Travel Expense Voucher

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Download the Travel Expense Voucher Form

Instructions and Helpful Hints for the Travel Expense Voucher Form

The Travel Expense Voucher (TEV) is used to reimburse a traveler for expenses incurred that have not been paid for or reimbursed by any other source. The TEV should be carefully completed in its entirety and must be typed.

Helpful Hints

  • Do not use tape to attach receipts, tape erodes the ink.
  • Submit receipts for reimbursable expenses only. 
  1. Instructions
  • The steps outlined below provide detailed instructions to complete all sections of the TEV. Please note there are three sections to input expenses based on the payment/processing method.
  1. REIMBURSABLE EXPENSES: Reimbursable expenses are all expenses paid for by the traveler.  Original itemized receipts showing proof of payment for reimbursable expenses must be attached.  Failure to do so could delay payment.
  2. CONCUR TRAVEL PORTAL CHARGES:  Concur Travel Portal charges are all expenses paid via the Travel Portal or Credit Card Authorization.  Receipts obtained for these charges should be submitted to the Travel Liaison, not included with the Travel Expense Voucher.
  3. P-CARD CHARGES: Name of Cardholder:  P-Card charges are all expenses paid via a Lincoln University issued p-card.  Receipts obtained from these purchases should be submitted with the monthly credit card statement, not included with the Travel Expense Voucher.
  1. Page
  • This field defaults to page 1 of 1. Change this only if submitting more than one page.
  1. Name
  • Enter the full name of the traveler.
  1. ID Number
  • Enter the traveler's university employee ID number. If the traveler is a student, then enter the university student ID number. Otherwise, enter the traveler's Social Security Number.
  1. Dept/ Office Address
  • Enter the name of the traveler's Department.  Also enter the traveler's university address.
  1. BPO#
  • Enter the BPO# if available. The form may be submitted with only a valid requisition number; however a valid blanket purchase order number in Colleague is required before reimbursement can be made.

NOTE: The requisitioner is responsible for ensuring the requisition is approved and assigned a blanket purchase order number. Accounts Payable is NOT responsible for following up on requisitions.

  1. Purpose of Trip
  • Enter the purpose of the trip, destination, and dates.
  • Text Field Req #
  • Enter the requisition number.  A valid blanket purchase order number in Colleague is required before reimbursement can be made.

NOTE:  The requisitioner is responsible for ensuring the requisition is approved and assigned a blanket purchase order number.  Accounts Payable is NOT responsible for following up on requisitions.

  1. Time of Departure
  • Enter the departure time on the first day of travel.
  1. Time of Return
  • Enter the arrival time on the day returning from travel.
  1. Date
  • Enter the date the expense was incurred.
  1. From/To
  • Enter the beginning point and destination point for that date.
  1. Miles
  • If seeking reimbursement for mileage while utilizing personal vehicle enter the number of miles driven on the date indicated. Mileage should be rounded to the nearest whole mile.

NOTE: Mileage figures are verified by Accounts Payable using online mapping tools (ex. MapQuest).

  1. Breakfast/Lunch/Dinner
  • Enter the amount incurred for each meal for each day of travel. If actual amounts are claimed, receipts must be attached. Otherwise, enter the appropriate per diem rates.

NOTE: No amount exceeding the established per diem rates for the destination will be reimbursed even with a receipt.

  1. Air/RR/Bus/Car
  • Enter any transportation costs incurred for airfare, train tickets, or bus fare. Appropriate receipts must be attached if seeking reimbursement.

NOTE: If requesting reimbursement, the receipt must indicate that payment was made by the traveler.

  1. Hotel
  • Enter the cost of the hotel for the date indicated. Appropriate itemized receipts must be attached if seeking reimbursement.

NOTE: If requesting reimbursement, the receipt must indicate payment was made by the traveler.

  1. Registration
  • Enter any registration costs incurred. Appropriate receipts must be attached if seeking reimbursement. If the registration was for attendance at a conference or training, ALSO attach a copy of the registration form.

NOTE: If requesting reimbursement, the receipt must indicate payment was made by the traveler.

  1. Gas
  • Enter the cost of gas for the date indicated (you cannot seek reimbursement for both gas and mileage per diem for personal vehicle usage).
  1. Misc
  • Enter any miscellaneous costs, such as parking, tolls, cab fares, shuttles, etc. for the date indicated.
  1. Total
  • This amount is calculated automatically.
  1. Totals from above
  • These amounts are calculated automatically from REIMBURSABLE EXPENSES. Text Field - Forwarded from previous sheet
  • If this page is a continuation of a previous page being submitted at the same time, enter the amounts from the "Total from above" field on the previous sheet here.
  1. Subtotal
  • These amounts are calculated automatically.
  1. Total Miles
  • This amount is calculated automatically based upon the mileage entered above and the current mileage per diem rate.
  1. Less Prepaid Expenses
  • Enter in the appropriate column any expenses prepaid by the University, such as airline, car rental, hotel, or registration costs. Amounts should be entered as positive numbers.
  1. Less Cash Advance
  • Enter the amount, if any, advanced to the traveler for this trip. The amount should be entered as a positive number.
  1. Total Reimbursable Expenses
  • This amount is calculated automatically from REIMBURSABLE EXPENSES.

If a POSITIVE number, this indicates the amount owed to the traveler upon valid submission of all signatures and supporting documentation.

If a NEGATIVE number, this indicates the amount owed to the Cashiers by the traveler. Return excess funds within one working day to the Cashier's Office. The cashier receipt must be attached to the TEV form and submitted to Accounts Payable within one week.

  1. Comments
  • Enter any information pertaining to the travel that may be beneficial to Accounts Payable.  You may also enter details for all expenses in the "Misc" field (date incurred, description, and amount).
  1. Travelers Signature & Title/Date
  • Upon reading the certification on the TEV, it must be signed by the traveler. The traveler's title and the date must also be entered. Only original signatures are accepted.
  1. Approval Signature & Title/Date
  • All TEV's must be signed as approved by the traveler's immediate supervisor. The supervisor's title and the date must also be entered. Only original signatures are accepted. Additional approval signature lines are provided as needed to meet departmental requirements.

NOTE: If any of the travel expenses are being reimbursed utilizing Title III funds, the TEV must also be approved by the Title III Coordinator prior to being submitted to Accounts Payable.

TEV Processing

If costs incurred by the traveler exceed the amount listed on the purchase order by the lesser of 10% of the total purchase order or $50, another requisition must be done for the difference. The new requisition must indicate in the description that it is an addendum to the original purchase order.

Once a valid purchase order is in place and all appropriate receipts and documentation have been submitted, allow at least one week for the check to be issued. See Check Processing Schedule for more details.