Travel Expense Report Instructions

Important Overall Instructions

  • A separate travel expense report is required for each continuous trip.
  • For now, the web-based form is compatible with PC versions of Chrome and Firefox
  • * indicates a field that is required. In many cases, required fields must be completed to navigate further.
  • Use the tab key to navigate the form from left to right.

Traveler & Department Information (all fields required)

  • Aggie ID, Department, and Name fields refer to the traveler.
  • Preparer Name, Preparer Phone and Preparer Email refer to the person completing the form, in case there are questions.
  • Business Purpose and Benefit: Please use this space to describe the bona fide business purpose of the trip and how it benefitted the university in furtherance of our mission.

Trip Info (all fields required)

  • Departure Date and Departure Time mark the beginning of the trip. Be sure to choose AM or PM.
  • Search Destination by: Choose one of the options (Domestic Zip Code, Domestic City, Foreign Country). Choosing an option will reveal the next field available: Search Term.
  • Search Term: Enter the appropriate description (zip code or city name); partial names are permitted. Clicking on “Go” will populate appropriate options in the Destination Per Diem field.
  • Destination Per Diem: Select one of the options in the dropdown box.
    • If the domestic city is not listed in the per diem tables, the dropdown box may contain “Unlisted Destination.” The appropriate per diem rates for the Continental United States (CONUS) will apply. Please enter the name of the destination city in the box titled “Enter city and state of true destination.”
    • There may be multiple listings for the same destination and different time periods; choose the time frame that includes the trip’s departure date. Time frames are portions of the Federal fiscal year, which begins October 1 and ends September 30.
    • If the destination is not listed by name, try entering just the first few letters of the city name or use the zip code option. Spelling of names must match the per diem tables: for example: entering “St. Petersburg” will not match Saint Petersburg.
  • If the trip included multiple destinations, click on the Add to add another destination. Clicking on the Remove will delete a destination line. Follow the Search Term and Destination Per Diem instructions for each destination.
  • # of Nights is a calculated field; no entry is required or permitted.
  • Return Date and Return Time mark the end of the trip. Be sure to choose AM or PM.
  • Total Trip Duration is a calculated field; no entry is required or permitted.
  • NOTE: When all required fields are completed, # of Nights and Total Trip Duration will be calculated and displayed.

Advance

  • Choose Yes or No (required). Yes indicates a travel advance was received for this trip.
  • If No is chosen, go to the following Travel Expenses section.
  • If Yes is chosen:
    • Choose a Source from the dropdown: Employee or Team, depending on the type of advance.
    • Index is a calculated field based on the Source; no entry is required or permitted.
    • If Source is “Team”, complete the box that appears labeled Travel Encumbrance with the travel encumbrance number; the first three characters, “E00”, are pre-populated.
    • Fill in the Amount of the advance in dollars and cents; no commas are permitted.

Travel Expenses

  • Click on the Expand to the left of each section title to enter information about those expenses.
  • Meals:
    • Choose Meal Per Diem for per diem reimbursement of travel meals, or Meal Reimbursement if claiming an amount less than the meal per diem. Taxes and tips are included in these rates and will not be reimbursed separately. The first and last days of travel will be reimbursed at 75% of the applicable per diem rate at the destination.
    • Choosing Meal Per Diem will display a table with the calculated per diem amounts (based on the destination) for the trip. Enter the numbers of meals (Breakfast, Lunch, Dinner) provided at the event that should be reduced from the reimbursement; the form will not allow the entry of more meals than the number of travel days. All remaining Meal Per Diem fields are computed and no entry is required or permitted.
    • Choosing Meal Reimbursement allows the entry of a total amount claimed for meals; receipts are expected to be submitted with the completed form. Reimbursement is limited to the applicable amount of per diem. This option is to be used for team travel; attach a detailed summary supporting this amount.
    • To restart the entry of Meals, choose Reset Meals.
  • Lodging:
    • Choose Lodging Per Diem for per diem reimbursement of travel lodging, or Lodging Reimbursement if claiming actual lodging costs.
    • Choosing Lodging Per Diem allows the entry of the number of lodging nights and of the amount not being claimed for reimbursement (for example, if a trip is extended for personal reasons). All remaining Lodging Per Diem fields are computed and no entry is required or permitted. Taxes on this amount may be claimed as an “other” expense (below); receipts are required.
    • Choosing Lodging Reimbursement allows the entry of a total amount claimed for lodging; receipts are expected to be submitted with the completed form. Reimbursement is limited to the applicable amount of per diem, unless the traveler stayed at a conference or meeting hotel (documentation needed), at a hotel with which the university has a pricing agreement, or with approval from the relevant dean, vice president or community college president. This option is to be used for team travel; attach a detailed summary supporting this amount.
    • To restart the entry of Lodging, choose Reset Lodging.
  • Transportation:
    • Choose all the applicable categories of transportation. The University Paid column will reflect items paid on purchase orders or using procurement cards; the Reimbursement Amount column should reflect amounts for which reimbursement is being requested.
    • Airfare: Enter the cost of the airfare and indicate how the fare was paid. If paid by PCard or the traveler has previously been reimbursed, this will be reflected as University Paid. If reimbursement is requested, receipts showing the traveler’s name, itinerary, and method of payment are expected.
    • Rental Vehicle: Enter the cost in the appropriate column; if charged directly to NMSU or a PCard was used, complete the University Paid column. Receipts are expected. Fuel purchased for rental vehicles should be claimed under Taxi/Shuttle/Other.
    • Personal Vehicle: Select Mileage or Claiming Fuel Only. For Mileage, enter the number of miles traveled from the standard destinations table (http://travel.nmsu.edu/wp content/uploads/sites/42/2013/06/mileagefigures.pdf) or attach a MapQuest or Rand McNally map showing the miles traveled. Mileage should be determined from the traveler’s official primary place of work; mileage to/from the primary place of work is not reimbursable. The mileage amount will be computed at the appropriate IRS business mileage rate. Reimbursement for employees who elect to drive when commercial air service is available to the destination will be limited to that allowed by BPM section 5C.30.90; use the Airfare Equivalency Worksheet to document the calculation of the comparison cost. If your unit uses a reduced rate, unchecking the Default box will allow entry of the appropriate rate. If Claiming Fuel Only, enter the total amount of fuel purchases; receipts are expected.
    • University Owned Vehicle: Select Fuel paid by University and/or Fuel paid by Traveler. Enter the total amount purchased in each category; receipts are expected.
    • Courtesy Cars (Athletics Only): Select Mileage or Claiming Fuel Only. For Mileage, enter the number of miles traveled from the standard destinations table (http://travel.nmsu.edu/wp content/uploads/sites/42/2013/06/mileagefigures.pdf) or attach a MapQuest or Rand McNally map showing the miles traveled. Mileage should be determined from the traveler’s official primary place of work; mileage to/from the primary place of work is not reimbursable. The mileage amount will be computed at the appropriate IRS business mileage rate. Reimbursement for employees who elect to drive when commercial air service is available to the destination will be limited to that allowed by BPM section 5C.30.90; use the Airfare Equivalency Worksheet to document the calculation of the comparison cost. If your unit uses a reduced rate, unchecking the Default box will allow entry of the appropriate rate. If Claiming Fuel Only, enter the total amount of fuel purchases; receipts are expected.
    • Taxi/Shuttle/Other: Enter amounts to be reimbursed, including fuel purchased for rental vehicles. Receipts are expected.
  • Registration/Conference Fees:
    • Enter the amount of registration or conference fees paid. If paid by purchase order or PCard or the traveler has previously been reimbursed, this will be reflected as University Paid. If reimbursement is requested, receipts are expected.
  • Other:
    • Enter other amounts to be reimbursed; receipts are expected. The first line is designated for parking expenses. Click on the Add to add another expense for reimbursement. Clicking on the Remove will delete an expense line.
    • Other amounts will typically include such items as parking, tolls and taxes on lodging. Other amounts should not include those incidental expenses included in the meals per diem: taxes and tips on meals, fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.

Trip Totals

  • Much of this section will be calculated from amounts entered above. If a dollar limit is imposed by the department on the total reimbursement, check the Maximum Reimbursement box and enter that amount.
  • Click on Calculate Travel Expenses to have the form calculate all trip totals.

Funding

  • The funding section accounts for the trip costs that have not yet been paid by the university: the total of the Reimbursement Amount (subject to any Maximum Reimbursement) and any travel advance to be cleared. Enter the Index, Fund, and Account where expenses are to be charged and the Amount. Click on the Add to add another fund/account line. Clicking on the Remove will delete a fund/account line.
  • The total of all Amounts must match the sum of the Reimbursement Amount (subject to any Maximum Reimbursement) and any travel advance to be cleared.

Comments

  • Provide any additional information needed by approvers and processors to complete the reimbursement.

Form Completion

  • Click on Recalculate Totals if that is needed.
  • Click on Cancel to remove all entries and restart the form.
  • Click on Go to create the PDF version of the form for printing. Save the form as a pdf, attach required documentation, and route it for required approvals per BPM 2.05 (including approvals of any exceptions) before submitting to your fiscal monitor.