Kentucky State University Business Policies and Procedures Manual
including those under $10 without a receipt, must include the amount, date, place, and business purpose.
Payments made for travel expenses that are not sufficiently substantiated will be added as a taxable benefit to the employee in the next available payroll cycle.
Responsible position(s):
Traveler
Accounts Payable Travel
Required documents and access:
Banner
Travel Voucher
Frequency and timing:
Daily, as needed
Steps:
The traveler concludes their trip and submits Travel Voucher (TV) form (PDF fill in) within 30 days of travel with documentation attached to support the travel expenses to be reimbursed. Supporting receipts must detail the amount, date, place, essential characteristics of the expense.
DocuSign routes the TV for approvals. Approvers must be manually entered by the traveler on the form – Department Head, Vice President, Business Office, Grants (if required).
• Accounts Payable Travel will:
Transportation that was not prepaid – airfare, rental car, gas for rental car or
University vehicle, personal vehicle miles with map
Lodging that was not prepaid with $0 balance detailed folio
Registration fees that were not prepaid
Per diem
Other expenses with detailed receipts
Complete a Check Request form
Scan form and attach all receipts, TV/TA, GTV/GTA
Route for approval to grants/compliance or budget
Send approved document to traveler FYI and AP for payment
Print out the approved documents.
Save electronically to SharePoint
File paper forms in the office by TA/GTA number, TV/GTV
G/TA ####-FY, G/TV ####-FY
Manually log documents in excel workbook