Travel Expense Vouchers

Complete the top of the Travel Expense form, typing rather than handwriting. Include your EMPLID and social security numbers. (Your EMPLID is on your paycheck.) Put the address where you want your check or deposit slip sent. Include the purpose of each trip and include your contact phone number in case of questions.

Body of voucher

Every date you list on the voucher needs a time departed and a time returned, even if you're only claiming mileage.

To claim a meal, you must be out of the office at least 4 hours. If you're not out 4 hours and you must attend a meal meeting, put "required" next to the time.

If you are not spending the night away from your work area, the meal is considered a taxable meal. Only meals eaten when you're away from the area overnight are non-taxable.

If you stay with friends or family instead of at a hotel, just put that in the lodging column or an * and reference it below in the miscellaneous expense detail.

Lodging receipts that show no outstanding balance are required for reimbursement. The current state reimbursement rate is $50 plus tax for hotels in North Dakota. Out-of state lodging is reimbursed at actual cost. Always ask for the state or government reduced rate.

In-state meals are reimbursed at breakfast $5.00, lunch $7.50 and dinner $12.50. Maximum reimbursement for out-of-state meals varies by city and is listed on the State of North Dakota per diem Web site. 

Since costs for airline tickets can't be reimbursed until after the trip, you'll probably want to have the ticket purchased through your office so it's not on your personal credit card. If you do purchase the ticket yourself, a copy of the ticket or e-mail confirmation and a copy of the boarding passes is needed.

Miscellaneous expenses:
    Cab - up to $10 requires no receipt
    Business phone calls - reimbursed at actual cost
    Personal phone calls - reimbursed at maximum $5 a day

Mileage on personal vehicles:
    In-state miles reimbursed at 37.5 cents a mile
    Out-of-state mileage is 37.5 cents a mile for the first 300 miles across the state border and .18 a mile for the rest of the mileage to the destination. Rates are the same on the way back: .18 a mile until 300 miles from border and then 37.5 cents a mile.

Total the columns.

List the purpose of each trip in the area provided, and explain expenses such as those in the Other Travel and Misc. Exp column, why you are not claiming mileage or lodging

List the account, fund, dept, program and project numbers the travel reimbursement should come from, and sign the form. No stamps are allowed. The form must have an original signature. Submit the completed form to your supervisor for signature.