How to Complete a TEV

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1. Employee Number/Vendor Number: An 11-digit, alphanumeric number assigned to the payee by Payment Services.

2. Payee’s Name and Address: Enter the individual’s name and home or P.O. Box address. Note: Employee reimbursements should be submitted via the GEMS system.

3. Check Description: Information to help the payee identify the payment. You can enter up to 29 characters and/or spaces.

4. Pick Up at Bursar’s: Check the box and provide a five-digit University phone extension in the “phone” field. Note: The Bursar’s Office does not notify departments that checks are ready for pickup.

5. Enclosure: Enclosures are not mailed with reimbursements. The latest version of the TEV does not reflect this field.

6. Departure and Return Dates: Enter the start and end travel dates in this field. Receipts should fall within these dates.

7. Destination: Enter the traveler’s business destination(s) in this field.

8. Purpose: Note the specific ‘University business’ for the trip(Attending Accounts Payable conference,meeting with Jan Doe to discuss financial strategy, etc.).

9. Signature of the Traveler: The traveler is required to certify their travel. The travel desk will accept any reasonable facsimile of the traveler’s signature including:

• An original
• A faxed or scanned copy of the voucher which the traveler has signed
• An e-signature (e-mail) which contains the elements of the voucher (TEV #, dates of travel, purpose, to/from, amount being reimbursed & the statement “I will not seek reimbursement from any other source”)
• An original, faxed or scanned memo signed by the traveler which contains the elements of the voucher (TEV #, dates of travel, purpose, to/from, amount being reimbursed & the statement “I will not seek reimbursement from any other source”)

10. Private Car Mileage: List the number of whole miles and the applicable mileage rate. Multiply these two figures to determine the amount to be reimbursed.

11. Transportation: Enter the total amount of air, train or bus transportation expense.

12. Taxi Fares, Limos: Enter the total amount of taxi, limousine or shuttle charges.

13. Hotel/Motel: The actual hotel/motel expense or the total lodging Per Diem total. Other expenses listed on the itemized hotel bill should be recorded under the appropriate categories.

For ‘how-to’ instructions for Per Diems, view the online Per Diem module.
14. Business Telephone: The total amount of phone charges from your monthly phone billing or hotel billing.

15. Other: The total of all miscellaneous charges that do not fall into any other expense category listed. Provide a brief explanation of the charges in the space provided.

16. Rental Car: The total amount of the rental car and the associated tolls and gas. Note: optional insurances (LDW, PAI, etc) are not reimbursable.

17. Parking/Tolls: The total amount of parking and toll charges

18. Baggage Handling, Storage: Expenses for baggage fees or storage.

19. Meals: Enter the actual individual and business meal expense total or the total Per Diem total. Business Meal expenses must be charged to sub-account 30XX.

For ‘how-to’ instructions for Per Diems, view the online Per Diem module.

20. Total Expenditures: Enter the sum of Fields 10 through 19.

21. Less: Travel advance encumbrance number: This field refers to the issuance of a Non-Salary Travel Advance. If funds were advanced to the traveler, enter the travel advance encumbrance number (TXXXXXX) and the total dollar amount of the advance.

22. Balanced Owed to Traveler: This amount reflects the amount due to the traveler.

Example: Balance owed to the traveler
Example: Equal/zero balance owed to traveler
Example: No travel advance involved

23. Excess of Advance to be Deposited with Bursar: The amount in this field will reflect the deficiency between the ‘Total Expenditures and the ‘Travel Advance’ amount. The traveler should return any excess funds to the University via a Report of Money Received (Form 133). The funds should be deposited into account 0-17817-1620 with the Bursar’s Office. A copy of the Bursar’s receipt should be forwarded with the TEV.

Example: Excess of Advance to be Deposited with Bursar

24. Account Name, Account Number and Amount of Charge: Enter the FAS account name and number in the appropriate fields. Note: If a travel advance has been issued, the account originally charged must be entered when reconciling the advance.

25. Requested By: The name and University extension of the party to be contacted if there are any questions. Note: the latest version of the TEV does not reflect this field; it reflects ‘Contact Person’.

26. Authorized By: The signer authorized on the FAS account(s) being charged. The signer should provide their authorization number and an original signature; proxy signatures, signature stamps or an approver’s initials are unacceptable.