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
1Reference number, 2Information

• 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 packagelist 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 700am) 5.00
• Lunch (travel before 100pm) 7.50
• Dinner (travel before 600pm) 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.