1. Travel Vouchers Procedures for Educational Recovery Staff

2. The Basics Update daily or weekly Include receipts (hotel, parking) Send 1 SIGNED copy Use same form each time…Just clear information from previous voucher, update daily information and “save as” with new file name Do not staple…I just have to pry the staples out!

3. Required on 1 st page of Miscellaneous Expense Voucher Name (as it appears on your tax return), vendor #, Work Station (your home district the MOA is through: County name, Physical Street Address, City & State) Codes for Fund (0100 or 12DA), Accounting Template (E****), Unit (2000), Agency (540) and Object Code (E363) Dates voucher covers Amounts from each category expense that was incurred (should fill in automatically from page 2)

4. Required Items on Second Page Month and Day Time of Departure and Time of Return Location – From and To (use city name…not a county or school name)  Use a separate line for each trip, even if on the same day (unless it is one destination RT) Private Auto Mileage and Round Trip (if applicable, the RT goes in the box above the # of miles) Tolls and Parking (if applicable) Lodging (if applicable)  Must have “zero balance” room folio…Even if the room is direct-billed, a receipt is required as proof of an overnight stay…”Effective Balance” of 0.00 is NOT acceptable

5. Required Items on Second Page (continued) Subsistence (if applicable…only if you stay overnight)  Breakfast = $7.00  Lunch = $8.00  Dinner = $15.00 No receipts are required for meals. KDE reimburses the above amounts and that’s it

6. Required Items on Second Page (continued) Purpose – Please provide name of meeting, where it was held, etc.

7. Top 6 Errors Using assigned school as workstation instead of home workstation (where MOA is from/through) Claiming meals with no overnight stay Not requesting 40-mile waiver Not separating trips taken during the same day – each trip between separate cities, or even separate meetings in the same city, should have its own line and mileage…not lumped together Not filling in all required fields (purpose line, times, etc.) Shortest MapQuest mileage not claimed

8. INCLUDE MAPQUEST

9. Extras Carpooling and staying with family or friends Hotel stays – make your own reservations unless I contact you concerning direct-billing Out-of-State travel

10. Path Voucher Follows Once It Is Mailed Received and date stamped Thorough check of each line and each MapQuest Make any corrections It must be signed by a Supervisor here at the department A copy must be made of the voucher for our records Taken to BUDGETS where they check to see if there is money available to pay it Moves on to FINANCE where someone else “audits” the travel – (this, coincidentally, is where a lot of problems occur for us) Final totals must be entered into the eMars system When I see it post to “Financial Reports”, I will send an e-mail to the ERS or ERL letting them know to expect a check

11. Kristie Kelly Kentucky Department of Education 500 Mero Street – CPT – 8 th Floor Frankfort, KY 40601 502-564-2116 ext 4065