[AAMA State Society] Travel Expense Voucher See Reverse Side

[aama state society] travel expense voucher see reverse side for travel expense policies [state society name, contact person, and contact

[AAMA State Society] Travel Expense Voucher
See reverse side for Travel Expense Policies
[State Society name, contact person, and contact information]
Tip: When electronically filling this form out, use the arrow keys on
the keyboard to get from cell to cell.
Name:
Date:
Address:
City/State/ZIP:
The following expenses should be charged to (name and location of
activity):
Note: List only reimbursable expenses, attach receipts, and submit
within 14 days.
Dates of Travel
Day/Date:
Subtotal
For Office Use Only
Travel:
Plane/Rail/Bus Fares
Baggage Fees
Auto Expenses
(See reverse, item 3)
Garage/Parking
Tolls
Local Taxi/Bus Fares
Telephone/Postage
(Trip related only)
Tips
Lodging
Per Diem (Meals)
(See reverse, item 7)
Breakfast
Lunch
Dinner
Misc. (Detail required)
Subtotal:
TOTAL (Complete both subtotal sections before entering total):
$
For Office Use Only
Total Expenses:
$
Vendor no:
Less Travel Advance:
$
ACCOUNT NO:
Less Per Diem Advance:
$
AMOUNT:
$
Amount Owed (attach check):
$
OK’D BY:
Expenses to be reimbursed:
(Allow three weeks.)
$
VOUCHER NO:
[State Society] Policies and Procedures for
-------------------------------------------
Reimbursement of Expenses
=========================
Travel expenses will be reimbursed within the limits established by
the Internal Revenue Service and [the AAMA state society]. The
Internal Revenue Service requires that any expense reimbursement of
$75 or more be substantiated by a paid receipt or other appropriate
documentation attached to this voucher. Your cooperation will expedite
payment.
Travel Allowance
1.
Air Travel: Coach class is reimbursable. Whenever possible,
tickets should be purchased at least one month in advance to take
advantage of discount fares. First-class travel is not
reimbursable. A copy of the plane ticket voucher (white copy) must
be submitted with expense voucher. If you choose to fly first
class or by private plane, or alter your itinerary, you will be
expected to pay the difference between direct round-trip coach
fare and the alterations you have made.
2.
Train or Bus: Train or bus fares are reimbursable. Receipt
required. Cost of airport bus or another surface transportation to
and from the airport is reimbursable. Taxi fares are permissible
only if a bus is not available or time element is critical. Always
ask the driver for a receipt.
3.
Automobile: IRS travel allowance is currently 56 cents per mile—or
least expensive air fare—whichever is less. Be sure to list number
of miles driven. Toll fees and parking charges are also
reimbursable.
4.
Phone Calls: Personal calls made to home or related to other
personal business are not reimbursable.
5.
Tips: Tips connected directly with traveling on official business
will be reimbursed (e.g., porters, hotel attendants, or special
service. These must be itemized.
6.
Hotel: It is expected that representatives attending meetings will
share a twin room whenever possible. (Attach a copy of the hotel
bill to the [AAMA State Society] Travel Expense Voucher.)
Additional time spent at the meeting site (for personal reasons)
is not reimbursable.
7.
Meals: Up to $50 per day will be reimbursed for actual meal
expenses (including tips) or will be advanced upon request.
Itemized receipts (not credit card statements) must be included.
All reimbursements in excess of actual payments must be returned.
[The AAMA State Society] will not reimburse purchases of alcoholic
beverages.
8.
Travel Advance: An amount to cover exact cost of round-trip
expenses and the meal per diem will be advanced by [the AAMA State
Society] upon written request. If you request a travel advance/per
diem for a meeting, return any unused funds, including airfare, to
[the AAMA State Society] within 30 days after the conclusion of
the meeting. In the event of cancellation, if funds/airfare cannot
be transferred to another approved event, they must be returned
within 30 days.
9.
Expenses for one meeting ONLY may be recorded on each voucher. If
more than one meeting is attended, separate vouchers must be
submitted for each. Your voucher should be mailed to [the AAMA
State Society] for payment. Please allow three weeks for payment.
Rev 1/21