SUPERVISING AGENTTravel Voucher Instructions

THE HEADING The DATE Type of Travel must be INSTATE UK ID number Expenses paid by procard checked NO*

* The exception is when NEP pays for an overnight stay. In this case, check YES for lodging and include the hotel receipt with the voucher paperwork.

It is very important that the type of travel selected is INSTATE. This will generate the correct G/L numbers in the accounting section.

EXPENSES Only one line is needed if only mileage is being

reimbursed.

For overnight stays, each date must be on a separate line with time of departure and return; arrival time should not be included.

MILEAGE RATECurrent rate is $0.56

MISCELLANEOUS EXPENSES

This section should not be used** If your assistant pays a registration fee that we have agreed to reimburse, it should be entered as Reimbursable Transportation and Registration Expenses. The original receipt must also accompany the travel voucher

ACCOUNTING INFORMATION

If INSTATE is selected as the type of travel, the correct G/L numbers will show up in the first column.

If the form is completed correctly, the amount will also be correct.

Your assistant must add their account number in the WBS column for any item showing a dollar amount.

DO NOT have an account number where there is NOT a dollar amount.

SUPPORTING PAPERWORK

These items are to be sent with the travel voucher each month; Expense summary (signed by assistant) Expense details Meetings and Activities

Totals on the Expense summary must match the totals on the travel voucher

Hotel receipt and/or registration receipt only when applicable

If the amounts in the shaded area do not match and/or do not match the total of the expense summary, there is an error on the form.

SUPPLEMENTAL INFORMATIONTop of page 2

PURPOSE FOR TRAVEL

This section MUST include the following items: Nutrition Education Program (NEP) The program (SNAP-Ed or EFNEP) The county The month

This area must also include explanations of overnight travel or anything unusual on the travel voucher such as, "Travel to Lexington was for required NEP training."

DEPARTMENT INFORMATION

Mary Santana

mary.santana@uky.edu

SIGNATURES

Be sure your name and phone number are typed in the space provided

Be sure Debra Cotterill’s name and phone number are typed in the space provided.

Be sure your assistant has signed and dated the form (w/phone #)

Remember to sign as the supervisor

CHECKLIST Is the date correct? Is the Type of Travel marked as Instate? Does the traveler information include the UK Person ID? Are procard expense boxes checked NO? (unless we paid lodging) Are meals only listed when there is a required overnight stay? Are all the dates of overnight travel listed on separate lines? Do overnight trips include departure and return times? Is the account number in the WBS column wherever a dollar

amount is shown, and only where a dollar amount is shown? Do you have all of the supporting paperwork? Does the total on the expense summary match the total on the

voucher? Is the Supplemental Information complete? Does the Purpose for Travel show all of the necessary elements? Is the Department Information correct? Is the information on the bottom line of the signature section

typed? Did you and your assistant sign the voucher?