Accounting Services1October 21, 2008 Foreign Travel Voucher Preparation An Overview.

Accounting Services 1October 21, 2008

Foreign Travel Voucher Preparation

An Overview


Prior to the Trip

Print copies of travel spreadsheet Provide large envelope for spreadsheet and

receipts Instruct traveler to log daily expenses Traveler to return completed spreadsheet and

receipts to fiscal staff


Preparing the Voucher

For trips longer than 7 days write “see attached worksheet” on travel voucher

For shorter trips use the regular travel voucher


Travel Expense Spreadsheet

DAILY EXPENSE LOG (Expenses must be in date order)

Departure Time 1st Day of Trip___________ Return Time Last Day of Trip _____________ (determines meal eligibility on 1st/Last Day of Trip)

1 A B C D E F G H I J L M N O

2 Destination Meals Misc Expenses

Comments/Explanations

Conversion

3 Date From ToBreakfas

t Lunch Dinner Lodging Misc ExpenseType of Misc

ExpenseReceipt Number

Sum of Columns D-H

Conversion Rate to four decimals

Total in US Dollars

4 0 0

5 0 0

6 0 0

7 0 0

8 0 0

9 0 0


Readying Receipts

Step 1: Sort the receipts by date Step 2: Number the receipts

Multiple expense categories on one receipt should be numbered 1a, 1b, 1c etc. Example: Three days of lodging would be 1a, 1b and 1c and a meal or taxi charge would be 1d

All receipts should be cross referenced by number on the spreadsheet


Readying Receipts

Step 3: Receipts smaller in size than 8.5 in. by 11.0 in. should be taped, without overlap, on sheets of paper 8.5 in. by 11.0 in. in size. This is a requirement of the Microfilm Dept

Step 4: Receipts or any other relevant information only on the face of the page. Nothing on reverse


Readying Receipts

Step 5: Show the conversion calculation and rate used for each major item such as lodging or major meal or other expense

Step 6: For receipts in languages other than English, label main items such as lodging, meals, internet or taxi


Conversion Calculation

Step 1: Wherever possible, obtain the dollar amount from credit card statement

Step 2: Foreign currency transaction fees charged by credit card companies can be reimbursed. Highlight these on the statement


Conversion Calculation

Step 3: If credit card was not used, then use www.oanda.com to calculate currency conversions

Step 4: Select the date on which bill was settled

Step 5: For small expenses during trips lasting over 7 days use an average rate


Conversion Calculation Step 6: Oanda.com has an average rate calculator.

Providing start and end dates will get you the mean rate for the specified period. Do not print daily rate sheets for each day of the travel period

Step 7: For trips exceeding one month, the average rate will need to be re-calculated for the next period to reflect appropriate rate changes


Conversion Calculations

Step 8: Indicate on the spreadsheet, the conversion rates used

Step 9: Providing actual calculations for specific items, based on Oanda.com, saves processing time in Accounting Services as against merely providing currency rate used


Meal Reimbursement Step 1: Use the web site of US Dept of

State/Rates by Location http://aoprals.state.gov/web920/per_diem.asp to obtain the maximum daily M&IE rate

Step 2: Attach a printout of the M&IE rate for the city within the country and highlight or circle the figure


Meal Reimbursement

Actuals of meal expenses are reimbursable and daily meal expenses should not exceed the M&IE ceiling

Incidentals are taxi or train charges, telephone, Internet or laundry expenses


Questions?

Accounting Services1October 21, 2008 Foreign Travel Voucher Preparation An Overview.

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