Travel Voucher Slides, Rev 24

Travel Vouchers Overview

Purpose

• This document serves as a guideline for the claiming of travel expenses and outlines the reimbursement process to be followed by employees. It aims to streamline the claiming process and ensure compliance with state regulations.

Document Type

• Official state documents that must be adhered to in order to ensure valid reimbursement requests.

Submission Requirements

• Vouchers must be typed and include original travel documents. It is imperative to note that faxed or emailed copies are not acceptable and original signatures are required. Documentation should be submitted in either blue or black ink only.

• Locate current travel forms on the TDCJ website or the TDCJ intranet to ensure you are using the most up-to-date version.

Performance Objectives

• Familiarize yourself with the per diem amount for overnight travel within Austin.

• Understand the procedure for claiming personal vehicle mileage when conducting business-related travel.

• Recognize the purpose of the Interactive Television & Video Conferencing Form.

• Obtain necessary information for filling out PSV-14 (Record of Transportation and Duties Performed).

• Be aware of the amount allowed for partial per diem related to non-overnight travel.

General Information

Compliance

• Original signatures are compulsory; all corrections must be made with a single line-out and initialed; no correction tape or fluid is permitted.

Submission Timing

• It is crucial to complete travel vouchers as soon as possible after returning from the travel. Monthly submissions are mandatory by the Parole Division to maintain timely processing.

Travel Voucher Compliance

• Ensure that all claimed expenses comply with state laws and travel guide policies to avoid issues with reimbursement.

Additional Information

Fiscal Years

• Travel documents should not overlap fiscal years, which run from September 1 to August 31, in order to maintain clear records and compliance.

Payment Process

• Payments will be issued via direct deposit and should be processed within a 45-day timeframe upon receipt of valid vouchers.

• If a voucher is filled out incorrectly, it will be returned for correction, and reimbursement will be processed within 30 days after the issue is resolved. Falsifying information on travel documents may lead to disciplinary actions and/or criminal charges.

Filling Out Travel Vouchers

Highlighted Boxes to Fill:

• Essential fields that must be completed include:

  • Payee information (including email, ID number, and headquarters details)

  • Travel description (specifying travel purpose, per diem, and lodging)

  • Dates and service information relevant to the travel.

Travel Status Guidelines

Mileage:

• Employees should claim mileage if their personal vehicle is utilized for state business travel. The reimbursement rate is established by the State Comptroller’s Office.

Lodging Requirements:

• Overnight stays are permitted when there is a minimum of 8 hours of combined travel time or event participation.

Meals:

• Per diem reimbursement applies for meals taken during overnight travel. For non-overnight travel, a partial per diem is available for meals when travel exceeds 6 continuous hours.

Vehicle Use Guidelines

State Vehicle:

• Employees are required to prioritize the use of state vehicles for business travel. If a state vehicle is unavailable, this must be documented in the travel voucher.

Personal Vehicle:

• Supervisor approval is necessary for using a personal vehicle when a state vehicle is unavailable. Employees choosing to use their personal vehicle assume the risk of not being reimbursed.

Four-Per-Car Rule:

• Coordination of travel is mandatory for groups of four or more individuals sharing the same itinerary; only one person will be eligible for reimbursement in these cases.

Meal Allowances

Overnight Meal Breakdown:

• Breakfast: $14.00

• Lunch: $19.00

• Dinner: $31.00

• Total Daily Meal Allowance: $64.00

Prohibited Meal Reimbursements:

• Reimbursements for meals that occur at designated headquarters, provided during conferences or seminars, tips, gratuities, and alcoholic beverages are prohibited.

Residency and Duty Point Guidelines

Temporary Headquarters (THQ):

• If a personal residence is closer to the duty point than the official headquarters, it will be treated as a THQ. Meal calculations are based on the travel to and from this residence.

Specific Time Allowances for Meals

Leave Times:

• Meal allowances are specified based on scheduled departure times from TDCJ facilities.

Return Times:

• Meal allowances are also determined by the time of return to TDCJ.

Incidental Expenses

• Definition: Incidental expenses are defined as necessary and reasonable costs incurred during state business, which do not include meals and lodging.

• Reimbursements for incidental expenses may include:

  • Gasoline

  • Telephone and fax charges

  • Internet access

  • Tolls

  • Repairs for state vehicles

  • Work-related purchasing

• Some expenses may be claimed through a Cash Reimbursement Form as an alternative to the Travel Voucher.

Final Steps in Voucher Process

Verification:

• Prior to submission, verify that all sections of the form are completed correctly and original signatures in blue or black ink are included.

• Employees must retain a copy of the voucher for their personal records.

Required Attachments:

• Ensure that all required attachments are included, such as email approvals, agendas from travel, video conferencing confirmations, and hotel receipts, to support the claimed vouchers.

Common Errors to Avoid

• Common mistakes include:

  • Poor quality or illegible documents

  • Missing signatures or initial corrections

  • Incorrect arithmetic calculations on expenses

  • Failure to include all necessary receipts.

• Ensure clarity and completeness in the descriptions of all travel activities and duties.

Conclusion

• It is vital for employees to fill out all necessary forms accurately and submit them in a timely manner to prevent complications in the reimbursement process.