Accounting Services1October 21, 2008 Foreign Travel Voucher Preparation An Overview

Accounting Services2October 21, 2008 Prior to the Trip  Print copies of travel spreadsheet  Provide large envelope for spreadsheet and receipts  Instruct traveler to log daily expenses  Traveler to return completed spreadsheet and receipts to fiscal staff

Accounting Services3October 21, 2008 Preparing the Voucher  For trips longer than 7 days write “see attached worksheet” on travel voucher  For shorter trips use the regular travel voucher

Accounting Services4October 21, 2008 Travel Expense Spreadsheet DAILY EXPENSE LOG (Expenses must be in date order) Departure Time 1st Day of Trip___________ Return Time Last Day of Trip _____________ (determines meal eligibility on 1st/Last Day of Trip) 1ABCDEFGHIJLMNO 2 DestinationMeals Misc Expenses Comments/Explanations Conversion 3 Date From To Breakfas tLunchDinnerLodging Misc Expense Type of Misc Expense Receipt Number Sum of Columns D-H Conversion Rate to four decimals Total in US Dollars

Accounting Services5October 21, 2008 Readying Receipts  Step 1: Sort the receipts by date  Step 2: Number the receipts  Multiple expense categories on one receipt should be numbered 1a, 1b, 1c etc. Example: Three days of lodging would be 1a, 1b and 1c and a meal or taxi charge would be 1d  All receipts should be cross referenced by number on the spreadsheet

Accounting Services6October 21, 2008 Readying Receipts  Step 3: Receipts smaller in size than 8.5 in. by 11.0 in. should be taped, without overlap, on sheets of paper 8.5 in. by 11.0 in. in size. This is a requirement of the Microfilm Dept  Step 4: Receipts or any other relevant information only on the face of the page. Nothing on reverse

Accounting Services7October 21, 2008 Readying Receipts  Step 5: Show the conversion calculation and rate used for each major item such as lodging or major meal or other expense  Step 6: For receipts in languages other than English, label main items such as lodging, meals, internet or taxi

Accounting Services8October 21, 2008 Conversion Calculation  Step 1: Wherever possible, obtain the dollar amount from credit card statement  Step 2: Foreign currency transaction fees charged by credit card companies can be reimbursed. Highlight these on the statement

Accounting Services9October 21, 2008 Conversion Calculation  Step 3: If credit card was not used, then use to calculate currency conversions  Step 4: Select the date on which bill was settled  Step 5: For small expenses during trips lasting over 7 days use an average rate

Accounting Services10October 21, 2008 Conversion Calculation  Step 6: Oanda.com has an average rate calculator. Providing start and end dates will get you the mean rate for the specified period. Do not print daily rate sheets for each day of the travel period  Step 7: For trips exceeding one month, the average rate will need to be re-calculated for the next period to reflect appropriate rate changes

Accounting Services11October 21, 2008 Conversion Calculations  Step 8: Indicate on the spreadsheet, the conversion rates used  Step 9: Providing actual calculations for specific items, based on Oanda.com, saves processing time in Accounting Services as against merely providing currency rate used

Accounting Services12October 21, 2008 Meal Reimbursement  Step 1: Use the web site of US Dept of State/Rates by Location asp to obtain the maximum daily M&IE rate asp  Step 2: Attach a printout of the M&IE rate for the city within the country and highlight or circle the figure

Accounting Services13October 21, 2008 Meal Reimbursement  Actuals of meal expenses are reimbursable and daily meal expenses should not exceed the M&IE ceiling  Incidentals are taxi or train charges, telephone, Internet or laundry expenses

Accounting Services14October 21, 2008 Questions?