PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS. Travel and Business Hosting...

PCard ATM Cash PCard ATM Cash Withdrawal/Miscellaneous Withdrawal/Miscellaneous

Expenses Reconciliation Form Expenses Reconciliation Form VS.VS.

Travel and Business Hosting Travel and Business Hosting Expense Report FormExpense Report Form

Presented by the Flint Accounting OfficePresented by the Flint Accounting Office

Dalana MooreDalana Moore

AGENDAAGENDA DefinitionsDefinitions PCard ATM Cash/Misc Exp Rec PCard ATM Cash/Misc Exp Rec

FormForm Form BreakdownForm Breakdown Scenarios (1-4)Scenarios (1-4)

Travel & Hosting Exp Report FormTravel & Hosting Exp Report Form Form BreakdownForm Breakdown Scenarios (5&6)Scenarios (5&6)

ReferencesReferences Documentation GuidesDocumentation Guides Summary of Reimbursable and Non-Summary of Reimbursable and Non-

Reimbursable ExpensesReimbursable Expenses Quick Tips Quick Tips ResourcesResources

DefinitionsDefinitions

PCard ATM Cash Withdrawal/Miscellaneous PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form (ATM/MER)Expenses Reconciliation Form (ATM/MER)

Used in 2 ConditionsUsed in 2 Conditions1.1. To voucher if the PCard Holder has ATM cash To voucher if the PCard Holder has ATM cash

withdrawal capability on their PCard withdrawal capability on their PCard (max is $100 per day).(max is $100 per day). The form details how the withdrawals are spent and The form details how the withdrawals are spent and

accompanies the PCard statement in the same reporting accompanies the PCard statement in the same reporting period that the withdrawal was made. period that the withdrawal was made.

2.2. To collect any travel or hosting reimbursement due to To collect any travel or hosting reimbursement due to or from the PCard Holder.or from the PCard Holder.

Once a PCard Holder is approved to use their PCard for Once a PCard Holder is approved to use their PCard for travel and/or hosting expenses, the PCard Holder can no travel and/or hosting expenses, the PCard Holder can no longer use the Travel and Business Hosting Expense longer use the Travel and Business Hosting Expense Report Form for reimbursement. The PCard Holder must Report Form for reimbursement. The PCard Holder must use the ATM/MER form instead and submit it with their use the ATM/MER form instead and submit it with their PCard Statement. A reimbursement will be processed PCard Statement. A reimbursement will be processed based on the information provided on this form.based on the information provided on this form.

DefinitionsDefinitions

Travel and Business Hosting Expense Report FormTravel and Business Hosting Expense Report Form –– This form is an accounting for a trip or hosted event and is This form is an accounting for a trip or hosted event and is also used when a reimbursement is due for travel or hosting also used when a reimbursement is due for travel or hosting expenditures. expenditures.

Note: This form should Note: This form should onlyonly be used if the traveler be used if the traveler DOES NOTDOES NOT have a P-Card. have a P-Card.

The cover page is a summary and lists the ChartFields to The cover page is a summary and lists the ChartFields to which each major category of expenditures will be which each major category of expenditures will be charged. Any Travel Advance(s) are also listed on the charged. Any Travel Advance(s) are also listed on the cover page to ensure the proper reimbursement is made. cover page to ensure the proper reimbursement is made.

The second page is a grid to detail each travel expenditure The second page is a grid to detail each travel expenditure by day and type of expense. by day and type of expense.

The third page is a hosting form to complete when hosting The third page is a hosting form to complete when hosting activity must be reimbursed. activity must be reimbursed.

BOTTOM LINEBOTTOM LINEIf the person is a PCard holder, they If the person is a PCard holder, they MUSTMUST use the PCard ATM Form! use the PCard ATM Form!

PCard ATM/Misc Exp FormPCard ATM/Misc Exp Form

Review the FormReview the Form Go over scenario'sGo over scenario's

PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form:The University of Michigan

Voucher No: (A/P Use only):

Name of Cardholder: Billing cycle end date:

Vendor ID #: Contact (Reconciler) Name:

Uniqname: Contact Phone Number:

Home Address: Contact Uniqname:

City, State, Zip

Please list all out-of-pocket (cash) expenses below:

Date Description SpeedChart Account Fund DeptID Program Class Proj/Grant Amount Event ID #

Total Expenses: $0.00

Total ATM Amount Withdrawn for Billing Cycle

Check #

Check #

Due TO/FROM Cardholder: $0.00

I certify that I have not received reimbursement from another source (s) for any expenses claimed. In the event payment is received from anothersource (s) for any portion of the expenses claimed, I assume responsibility for repaying the University in full for those expenses.

Cardholder Name (printed) Date

PCard Administrator Name (printed) Date

You may consolidate expenses on this page and carry the totals to the front page instead of listing each individually on the front page. Breakfast, Lunch & Dinner may be listed on the front page as "Meals". Use a separate itemized page for each trip (each Event ID).

Purpose of Trip:

Event ID: Departure:Date

Destination: Return:Date

Itemized Travel Expenses

All reimbursable expenses must be listed and appropriate original receipts attached.

Date Breakfast Lunch Dinner Ground Transportation Misc. Other(Train, Taxi, Shuttle, etc.) (Tips, etc.)

Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

This form should be attached to the PCard ATM Cash Withdrawal/Miscellaneous Expenses Form only when Hosting activities occur. If there are no travel expenses associated with the Hosting event, Page 2 does not have to be submitted.

Original receipts are required for both employee and non-employee hosting . Please refer to the Standard Practice Guide section501.4-1 for a complete description of the University's travel and business hosting reimbursement policy. For additional information, refer to the Travel Office website: "http://www.umich.edu/~finops/TravelOffice/". This section must be completed in detail to ensure IRS compliance.

Itemized Hosting Expenses

All reimbursable expenses must be listed and appropriate original receipts attached. Expenses paid for in advance using a University purchase order must be listed in the appropriate location on this form. Expenses paid in advance should not be included in the calculations listed on the front the front page of the PCard ATM Cash Withdrawal/Miscellaneous Expense Form.

Date: Description: Amount:

$0.00

Purpose of Hosting Activity:

List of Attendees (attach additional page if necessary): University Affiliation or other Organization:

Miles

Print Cardholder Name Total Miles >

Address of Destination

Mileage Log

Trip Date Purpose of Trip Address of Origination

Odometer Start

Odometer End

Total MilesPer TripAddress of Destination

Mileage Log



PCard ATM Scenario’sPCard ATM Scenario’sCompleting the ATM Cash Withdrawal/Miscellaneous Expense Reconciliation FormCompleting the ATM Cash Withdrawal/Miscellaneous Expense Reconciliation Form

EXAMPLESEXAMPLES

When submitting your PCard statement and receipts, you should also include the ATM When submitting your PCard statement and receipts, you should also include the ATM Cash Withdrawal/Miscellaneous Expense Reconciliation statement if appropriate. This Cash Withdrawal/Miscellaneous Expense Reconciliation statement if appropriate. This form should be attached directly behind your PCard statement if there is PCard activity form should be attached directly behind your PCard statement if there is PCard activity for the month. If not, send the form in by itself. All vendor receipts should be attached for the month. If not, send the form in by itself. All vendor receipts should be attached to this form. Once completed, send the PCard and/or ATM Cash to this form. Once completed, send the PCard and/or ATM Cash Withdrawal/Miscellaneous Expense Reconciliation form to the Flint Accounting Office Withdrawal/Miscellaneous Expense Reconciliation form to the Flint Accounting Office at 213 UCEN 1950.at 213 UCEN 1950.

Example 1:Example 1:Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a research trip she took in September. During the trip she spent exactly $100.00. research trip she took in September. During the trip she spent exactly $100.00. Therefore, she does not owe the University money, nor does the University owe her Therefore, she does not owe the University money, nor does the University owe her money.money.

Example 2:Example 2:Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a research trip she took in September. During the trip she spent $90.00. Therefore, she research trip she took in September. During the trip she spent $90.00. Therefore, she owes the University $10.00. The reimbursement check should be indicated on this owes the University $10.00. The reimbursement check should be indicated on this statement and included when the statement is sent to the Flint Accounting office on statement and included when the statement is sent to the Flint Accounting office on the 15th of the month.the 15th of the month.

Example 3:Example 3:Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for her mileage reimbursement for a meeting she had in Ann Arbor in September. Her her mileage reimbursement for a meeting she had in Ann Arbor in September. Her mileage reimbursement is $52.64 (118.29 miles round trip between Flint and Ann mileage reimbursement is $52.64 (118.29 miles round trip between Flint and Ann Arbor at $.445 per mile). Therefore, Ms. Taurus owes the University $47.36.Arbor at $.445 per mile). Therefore, Ms. Taurus owes the University $47.36.

Example 4:Example 4:Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a Tracy Taurus took $100.00 out of the ATM using her PCard. She used the cash for a research trip she took in September. During the trip she spent $120.00. However, Ms. research trip she took in September. During the trip she spent $120.00. However, Ms. Taurus also watched a movie in her room during the trip. The cost of the movie was Taurus also watched a movie in her room during the trip. The cost of the movie was $10.00. Therefore, she owes the University $10.00, but the University owes Ms. $10.00. Therefore, she owes the University $10.00, but the University owes Ms. Taurus $20.00.Taurus $20.00.


Example 1 Voucher No: (A/P Use only):

Name of Cardholder: Tracy Taurus Billing cycle end date: 9/14/2005

Vendor ID #: 0000044030 Contact (Reconciler) Name: Mary Smith

Uniqname: ttaurus Contact Phone Number: 732-5555

Home Address: 1234 Main St. Contact Uniqname: marsmith

City, State, Zip Flint, MI 48502



9/6-9/9/05 Meals 623528 10000 950330 ADMIN 11000 $50.00 123456

9/6-9/9/05 Tips 623570 10000 950330 ADMIN 11000 $30.00 123456

9/6-9/9/05 Ground Transportation 623542 10000 950330 ADMIN 11000 $20.00 123456


9/6/2005 Total ATM Amount Withdrawn for Billing Cycle 623570 10000 950330 ADMIN 11000 -$100.00

Check #

Check #





***Travel Expenses require an Event ID #***


Purpose of Trip: To attend EFG Conference

Event ID: 123456 Departure: 09/06/05Date

Destination: State College, PA Return: 09/09/05Date




9/6/2005 $3.00 $7.00 $10.00 $9.00

9/7/2005 $5.00 $10.00 $7.00

9/8/2005 $4.00 $11.00 $7.00

9/9/2005 $4.00 $6.00 $10.00 $7.00

Total $16.00 $34.00 $0.00 $20.00 $30.00 $0.00

Example 1

***ALSO ATTACH THE FLINT TRAVEL/HOSTING PRE-AUTHORIZATION FORM***










9/6-9/9/05 Meals 236239 623528 $50.00 123457

9/6-9/9/05 Tips 236239 623570 $30.00 123457

9/6-9/9/05 Ground Transfers (taxis) 236239 623542 $10.00 123457


9/2/2005 Total ATM Amount Withdrawn for Billing Cycle 236239 623570 -$100.00

9/20/2005 Check # 5999 236239 623570 $10.00

Check #







Example 2You may consolidate expenses on this page and carry the totals to the front page instead of listing each individually on the front page. Breakfast, Lunch & Dinner may be listed on the front page as "Meals". Use a separate itemized page for each trip (each Event ID).

Purpose of Trip: Attend QRS Conference


Destination: Toledo, OH Return: 09/09/05Date




9/6/2005 $3.00 $7.00 $5.00 $9.00

9/7/2005 $5.00 $10.00 $7.00

9/8/2005 $4.00 $11.00 $7.00

9/9/2005 $4.00 $6.00 $5.00 $7.00

Total $16.00 $34.00 $0.00 $10.00 $30.00 $0.00










9/7/2006 Mileage 623542 10000 950330 ADMIN 11000 $52.64



9/21/2006 Check # 4876 623570 10000 950330 ADMIN 11000 $47.36

Check #





Example 3You may consolidate expenses on this page and carry the totals to the front page instead of listing each individually on the front page. Breakfast, Lunch & Dinner may be listed on the front page as "Meals". Use a separate itemized page for each trip (each Event ID).

Purpose of Trip: Attend ABC Meeting

Event ID: Departure: 09/07/06Date

Destination: Ann Arbor, MI Return: 09/07/06Date




9/7/2006 Mileage round trip Flint

to Ann Arbor = 118.29

miles @ $0.445 per mile

Total $0.00 $0.00 $0.00 $52.64 $0.00 $0.00

OPTION 1

OPTION 2

Miles

118.29

118.29Print Cardholder Name Tracy Taurus Total Miles >

303 E. Kearsley St., Flint, MI 48502


9/7/2006

Mileage Log


Attend ABC Meeting Wolverine Tower, Ann Arbor, MI

Example 3










9/6-9/9/05 Meals 623528 10000 950330 ADMIN 11000 $70.00 123459

9/6-9/9/05 Tips 623570 10000 950330 ADMIN 11000 $30.00 123459

9/6-9/9/05 Ground Transportation (taxis) 623542 10000 950330 ADMIN 11000 $20.00 123459

9/6/2005 Personal Expense: Hotel In-Room Movie 623514 10000 950330 ADMIN 11000 -$10.00 123459



Check #

Check #

Due TO Cardholder: $10.00






Purpose of Trip: Attedn XYZ Conference


Destination: Chicago, IL Return: 09/09/05Date




9/6/2005 $5.00 $10.00 $10.00 $10.00

9/7/2005 $4.00 $11.00 $5.00

9/8/2005 $6.00 $9.00 $15.00 $5.00

9/9/2005 $3.00 $7.00 $10.00 $10.00

Total $18.00 $37.00 $15.00 $20.00 $30.00 $0.00

Example 4


Travel & Hosting Exp FormTravel & Hosting Exp Form

Review the FormReview the Form Go over scenario'sGo over scenario's

Travel and Business Hosting Expense ReportThe University of Michigan Voucher No.:

Name of Traveler/Host: Vendor ID #:

Home Address: Contact Name:

City, State, Zip: Contact Phone No.:

Employee ID# Contact Unique Name:

Social Sec Number for Event Identifier #:

Non Employees ONLY

Dept. Ref #

Travel and Business Hosting Expenses Claimed

Description Account Domestic Foreign

Speed Chart (6)

Fund (5)

DeptID (6)

Program (5)

Class (5) Amount

Airfare (a) 623500 623614 $0.00

Lodging (b) 623514 623628 $0.00

Meals (c,d,e) 623528 623642 $0.00

Hosting (I) 623812 $0.00

Ground Transportation (f,g) 623542 623656 $0.00

Travel/Hosting ICRX

Other (h) 623570 623600 $0.00Total Expenses: $0.00

Expense Advance 122400 Less


Due to/from Traveler/Vendor: $0.00


Traveler/Vendor Name (printed) Traveler/Vendor Title Traveler/Vendor Signature Date

Higher Admin. Authority (printed) Higher Admin. Authority's Title Higher Admin. Authority's Signature Date

Dept Chair/Dept Manager (printed) Title Date

Title Date

X

Chancellor, Vice-Chancellor, Vice President, Dean or Major Director (printed)

Chancellor, Vice-Chancellor, Vice President, Dean or Major Director Signature (Needed if Total Expenses are greater then $10,000)

Department Chair/Department Manager Signature (Needed If Total Expenses are between $5000 - $10,000)

Proj/Grant

Original receipts are required for both employee and non-employee expenditures. Return unexpended portions of expense advances by personal check made payable to the University of Michigan, and attach to this report. Please refer to the Standard Practice Guide section501.4-1 for a complete description of the University's travel and business hosting reimbursement policy. For additional information, refer to the TravelOffice website: "http://www.umich.edu/~finops/TravelOffice/". This section must be completed in detail to ensure IRS compliance.

Departure:Date Time

Return:Date Time

Itemized Travel ExpensesAll reimbursable expenses must be listed and appropriate original receipts attached. Expenses paid in advance should not be included in the calculationslisted on the front of this form.

Date Airfare Lodging Breakfast Lunch Dinner Ground Transportation Mileage

Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

(a) (b) (c ) (d) (e) (f) (g)

Other Expenses:Date Expenses Claimed Amount

Total Other Expenses: $0.00

(h)Total each column (a-h) and carry the amounts forward to the appropriate section on the front of this form. For example: the total of column (a) aboveshould be posted to the AirFare Amount category on the front of the form. Meals should be the total of column ( c),(d) and (e). The total of columns(f) & (g) should be posted in the Ground Transportation category. The total of column (h) should be posted in the Other category.

Purpose of Event:

Destination:

Exception Policy: Where requested reimbursement does not conform to stated University policies or if a receipt is lost or missing, an exception memorandum must be included with the expense reimbursement report explaining why this is necessary, and describing the missing documentation. The memorandum must be signed by the approving officials as they appear on page one of this report.

This form should be attached to the Travel and Business Hosting Expense Report only when Hosting activities occur. If there are no travel expenses associated with the Hosting event, Page 2 does not have to be submitted.

Original receipts are required for both employee and non-employee hosting. Please refer to the Standard Practice Guide section501.4-1 for a complete description of the University's travel and business hosting reimbursement policy. For additional information, refer to the Travel Officewebsite: "http://www.umich.edu/~finops/TravelOffice/". This section must be completed in detail to ensure IRS compliance.

Itemized Hosting Expenses

All reimbursable expenses must be listed and appropriate original receipts attached. Expenses paid for in advance using a University purchase order must be listed in the appropriate location on this form. Expenses paid in advance should not be included in the calculations listed on the front the front page of the Travel and business Expense Report.

Date: Description: Amount:

$0.00

List of Attendees (attach additional page if necessary): University Affiliation or other Organization:

Purpose of Hosting Activity:

Miles



Mileage Log


Odometer Start

Odometer End

Total MilesPer TripAddress of Destination

Mileage Log



ScenariosScenariosCompleting the Travel and Business Hosting Expense Report Form* Completing the Travel and Business Hosting Expense Report Form*

*Note: This form is ONLY used if the person is *Note: This form is ONLY used if the person is NOTNOT a PCard Holder! a PCard Holder!

SCENARIOSSCENARIOS

The Travel & Business Hosting Expense Report should be completed and all The Travel & Business Hosting Expense Report should be completed and all vendor receipts should be attached to this form. Once completed, send to the vendor receipts should be attached to this form. Once completed, send to the Flint Accounting Office at 213 UCEN 1950.Flint Accounting Office at 213 UCEN 1950.

Example 5:Example 5:Tracy Taurus traveled for a research trip she took in September. During the trip Tracy Taurus traveled for a research trip she took in September. During the trip she spent exactly $100.00 on travel related expenditures. Therefore, the she spent exactly $100.00 on travel related expenditures. Therefore, the University owes her $100.00 to reimburse her for her travel expenses. University owes her $100.00 to reimburse her for her travel expenses.

Example 6:Example 6:Tracy Taurus traveled to Ann Arbor for a meeting in September. Ms. Taurus Tracy Taurus traveled to Ann Arbor for a meeting in September. Ms. Taurus drove her own car to the meeting from Flint and returned back to work after the drove her own car to the meeting from Flint and returned back to work after the meeting was over. Therefore, the University owes Ms. Taurus mileage meeting was over. Therefore, the University owes Ms. Taurus mileage reimbursement is $52.64 (118.29 miles round trip between Flint and Ann Arbor reimbursement is $52.64 (118.29 miles round trip between Flint and Ann Arbor at $.445 per mile). at $.445 per mile).

Travel and Business Hosting Expense ReportThe University of Michigan Example 5 Voucher No.:






Non Employees ONLY

Dept. Ref #



Speed Chart (6)

Fund (5)

DeptID (6)

Program (5)

Class (5) Amount

Airfare (a) 623500 623614 $0.00

Lodging (b) 623514 623628 $0.00

Meals (c,d,e) 623528 623642 $68.00

Hosting (I) 623812 $0.00


Travel/Hosting ICRX









Title Date

Proj/Grant




52225222

Flint, MI 48502

1234 Main St.

Tracy Taurus

Mary Smith

810-732-555

marsmith

123499

0000044030

10000 950330 ADMIN 11000

X

10000 950330 ADMIN 11000


Departure: 9/6/2005Date Time

Return: 9/9/2005Date Time



9/7/2005 9.52 20.75

9/8/2005 11.68 26.05

Total $0.00 $0.00 $0.00 $21.20 $46.80 $0.00 $0.00

(a) (b) (c ) (d) (e) (f) (g)


9/9/2005 32.00



Purpose of Event: Attend JKL Conference

Destination:


St. Louis, MO

Airport Parking

Example 5


Travel and Business Hosting Expense ReportThe University of Michigan Example 6 Voucher No.:






Non Employees ONLY

Dept. Ref #



Speed Chart (6)

Fund (5)

DeptID (6)

Program (5)

Class (5) Amount

Airfare (a) 623500 623614 $0.00

Lodging (b) 623514 623628 $0.00

Meals (c,d,e) 623528 623642 $0.00

Hosting (I) 623812 $0.00


Travel/Hosting ICRX









Title Date

Proj/Grant




52225222

Flint, MI 48502

1234 Main St.

Tracy Taurus

Mary Smith

810-732-555

marsmith

123499

0000044030

236239

X


Departure: 9/7/2006Date Time

Return: 9/7/2006Date Time



9/7/2006 118.29 Miles RT @ 52.64

$0.445 per mile

Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $52.64

(a) (b) (c ) (d) (e) (f) (g)




Purpose of Event: Attend ABC Meeting

Destination:


Ann Arbor, MI

Example 6

Travel

* The Travel & Business Hosting Expense Report (TBHER) with itemized expenses.* Travel Advance Promissory Note (if necessary)* Event ID #* Flint Pre-Authorization for Travel & Hosting Form

One of the following:* Last page of the airline ticket* Email confirmation from the airline showing departure date, arrival date, and class of airfare* Original cancelled check for airfare* Original credit card statement showing airfare payment

One of the following:* Original itemized hotel bill (include only room charges & taxes in the lodging section for the TBHER)* Original cancelled check for hotel* Original credit card statement showing hotel payment

* Original credit card or paid cash receipts for meals over $75**. **Note:Follow Departmental Restrictions on meal limits or receipt requirements.

* Travel expense form including a business purpose and Event #.* If submitting a duplicate itemized hotel bill (or a FAX from a hotel) rather than original document, submit a memo detailing the reason for the duplicate, signed by the PCard Approver* Pre-Authorization, and/or additional memos if needed.

* Traveler* Higher Administrative Authority (HAA)

Hosting

* The Travel & Business Hosting Expense Report (TBHER) with itemized expenses.* Flint Pre-Authorization for Travel & Hosting Form

* N/A * N/A * Original credit card or paid cash receipts for items in excess of $75 ****Note:Follow Departmental Restrictions on receipt requirements.

* A list of attendees with a description of their affiliation to the University.* A flyer or email announcing the event will be accepted too.* Pre-Authorization, and/or additional memos if needed.

* Host* Higher Administrative Authority (HAA)

Travel and Business Hosting Documentation GuideRequired DocumentsTransaction

Type Standard Documentation Airfare Documentation Lodging Documentation Meal Documentation Other Documentation Required Signatures

PCard Transaction (No Travel &

Hosting)

* Original credit card receipt, registration form, subscription form, other proof of cost with the PCard Transaction # slash Sequence # printed in the upper right corner.* PCard Report with signatures.

* N/A * N/A * N/A * Any additional information explaining exceptions, missing receipts, or other business reasons.* If submitting a duplicate rather than original document, submit a memo detailing the reason for the duplicate, signed by the PCard Approver

* PCard Holder* PCard Approver

PCard Transaction for Travel

* Original credit card receipt, registration form, subscription form, other proof of cost with the PCard Transaction # slash Sequence # printed in the upper right corner.* PCard Report with signatures.

One of the following:* Last page of the airline ticket* Email confirmation from the airline showing departure date, arrival date, and class of airfare* Original cancelled check for airfare* Original credit card statement showing airfare payment

One of the following:* Original itemized hotel bill (include only room charges & taxes in the lodging section for the TBHER)* Original cancelled check for hotel* Original credit card statement showing hotel payment

* Original credit card or paid cash receipts for meals over $75**. **Note:Follow Departmental Restrictions on meal limits or receipt requirements.

* Travel expense form including a business purpose and Event #.* If submitting a duplicate itemized hotel bill (or a FAX from a hotel) rather than original document, submit a memo detailing the reason for the duplicate, signed by the PCard Approver* Pre-Authorization, and/or additional memos if needed.

* PCard Holder* PCard Approver* HHA for Travel

PCard Transaction for Hosting

* Original credit card receipt or other proof of cost with the PCard Transaction # slash Sequence # printed in the upper right corner* PCard Report with signatures

* N/A * N/A * Original credit card or paid cash receipts for items in excess of $75 ****Note:Follow Departmental Restrictions on receipt requirements.

* A list of attendees with a description of their affiliation to the University.* A flyer or email announcing the event will be accepted too.* Pre-Authorization, and/or additional memos if needed.

* PCard Holder* PCard Approver* HHA for Hosting

ATM or Miscellaneous

Expense

* Original credit card receipt, registration form, subscription form, other proof of cost * PCard Report with signatures

* N/A * In the case of reimbursement for personal expenses on the hotel bill, highlight the expense on the itemized hotel bill

* Original credit card or paid cash receipts for items in excess of $75 ****Note:Follow Departmental Restrictions on receipt requirements.

* ATM & Miscellaneous Expense form with original receipts, detail expense forms, Pre-Authorization, and/or additional memos if needed.

* PCard Holder* PCard Approver

PCard Documentation Guide

Transaction Type

Required DocumentsStandard Documentation Airfare Documentation Lodging Documentation Meal Documentation Other Documentation Required Signatures

Summary of Reimbursable and Summary of Reimbursable and Non-Reimbursable ExpensesNon-Reimbursable Expenses

See Accounts Payable Website:See Accounts Payable Website:

http://http://www.procurement.umich.edu/pcards.htmlwww.procurement.umich.edu/pcards.html

TravelTravel Hosting & CateringHosting & Catering

Quick TipsQuick Tips

Documentation OrderDocumentation Order Documentation PreparationDocumentation Preparation Documentation NeededDocumentation Needed RulesRules Most Common Most Common

Accounts/ExplanationsAccounts/Explanations

**SEE HANDOUT****SEE HANDOUT**

ResourcesResources

Travel & Hosting SPG 501.4-1Travel & Hosting SPG 501.4-1http://spg.umich.edu/pdf/501.04-1.pdfhttp://spg.umich.edu/pdf/501.04-1.pdf

WebsitesWebsites ProcurementProcurement

http://www.procurement.umich.edu/http://www.procurement.umich.edu/

Financial Services & BudgetFinancial Services & Budget

http://vca.umflint.edu/fs/http://vca.umflint.edu/fs/

PCard ATM Cash Withdrawal/Miscellaneous Expenses Reconciliation Form VS. Travel and Business Hosting...

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