Filetype Excel XLSX | Posted on 15 Aug 2022 | 3 years ago
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168x Filetype XLSX File size 1.37 MB Source: files.nc.gov
Sheet 1: Instructions
| Travel Expense Reimbursement/Reconciliation Instructions | |||||||||||||||
| The Travel Expense Reimbursement form must be used to reimburse employees, non-employees, and board members for business trips. This is a multi-page form and also serves as a p-card reconciliation form when travel expenses have been charged on an employee's p-card. Travel reimbursement requests are due no later than 30 days after the month in which travel ends. The employee should read and be aware of the Travel policy before completing this form. | |||||||||||||||
| ***DO NOT ADD/MODIFY/DELETE ANY FIELDS OR CHARACTERS ON THIS FORM *** | |||||||||||||||
| 1 | When you are ready to request an employee reimbursement, go to the Travel Expense Reimbursement link under Travel - Forms on the OOC website and open the appropriate file for your travel period. (2 forms currently exist due to a change in reimbursement rates.) | ||||||||||||||
| Daily Summary Page | |||||||||||||||
| (Daily Travel Detail pages should be completed prior to completing the Daily Summary Page in order to get the proper total amounts.) | |||||||||||||||
| 2 | If this form is being used to reconcile p-card purchases, enter the 3-digit division acronym in the Division box and enter the cardholder's name (last name, first name) in the Cardholder box. | ||||||||||||||
| 3 | Put an 'X' in the appropriate box for the person being reimbursed, such as an Employee; Board, Council, Commission, Committee; or Non- Employee) | ||||||||||||||
| a) | Employees must enter their full BEACON number | ||||||||||||||
| b) | Board members, etc. and non-employees must enter their full social security number. | ||||||||||||||
| 4 | If you are requesting a reimbursement for a new employee, check the New Claimant box and send a direct deposit form, cancelled check, and copy of a payroll form with the employee's BEACON number clearly printed on it. | ||||||||||||||
| 5 | If the employee has had a change of address, check the New Address box. | ||||||||||||||
| 6 | Enter the claimant's full payroll name and address. | ||||||||||||||
| 7 | Enter the claimant's Division/Section/Board and Title. | ||||||||||||||
| 8 | Enter the claimant's headquarters (city). | ||||||||||||||
| 9 | Enter the claimant's duty station if it is difference from their headquarters. | ||||||||||||||
| 10 | Enter the claimant's normal work day hours. This is their regularly scheduled work hours when not travelling. | ||||||||||||||
| 11 | Enter the time period covered by the request. This must be the starting date of the trip and the ending date of the travel. | ||||||||||||||
| 12 | The Remit Code/Message field is typically used to record the quantity of gas used (if applicable) or any other information that may need to be noted. | ||||||||||||||
| 13 | The Claimant must sign and date the form. | ||||||||||||||
| 14 | The Supervisor must sign and date the form. | ||||||||||||||
| 15 | The Budget Officer must initial the box to verify that the company/account/center listed are validated and that funds are available for paying the reimbursement. | ||||||||||||||
| 16 | If the travel expenses were charged on a p-card, the P-Card Number box must be completed with the last 8 digits of the cardholder's purchasing card. | ||||||||||||||
| 17 | Enter the amount and appropriate funding information for each p-card receipt, if applicable. | ||||||||||||||
| 18 | Enter any Accrual Codes, if required. (These are required during year-end closing when entering invoices received in July are for June goods or services.) | ||||||||||||||
| 19 | Enter any 1099 codes, if necessary. | ||||||||||||||
| 20 | For non-p-card charges, enter the amount and appropriate funding information in the following section. | ||||||||||||||
| 21 | Enter any NC OpenBook indicator codes, if necessary. | ||||||||||||||
| 22 | Enter any Accrual Codes, if required. (These are required during year-end closing when entering invoices received in July are for June goods or services.) | ||||||||||||||
| 23 | Enter any 1099 codes, if necessary. | ||||||||||||||
| Daily Travel Detail pages | |||||||||||||||
| (Daily Travel Detail pages should be completed prior to completing the Daily Summary Page in order to get the proper total amounts.) Each day in travel status is recorded individually. The claimant's name, identification number, and date will automatically transfer from the Daily Summary page. | |||||||||||||||
| 24 | Enter the date on which the travel begins | ||||||||||||||
| 25 | Enter the location from which you are leaving in the From box and the destination to which you are travelling in the To box. | ||||||||||||||
| 26 | Enter the time you are departing (either am or pm) as well as the time you returned (either am or pm). | ||||||||||||||
| a) | Day trips require both a departure and return time | ||||||||||||||
| b) | Overnight trips will list the departure time on the first day in travel status. The return time will be listed on the final day in travel status. (No other times are needed.) | ||||||||||||||
| 27 | If a private car is used, record the actual number of miles travelled. (The amount will automatically calculate in the Transportation section.) | ||||||||||||||
| 28 | Enter the Purpose of the Trip. | ||||||||||||||
| 29 | Under the Transportation section, list the amounts paid for the appropriate modes of travel used in the proper column. (A legend is provided at the bottom of the page.) | ||||||||||||||
| 30 | Under the Subsistence section, list the per diem amounts to be paid for the number of meals allowed (based on the travel period) in the appropriate column. (A legend is provided at the bottom of the page, and an information box will appear with the current approved per diem rate for each meal.) | ||||||||||||||
| a) | Meals may be charged on the p-card. | ||||||||||||||
| b) | No excess meal allowance will be reimbursed if actual expenses are below the per diem allowance. | ||||||||||||||
| 31 | Under the Other Travel Expenses section, list the type and amount paid for each individual miscellaneous travel expense, such as parking, baggage, registration, etc. (A legend is provided at the bottom of the page.) | ||||||||||||||
| 32 | Daily totals will automatically calculate for private car mileage, transportation, subsistence, and other expenses. | ||||||||||||||
| 33 | Grand totals will automatically calculate for all travel recorded on each Daily Travel Detail page. | ||||||||||||||
| 34 | Multiple Daily Travel Detail pages are provided when in travel status for more than 5 days. Grand totals from Page 1 will automatically transfer to Page 2 in the Totals Brought Forward section. | ||||||||||||||
| 35 | Final grant totals (from the last Daily Travel Detail page used) must be carried forward to the Daily Summary Page. | ||||||||||||||
| DEPARTMENT OF ENVIRONMENTAL QUALITY | |||||||||||
| TRAVEL EXPENSE REIMBURSEMENT/RECONCILIATION FORM | |||||||||||
| ***PLEASE USE YOUR TAB KEY TO ACCESS AVAILABLE FIELDS*** | |||||||||||
| INSTRUCTIONS TO CLAIMANT: Submit one original to your division Travel Contact. Attach all necessary original receipts and other supporting documents to this form, including your TA and any prior written approval of excess registration, lodging and out-of-state travel. Retain one (1) copy for your records. Please complete amount, company, account, and center fields. File no later than 30 days after month in which travel ends. Prepare in ink or type. Make all corrections by drawing line through erroneous data and entering correct data. Do not use white-out. Initial all corrections or revisions. | |||||||||||
| Employee | |||||||||||
| Boards, Councils, Commission, and Committees | |||||||||||
| Non-DENR Employee | |||||||||||
| Beacon ID No./TIN | New Claimant: | New Address: | |||||||||
| B | Division/Section/Board, Title: | ||||||||||
| Claimant's Name (First, Middle Initial, Last) | Headquarters (City): | ||||||||||
| Duty Station (If different from above): | |||||||||||
| Claimant’s Home Address (Street) | Normal Work Day Hours: | ||||||||||
| Start: | End: | ||||||||||
| City, State, Zip | Period Covered by this Request: | ||||||||||
| From: | Through: | ||||||||||
| Remit Code/Message: | |||||||||||
| Under penalties of perjury, I certify this is a true and accurate statement of the city of lodging, expenses and allowances incurred in the service of the State, and this request complies with all Department and State travel policies and regulations. | I have examined this reimbursement request and certify that funds are available in the proper accounting codes to pay this claim, and this request complies with all Department and State travel policies and regulations. | ||||||||||
| 8/14/2022 | |||||||||||
| (Claimant) | (Date) | (Supervisor) | (Date) | Budget Officer | |||||||
| *P-Card Reconciliation - A copy of the approved Travel Authorization, if required, must also be attached to process this reconciliation. (Do not forget receipts.) | |||||||||||
| P-Card Number: | |||||||||||
| AMOUNT | COMPANY | ACCOUNT | CENTER | Accrual Code | 1099 | ||||||
| 9 | $0.00 | Total P-Card Expenses | |||||||||
| NCG ID | FED ID | BID ID | |||||||||
| AMOUNT | COMPANY | ACCOUNT | CENTER | Accrual Code | 1099 | ||||||
| 9 | $0.00 | Total Employee Expenses | Pay Entity: 16 | ||||||||
| (A/P Initials) | (DATE) | (Control Number) | (Control Date) | ||||||||
| OC5a | rev 1-9-19 | ||||||||||
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