Travel Expense Vouchers

Travel Expense Vouchers
Bob Palmer, MD, Treasurer
ACOG District VIII
Port Townsend, WA
Preliminary Work
Consider developing a Section/District
Travel Expense
 Consider sending out a Treasurer’s
Letter to all attendees of your meeting
two months in advance of the meeting
 Get an attendee list in advance
 Get a sign-in sheet at the meeting
Treasurer’s Letter
Dates of meeting
 Location of meeting
 How to make approved reservations
 Number of nights covered for Fellows/JF
 Maximum nightly reimbursement for FLI
 Local transportation issues
 Guest charges, if any
The TEV (Travel Expense Voucher)
The upper portion covers round-trip
travel from the attendee’s home to the
airport, round-trip economy/coach
airfare, round-trip taxi’s from the airport
to the meeting, luggage fees, airport
parking, tolls and ferries; these items are
not subject to the daily limit on FLI
(Food, Lodging & Incidentals)
TEV Processing: 1
Look at the heading of the TEV: Is the
TEV being sent to the correct
 Example: District VIII is (08); the WA
Section is (86)
 Is the attendee using the correct TEV?
 Was the attendee sponsored by your
Section, or by your District?
TEV Processing: 2
Separate the receipts, organize:
Baggage fees
Airport Parking
Receipt required for any expense over $25
TEV Processing: 3
Airline: did the attendee fly
coach/economy? Did the attendee
include charges for seat upgrades,
preferred boarding, reserved seats, fees
for aisle or window seats, etc?
 Is the fare consistent with what others
paid from the same city for this meeting?
 Is the complete receipt attached?
TEV Processing: 4
Hotel: is the original hotel receipt with a
“zero balance” attached?
 Lodging costs include room, taxes, resort
fee, if any, with taxes
 Misc: includes internet fees with taxes,
housekeeping gratuities with taxes,
porterage with taxes, in-room movie with
taxes, basic entry to the health club
TEV Processing: 5
Meals: ask your attendees to indicate on
the receipt how many diners were
covered on the receipt, and how much of
the receipt was the attendee’s portion.
 There is a maximum limit of $115 per
day for meals, including food, beverage,
tax and tip
 Meals also includes meals at departure
airport and in-flight meals
TEV Processing: 6
After you verify all expenses on both the
top and bottom portions of the TEV:
 Check to be sure the expense dates
coincide with the authorized travel dates
 Add all meal costs, lodging costs and
incidentals (Misc) and apply the
maximum FLI rate approved for that
meeting. Adjust the total accordingly.
TEV Processing: 7
Deduct Guest Fees, if any. Remember
that spouses, partners, children
attending Executive Committee or
Advisory Council dinners have to be
charged for their meals
 Circle and initial final approved amount
 Check to be sure attendee signed and
dated the TEV
TEV Processing: 8
The Treasurer now signs and dates the
TEV, and completes the financial coding
 Staple the receipts to the TEV
 Make a copy of the face of the TEV
 Ask your attendees to make a copy of
the face of the TEV and all receipts
 Consider keeping a log of date TEV was
received and date mailed to ACOG FSC
TEV Processing: 9
For accurate reimbursement of mileage
between the attendee’s home and their
departure airport, consider asking for a printout; adjust your mileage
rate every January 1st per IRS rules
 All ACOG reimbursement checks are paid in
US$. Convert foreign currency at
 Check names off the sign-in list as you
authorize payment
Travel Expense Vouchers
Consider developing an Excel spreadsheet
each year listing each meeting, each attendee,
and amount reimbursed (Detail spreadsheet)
 Consider developing an Excel spreadsheet
each year listing the total travel expenditures
for each meeting (Summary spreadsheet)
 These will assist in the next year’s budget

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