General Instructions for all forms:
When you access any of the forms, only those spaces that should be completed will be accessible to you. All lines requiring a signature will not be accessible on-line. The form must be printed and signed by the appropriate person. When the form is completed you should print as many copies as needed and forward them to the appropriate office (e.g. - Purchase requisition to Procurement, Travel to LC 106). You can print a copy for your records or save a copy of the form to your PC by choosing "File" and then "save as" to save the document. If you elect to save the document, you should save it to a folder or disk where you can easily locate the file at a later date and name it something unique that clearly identifies the document contents. For example, a Purchase requisition might be called "officemax10-15-01.xls", a Travel Authorization could be named "TAcolumbia10-15-01.xls", and a Travel Reimbursement could be named "TRcolumbia10-15-01.xls". Of course, these are only suggestions. Use your own system so that you will remember the document names and locations. We will no longer provide the forms in our office. You must use these on-line forms. We would prefer for them to be filled out on line and then printed. You could however print the blank form and manually enter all the information. The procedure for payment will remain the same as well as the procedure for forwarding them to the correct offices. Because of the need for signatures on all forms, we cannot accept e-mailed copies of the documents. They must be printed, signed, and sent to the appropriate office.
Purchase Requisition Instructions:
Please enter the supplier and other important information on the top of the form. In order to get a value to appear in Total Cost column, you should enter the quantity needed and unit price for each item ordered. The Total Cost will be calculated for you based on this information. The only items you will be able to enter in the Total Cost column are the freight and sales tax. Enter the account number to be charged and the amount if you use more than one account number. If you have any unusual situations you may have to print out a blank form and fill it out by hand. When you have completed the Requisition, print it, get the appropriate signature, and forward it to Procurement.
Travel Authorization Instructions:
Make sure you enter the start and end date of the trip. Please pay special attention to the Departure time especially if you will be leasing a vehicle. The Physical Plant needs to know when the vehicle will be needed. If you will have any prepayments, please print extra copies of the form and forward them all to LC 106. Please remember to get your Department Head's signature.
Travel Advance Instructions:
Remember that only out-of-state trips are eligible for Travel Advances. In addition the amount of the advance must be at least $250.00 to qualify. The form must be received by Sheri Smith in LC 106 seven days prior to the date needed to allow for processing time. The check will be held in the Business Office until the date needed. The person requesting the Advance should pick the check up on the date needed.
Travel Reimbursement Instructions:
Section I: Personal Information
All information requested in this section must be provided before the reimbursement voucher can be processed.
Section II: Destination Information
A) Complete date and time (denote A.M. or P.M.) leaving and returning to home base and the destination of the trip. If your trip has more than one destination, follow the same procedure for each one.
B) If you are using a personal vehicle, fill in the mileage driven. If your trip has more than one destination, follow the same procedure for each one. The current reimbursement rate is 56.5 cents per mile.
C) Fill in the cost of lodging plus any taxes in the column headed LODGING. Any telephone calls should be listed in the section for OTHER EXPENSES. Any meals charged to your room should be included in the column for MEALS.
D) Write the total meal cost in the MEALS column. Meals are reimbursed at the current authorized rate.
|If Departure |
|And If Return |
|In State Max. ($25/Day) ||Out-of-State Max. ($32/Day) |
|Before 6:30 a.m. ||After 11:00 a.m. (Breakfast) ||$6.00 ||$7.00 |
|Before 6:30 a.m. ||After 1:30 p.m. (Lunch) ||$7.00 ||$9.00 |
|Before 6:30 a.m. ||After 8:30 p.m. (Supper) ||$12.00 ||$16.00 |
|6:30 a.m. or after |
and before 11:00 a.m.
|After 1:30 p.m. (Lunch) ||$7.00 ||$9.00 |
|6:30 a.m. or after |
and before 11:00 a.m.
|After 8:30 (Supper) ||$12.00 ||$16.00 |
|11:00 a.m. or after |
and before 5:15 p.m.
|After 8:30 p.m. (Supper) ||$12.00 ||$16.00 |
When reimbursement for meals is claimed, the date and time of arrival and departure, starting point and destination must be shown. If this information is not on the travel reimbursement, the reimbursement will be returned and payment will be delayed. Any changes in departure and arrival times must be initialed by the traveler.
*Gratuities are not a reimbursable expense*
Section III: Other Expenses
You must obtain receipts for other expenses whenever possible. Other expenses include materials for workshops, taxi, bus, entry fees payable on site, registration fees paid by you, airline or train tickets purchased by you, parking or any other expenses reasonable and necessary to complete your trip. If there is any doubt about other expenses being reimbursable, list it here and the Business Office will check the current travel regulations to determine whether the expenses are allowed.
Section IV: Prepaid Expenses
A) Prepaid expenses are any amounts paid on your behalf in advance of your departure. The most common prepayments are detailed in this section. Space is provided for any prepayment not detailed.
B) The line for university vehicle should be completed only if you are using a Lander vehicle. The amount for this expense is calculated the same as if you were using a personal vehicle. (See Section II). It is necessary to include this amount in order to arrive at a total cost for the trip. (This amount will be subtracted in Section VI.) Enter the total miles driven in the highlighted section.
Section V: Summary
The totals are calculated for you when you use the online version of the form.
Section VI: Totals
A) If you received a travel advance, fill in the amount of the advance on the line for TRAVEL ADVANCE.
B) The remaining amounts will be calculated for you if you use the online version of the form. If you received an advance in excess of the amount to be reimbursed, the excess amount should be returned when the reimbursement form is turned in.
Section VII: Signature and Account Number
A) The traveler to be reimbursed must sign the form before it can be processed.
B) The Academic Vice President or Chairperson/Department Head must sign the form only if the reimbursement exceeds the authorized amount on the Travel Authorization.
C) Fill in the Index, Account Code and Amount to be reimbursed for each account number to be charged.