dates of travel, where traveled. • Include time left and returned to NDSU/Fargo. • Each month traveled must be filed on a separate form.

5. 4: Out-of-State Travel • Record all meals and lodging, personal vehicle miles, if used. • Meals are taxable if travel is NOT overnight.

6. 5: In-State Travel • Record all meals and lodging, personal vehicle miles, if used. • Meals are taxable if travel is NOT overnight.

7. 6: Air Transportation & OTHER • Record cost for air transportation. • Any OTHER/MISC transportation expenses must be described in the detailed section. • Airfare & Lodging package—list in ‘Other’ and describe.

8. 6: Misc Expense Detail • Any reimbursable items listed in the other/misc expense must be explained. Use as much detail as possible. • Receipts are required for items over $10 • Can use additional paper to describe expenses incurred.

9. 7: Proper approval • Obtain proper signatures on your expense voucher before you send to the accounting office for final payment. • If signatures are missing when it is received your reimbursement will be delayed.

10. 8: Total to reimburse • Review your travel voucher totals for accuracy. • Individual expense lines must equal funding sources used.

11. Travel reimbursed amounts • In-State Travel: • Meals (taxable & non-taxable) • Breakfast (travel before 7:00am): $5.00 • Lunch (travel before 1:00pm): $7.50 • Dinner (travel before 6:00pm): $12.50 • Mileage: 0.375 • Out-of-state Travel: • Use resource links on accounting website for most up to date travel amounts.

12. Common things that can cause a DELAY in TRAVEL reimbursement…. • Not properly approved/signatures missing. • No original receipts included with request. • Total expenses amount and amount authorized do not balance. • Information section not completed. • No detail provided for items listed in ‘Other’ column of form. • Two or more months of travel expenses on one expense voucher. • Budget/funds not available.

13. Moving Expenses • 3 forms are required: • Accounts payable voucher • Request to reimburse moving expenses • Moving expense documentation

14. Request to reimburse moving expenses form • Must be properly approved • All sections completed in full

15. Moving expense documentation form • 2 page form; page 2 is list of instructions. • Original receipts must be included with form for all expenses. • Totals are audited; paid only to the approved amount.

16. Common things that can cause a DELAY in MOVING EXPENSE reimbursement…. • Accounts payable voucher missing/not completed. • Not properly approved/signatures missing. • No original receipts included with request. • Listed expenses; taxable/non-taxable, and original receipts do not balance. • Moving expenses listed as non-taxable but should be taxable or vice versa.

17. Accounting dept website • www.ndsu.edu/accounting • Resource links provided for travel and moving. • New forms will be posted to the website, be sure to update any bookmarked links. • Remind other staff or faculty to update links to website for most current information.