Business Expense Spreadsheet 33197 | Travel Expense Report Domestic 2022

Partial file snippet.

Sheet 1: Instructions

	
	
	
	
		BARNARD COLLEGE
		
	
		DOMESTIC TRAVEL & EXPENSE REPORT INSTRUCTIONS                                                
		
	
		

		
	
		Finance & Operations/Accounts Payable - 115 Milbank Hall
		
	
		NOTE: Each trip must be submitted on a separate travel & expense report
		
	
		

		
	
		SECTION 1:
		

		PAYEE INFORMATION
		
	
		

		
	
		Steps
		1
		Enter the Employee (Payee) Name
		
	
		2
		Enter the Payee's Home Address (P.O. boxes, campus, office or temporary addresses are not allowed).
		
	
		
	
		3
		Check the address change box to indicate that your address has changed.
		
	
		

		
	
		

		
	
		SECTION 2:
		

		BUSINESS PURPOSES & ITEMIZED EXPENSES
		
	
		

		

		

		

		

		

		

		

		

		

	
	
		Steps
		4
		Select the check pick-up box if you want the check held at the Bursar's office for pick up
		
	
		5
		Enter the Overall Business Reason for incurring either Travel or Business expenses on behalf of the College (please be specific).
		
	
		

		
	
		

		6
		Enter itemized expenses. List each expense in detail and include the date, amount and circumstances (Business Reasons) that demonstrate why the expense was necessary and reasonable in order to conduct College business.
		
	
		
	
		
	
		

		7
		Use the Personal Vehicle Mileage section to calculate personal vehicle mileage reimbursement amounts (the College does not reimburse for gas on private vehicle usage because it is included in the Federal Mileage Reimbursement Rate).
		
	
		

		

		amounts (the College does not reimburse for gas on private vehicle usage because it is in
		
	
		

		

		the Federal Mileage Reimbursement Rate). Please include a map or other printout showing miles driven or miles calculated to this report.
		
	
		

		
	
		SECTION 4:
		

		ACCOUNTING
		
	
		

		
	
		Steps
		8
		Enter any travel advance amounts in the bottom right-hand tally section.
		
	
		9
		Verify the total expense for each account and object code to be charged. Be sure that the account distributions total the total amount of the expense report. Travel and entertainment will be automatically allocated; other will need to be assigned the associated object code
		
	
		
	
		

		
	
		SECTION 5:
		

		OPTIONAL WORKSHEETS
		
	
		

		
	
		Step
		10
		Use the Extra Page for more itemized expense entries
		
	
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

	
	
		SECTION 6:
		

		CERTIFICATION & COMPLIANCE
		
	
		  Each expense must conform to Barnard College policy, and the rules of the IRS, Federal Government or any Granting Agency.
		
	
		
	
		
	
		
	
		
	
		Steps
		11
		The employee must sign and date the report, certifying the legitimate, reasonable and necessary business nature of all expenses being reimbursed.
		
	
		
	
		12
		Enter the Approver's Name
		
	
		13
		Authorized Approver must sign and date the Report, certifying the legitimate, reasonable and necessary business nature of all expenses being reimbursed.
		
	
		
	
		14
		Enter the Dept. Name 
		
	
		15
		Enter the Dept. Contact Name and Phone Number
		
	
		

		
	
		FINAL STEPS
		

		

		
	
		

		
	
		Steps
		16
		Save and print the report (print entire workbook if used)
		
	
		17
		Attach all supporting documentation including event flyers, flight information, all itemized hotel bills and receipts taped to 81/2 x 11 sized paper and reference to itemized expense #.
		
	
		

		
	
		18
		Copy the report and all receipts to keep a record on file.
		
	
		19
		Forward to the Accounts Payable Department - 115 Milbank Hall for processing
		



Sheet 2: T&E Report

	
	
	
	
	
	
	
	
	
	
	
	
	
	
		BARNARD COLLEGE
		
	
		Revised January 4, 2022                                                  DOMESTIC - TRAVEL & EXPENSE REPORT                                  
		
	
		

		

		VOUCHER #   
		
	
		Finance & Operations/Accounts Payable - 1320 Interchurch Center
		

		
	
		US$ Only
		
	
		EMPLOYEE (PAYEE) NAME
		

		CHECK PICK-UP (OPTIONAL) Check box to request check pick-up at Bursar's Office (5)
		
	
		

		
	
		PAYEE'S HOME ADDRESS                                                        STREET
		

		

		

		

		

		

		

		

		

		

		

		

		
	
		

		

		
	
		

		

		

		

	
	
		CITY                                                                                                                                                                         STATE                                                                    
		

		

		

		

		STATE
		

		

		

		

		ZIP
		

		

		

		

	
	
		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		Please check box if your home address has changed (3)
		
	
		

		

		

		

		

		

		

		

		

		

		

		

		
	
		OVERALL BUSINESS PURPOSE (for conference, attach flyer or forms)
		

		
	
		

		

		

		

		

	
	
		

		

		

		

	
	
		ITEMIZED EXPENSE DESCRIPTIONS (13)
		

		

		

		

	
	
		EXPENSE NO. 
		DATE OF EXPENSE
		BUSINESS PURPOSES
		In the space below, describe each expense, including the business purpose.
		Amounts in US $ (15)
		Total Expense Amount
	
	
		Travel
		Entertainment
		Other
		
	
		578104
		578102
		5XXXXX
		
	
		1
		

		2022 Mileage Rate
		# miles
		

		rate/mile
		$0.585 
		

		$0.00
		

		

		$0.00
	
	
		2
		

		

		

		

		

		$0.00
	
	
		3
		

		

		

		

		

		$0.00
	
	
		4
		

		

		

		

		

		$0.00
	
	
		5
		

		

		

		

		

		$0.00
	
	
		6
		

		

		

		

		

		$0.00
	
	
		7
		

		

		

		

		

		$0.00
	
	
		8
		

		

		

		

		

		$0.00
	
	
		9
		

		

		

		

		

		$0.00
	
	
		10
		

		

		

		

		

		$0.00
	
	
		11
		

		

		

		

		

		$0.00
	
	
		12
		

		

		

		

		

		$0.00
	
	
		13
		

		

		

		

		

		$0.00
	
	
		14
		

		

		

		

		

		$0.00
	
	
		15
		

		

		

		

		

		$0.00
	
	
		

		

		Subtotal in US $
		$0.00 
		$0.00 
		$0.00 
		$0.00 
	
	
		Totals from Extra Page 
		0.00 
		0.00 
		0.00 
		0.00 
	
	
		Subtotal Expenses US$
		

		

		$0.00 
		$0.00 
		$0.00 
		$0.00 
	
	
		

		

		

		

		

	
	
		

		

		

		

		

	
	
		

		

		

		

		

	
	
		Grand Total Expenses US$
		$0.00
		$0.00
		$0.00
		$0.00
	
	
		ACCOUNT NUMBER                                                     OBJECT CODE 
		AMOUNT
		SUMMARY OF BALANCE DUE
		
	
		XX-XX-XXXX-XXXXXX
		578104
		$0.00 
		

		

		

		

		

	
	
		

		578102
		0.00 
		TOTAL EXPENSES
		

		

		

		$0.00 
	
	
		

		5XXXXX
		0.00 
		ENTER TRAVEL ADVANCE (IF ANY)
		

		

		

		

	
	
		Travel Advance
		

		0.00 
		SUBTOTAL
		$0.00 
	
	
		

		

		

		AMOUNT DUE BARNARD COLLEGE
		

		

		

		$0.00 
	
	
		ACCOUNT DISTRIBUTION TOTAL
		$0.00 
		AMOUNT DUE EMPLOYEE
		

		

		

		$0.00 
	
	
		

		
	
		PAYEE'S SIGNATURE 
		  DATE  
		

		

		

		

		

		

		

		

	
	
		X
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

	
	
		I certify that these expenses were actual and reasonable and incurred in accordance with policy for the official business of Barnard College.
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		I certify that no portion of this claim was free of charge, previously reimbursed from any other source, or will be paid from any resource in the future. 
		

		

		

		

		

		

		

		

		

		

		DEPARTMENT CONTACT (15)
		
	
		APPROVER'S NAME 
		

		

		

		

		

		

		DEPT. NAME  (14)
		 NAME
		

		
	
		

		

		

		

		

		

		

		

		

		

		

		
	
		APPROVER'S SIGNATURE 
		

		

		

		

		  DATE  
		

		

		PHONE
		

		
	
		X
		

		
	
		I certify that I have reviewed all claims associated with this reimbursement.  I have found them to be in accordance with both Barnard College 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		policies and procedures and the policies of any sponsoring agencies funding these activities and I hereby authorize payment.

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...Sheet instructions barnard college domestic travel amp expense report finance operationsaccounts payable milbank hall note each trip must be submitted on a separate section payee information steps enter the employee name s home address po boxes campus office or temporary addresses are not allowed check change box to indicate that your has changed business purposes itemized expenses select pickup if you want held at bursar for pick up overall reason incurring either behalf of please specific list in detail and include date amount circumstances reasons demonstrate why was necessary reasonable order conduct use personal vehicle mileage calculate reimbursement amounts does reimburse gas private usage because it is included federal rate map other printout showing miles driven calculated this accounting any advance bottom righthand tally verify total account object code charged sure distributions entertainment will automatically allocated need assigned associated optional worksheets step ext...

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BARNARD COLLEGE
DOMESTIC TRAVEL & EXPENSE REPORT INSTRUCTIONS

Finance & Operations/Accounts Payable - 115 Milbank Hall
NOTE: Each trip must be submitted on a separate travel & expense report

SECTION 1:		PAYEE INFORMATION

Steps	1	Enter the Employee (Payee) Name
	2	Enter the Payee's Home Address (P.O. boxes, campus, office or temporary addresses are not allowed).

	3	Check the address change box to indicate that your address has changed.


SECTION 2:		BUSINESS PURPOSES & ITEMIZED EXPENSES

Steps	4	Select the check pick-up box if you want the check held at the Bursar's office for pick up
	5	Enter the Overall Business Reason for incurring either Travel or Business expenses on behalf of the College (please be specific).

	6	Enter itemized expenses. List each expense in detail and include the date, amount and circumstances (Business Reasons) that demonstrate why the expense was necessary and reasonable in order to conduct College business.


	7	Use the Personal Vehicle Mileage section to calculate personal vehicle mileage reimbursement amounts (the College does not reimburse for gas on private vehicle usage because it is included in the Federal Mileage Reimbursement Rate).
		amounts (the College does not reimburse for gas on private vehicle usage because it is in
		the Federal Mileage Reimbursement Rate). Please include a map or other printout showing miles driven or miles calculated to this report.

SECTION 4:		ACCOUNTING

Steps	8	Enter any travel advance amounts in the bottom right-hand tally section.
	9	Verify the total expense for each account and object code to be charged. Be sure that the account distributions total the total amount of the expense report. Travel and entertainment will be automatically allocated; other will need to be assigned the associated object code


SECTION 5:		OPTIONAL WORKSHEETS

Step	10	Use the Extra Page for more itemized expense entries


SECTION 6:		CERTIFICATION & COMPLIANCE
Each expense must conform to Barnard College policy, and the rules of the IRS, Federal Government or any Granting Agency.




Steps	11	The employee must sign and date the report, certifying the legitimate, reasonable and necessary business nature of all expenses being reimbursed.

	12	Enter the Approver's Name
	13	Authorized Approver must sign and date the Report, certifying the legitimate, reasonable and necessary business nature of all expenses being reimbursed.

	14	Enter the Dept. Name
	15	Enter the Dept. Contact Name and Phone Number

FINAL STEPS

Steps	16	Save and print the report (print entire workbook if used)
	17	Attach all supporting documentation including event flyers, flight information, all itemized hotel bills and receipts taped to 81/2 x 11 sized paper and reference to itemized expense #.

	18	Copy the report and all receipts to keep a record on file.
	19	Forward to the Accounts Payable Department - 115 Milbank Hall for processing

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