Preview Travel Receipt Voucher

Quick Reference Travel Guide

Please use this quick reference guide to assist you in filling out the travel that applies to your trip.

• Last Name & First Initial

• Home address, city, state, & zip code

• Purpose of travel

• Official station

! The official station should be the employee’s usual work location(i.e. The College at Brockport,

home address)

• Destination (MUST Include County)

! The county can be located at

http://www.naco.org/Template.cfm?Section=Data_and_Demographics&Template=/cffile

s/counties/city_srch.cfm

• Departure Date and Time; Return Date and Time

• Lodging: Please see web pages for the lodging per diem rates at:

http://www.brockport.edu/pps/travel/diem_rates.html. Provide the number of days and how much per

day.

! If the traveler goes over the lodging per diem rate, a justification letter must be attached

stating why the traveler did not use a hotel that offers the per diem (e.g. location of the

conference, going rate at that time).

• Meals: Please see web pages for the breakdowns of the per diem rates at:

http://www.brockport.edu/pps/travel/diem_rates.html. Provide a breakdown of breakfast and dinner,

and put the total amount in the amount column. Receipts are needed for meals if the traveler is

not claiming the per diem rate

• If claiming mileage, a Statement of Auto Travel (Mileage Form) – AC160 is required. Please

sign and attach to travel voucher. If you do not sign the statement, it will be returned to you.

• Attach all original receipt(s) (lodging, airline tickets, etc.)

• Incidentals (e.g. parking, tolls, taxi, baggage fees)

• Attach documentation of conference fees – Proof of payment by traveler.

• Attach a Copy of Program/Agenda of the conference showing the opening and closing times.

• List form of transportation: vehicle rentals, train, and airfare. Provide proof of payment by the

traveler. Please state if pre-payment of airfare was claimed on another travel voucher.

• Traveler’s signature

• Supervisor's signature

• Traveler requesting reimbursement must obtain the authorized signature of the account number if

different than supervisor

• Account Number on Travel Voucher – (provide under cost center code)

If you have questions, please contact Lindsay Paul at x2338 or see the Procurement and Payment

Services web pages at http://www.brockport.edu/pps/travel/. Thank you.

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