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VALENCIA COLLEGE PER DIEM AND OTHER LOCAL MILEAGE VOUCHER

FA-7 Rev.03-09

NAME (print or type) ______________________________________ VID # V0___________________MC______________ PLACE VISITED ______________________________________________________________________________________ DATE AND TIME:

Departure_________________________

Return___________________________________

REASON FOR TRIP ___________________________________________________________________________________ I. II.

PER DIEM: _______Days @ $80.00 per day ……………………………………..……

A. SINGLE ROOM RATE _________Nights @ $______________



Paid by Check Request

$ ______________ ______________

Amount ____________

 Paid by P-Card Trans. ID#__________ Amount _____________ B. MEALS: ______Breakfast ($6) ________Lunch ($11) _______Dinner ($19)……

0.00 ______________

III. TRANSPORTATION: A. Used college vehicle:  YES  NO B. Used public transportation (ticket attached) -- cost of ……………………………

C. Airline tickets charged to P-Card NOTE: Ticket and receipt MUST be attached P-Card Trans. ID #_________________ Ticket amount $___________________ D. Used private vehicle __________ Miles @ $ .445 per mile E. Rental vehicle charged to: P-Card Trans. ID# ___________Amount __________ Other ____________________________________ IV. REGISTRATION FEE (Attach official receipt or registration form) A. Paid by Check Request: Amount $________________ B. Paid by SPD Reimbursement: Amount $________________ C. Paid by P-Card: Trans. ID #_________________ Amount $_________________ D. Paid by Traveler ……………………………………………………………………….

V. MISCELLANEOUS A. Bridge, road and tunnel tolls ………………………………………………………….

B. Taxi, airport limousine fare, attended parking, etc ………………………………….

C. Other (Itemized): ____________________________________________ …………...

(Example Car Rental, Internet Svcs, etc) TOTAL TRAVEL EXPENSE $ VI.

LESS: A. Advanced ……………………………………………………………………….

B. Meals included in registration fee: _____B($6), _____L($11), _____D($19) BALANCE DUE TO (OWED BY) TRAVELER Business Office Receipt #_____________________

______________

______________ _______________

_______________ _______________ _______________ _______________

0.00 _______________ (_______________) 0.00 (_______________)

0.00 $_______________

I hereby certify that this travel claim is true and correct in every material matter; that the expenses were actually incurred by the undersigned as necessary travel expenses in the performance of my official duties; that no other reimbursement has or is to be received from any other source and that same conforms with the requirements of Section 112.061, Florida Statutes.

Traveler Signature

_______________________________

Date ____________

Approved by Supervisor _________________________Print Name ________________________________ Date_____________ Charge to : Index__________ Acct__________ Amount__________Bud. Mgr. Sign.________________Print Name_____________________ Index__________ Acct__________ Amount__________Bud. Mgr. Sign.________________Print Name_____________________ Index__________ Acct__________ Amount__________Bud. Mgr. Sign.________________Print Name_____________________

Submit this form to Accounts Payable DTC-3

PER DIEM AND OTHER THAN IN-DISTRICT REPORT VOUCHER CHECKLIST Print or type traveler’s name.

Include traveler’s Valencia Identification Number (VID#).

Include place visited.

Include date and time of travel for departure and return.

Include reason for trip.

If claiming Per Diem @ $80.00 per day, fill out part I and do not complete part II. Include itemized hotel room(s) receipts. Receipts must show the bill was paid in full.

Meal allowances can be claimed if trip involved overnight lodging away from home.

Calculate meals based on time of travel: Breakfast allowed -

If depart before 6 a.m.

If return after 8 a.m.

Lunch allowed -

If depart before 12 noon If return after 2 p.m.

Dinner allowed -

If depart before 6 p.m.

If return after 8 p.m.

Include flight itinerary or airline ticket receipt(s).

Include printout of maps from Yahoo, Mapquest, or Google, or refer to the http://www2.dot.state.fl.us/CityToCityMileage/viewer.html official D.O.T. highway miles if claiming mileage.

Include transaction # of all expenses paid by P-card.

Indicate how registration fee was paid and include receipt.

Include final agenda of event attended.

Include receipts for other expenses such as tolls, taxi fares, shuttle fares, etc. over $5.00 and tape receipts securely to letter size paper.

Subtract travel advance received (if any).

Subtract meals included in the registration fee.

If balance is negative the amount needs to be remitted to the Business Office using index (es) indicated on the form and note Business Office receipt number by balance line.

Verify that all receipts for travel expenses over $5.00 have been attached.

Include Index and Account.

If charging more than one Index or Account, indicate the dollar amount by each index and account. (Total dollar amount for each index/account must equal the “Total Travel Expense” listed on the form).

Traveler and traveler’s supervisor must sign and date the form.

Obtain signature(s) from the budget manager(s) of index (es) to which travel expenses are charged (Approved signature line).

Reminder: If using SPD funds, send form to Vicki Pipkin mail code 3-33 for approval.

Send form to Accounts Payable at mail code DTC-3.

Out of District Travel Checklist Page 1 of 1

INSTRUCTIONS FOR COMPLETING PER DIEM AND OTHER THAN IN-DISTRICT TRAVEL VOUCHER (FA-7)

PURPOSE This form is submitted to document actual travel expenses, and request reimbursement (if applicable) for: travel outside of Orange and Osceola counties (out-of-district) in order to conduct official College business funds used to pay for an event being held in Orange or Osceola Counties (“in-district” registration fees) This travel should have received previous approval through the submission of the Authorization for Travel or Absence from Campus Form (FA-33).

PERSONS AUTHORIZED Personnel entitled to out-of-district (outside of Orange and Osceola counties) travel reimbursement or In-district registration fees include: Employee (full or part-time) of Valencia Community Student of Valencia College Consultants or advisors to Valencia College Members of Valencia’s District Board of Trustees Others as authorized by the District Board of Trustees, the President, or a Designee GUIDELINES General After completing the trip, reimbursement should be claimed in a timely manner.

Travel must be via the most efficient and economical means. Travel reimbursement is not permitted for state sales tax, valet service, special entertainment, tips and gratuities, personal telephone calls, or any item of a personal nature.

Travel Advances An employee who requested a travel advance must return a completed Per Diem and Other than Local Mileage Voucher with all related receipts supporting the advance to Accounts Payable (MC DTC-3) within thirty (30) days after the trip .

Any employee who does not submit their Per Diem and Other than Local Mileage Voucher with supporting documents within 30 days after returning from the trip forfeits the right to receive any future advances for one year from the date of official notification by the Vice President of Administrative Services or designee.

Out of District Travel Guidelines Page 1 of 2

Student Travel For student travel requirements, please refer to the Student Club and Organization Manual at http://www.valenciacollege.edu/studentdev/clubs2.cfm Other Resources For additional information, please refer to: Valencia Travel Policy 6Hx28:5-08 Travel by Authorized http://www.valenciacollege.edu/generalcounsel/proceduredetail.cfm?RecordID=127 Accounts Payable website at http://www.valenciacollege.edu/accountspayable/

Out of District Travel Guidelines Page 2 of 2

Personnel

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