Business Expense Spreadsheet 40733 | Form 19 Travel And Business Expenses 2022

Partial file snippet.

Sheet 1: Guidance

	
	
	
		Travel & Business Expense Guidance

Applicable for travel and expenses on or after October 1, 2018 
		
		
	
		To understand the important travel rules and requirements
		Key Tips for Travel and Business Expenses
	
	
		

		

	
	
		This file has three primary Travel and Expense form tabs:
		Form 2.19A - Travel and Business Expense Pre-Authorization Request
	
	
		Form 2.19B - Travel and Business Expense Reimbursement Claim
	
	
		Form 2.19C - Travel and Business Expense Statement in Lieu of Receipts
	
	
		Form 2.19L - Local Travel Mileage Form
	
	
		

		

	
	
		And three sample completed claim tabs:
		Sample Claim #1  (Overnight Travel)
	
	
		Sample Claim #2  (Overnight Travel)
	
	
		Sample Claim #3  (Local Travel)
	
	
		Sample Claim #4  (Local Travel Mileage Form)
	
	
		

		

	
	
		For additional information about travel, business expenses, and reimbursement claim policies and procedures, refer to:
		-- Personnel Policies, Section 2.19 – Travel and Business Expenses
	
	
		https://www.fluvannacounty.org/policyprocedure/page/02-personnel-policies-and-forms
	
	
		-- Contact the Finance Department at (434) 591-1910 for assistance.
	
	
		

		

	
	
		The Federal GSA Per Diem Rates are available online for determining per diem costs for travel, travel day adjustments, and correct rates for the time of year.
		https://www.gsa.gov/travel/plan-book/per-diem-rates
	



Sheet 2: Key Tips

	
	
	
		KEY TIPS FOR TRAVEL AND BUSINESS EXPENSES                                                   Fluvanna County, Virginia
		
	
		ITEM
		DISCUSSION
	
	
		Pre-Authorization
		Authorization required for local or overnight travel, training, or other business expenses obtained prior to commencing the activity.
	
	
		Care in Incurring Expenses
		Authorized travelers are expected to exercise the same care in incurring expenses that he or she would exercise if traveling on personal business and using personal funds.
	
	
		Local Travel
		Travel of less than 50 miles (one-way) from the work station that does not include an overnight stay.
	
	
		Day Travel
		Travel of 50 miles or more (one-way) from the work station that does not include an overnight stay.
	
	
		Overnight Travel
		Travel outside of the county that exceeds twelve hours and includes an overnight stay.
	
	
		Full Day
		Travel departure before 7:00 a.m. and travel return after 6:00 p.m.
	
	
		Meals and Incidental Expenses (M&IE) Per Diem
		Per day amount a traveler may be reimbursed for such expenses in a host city.
	
	
		

		      Includes all meal costs with taxes and tips, and incidental expenses such as
       laundry and fees and tips to baggage carriers, concierges, hotel staff, etc.
	
	
		      Per diem rates are daily rates (no roll-over of per diem from day to day).
	
	
		      M&IE per diem is payable without itemized meal or incidental expense 
        receipts.
	
	
		      M&IE rates are determined based on the location of lodging as follows:
	
	
		   -  Departure day:         Where you spend the night.
	
	
		   -  Return day:               Where you spent the night before returning home.
	
	
		      M&IE per diem is reimbursed at 75% for departure and return days.
	
	
		      For travel less than a full day and 50 miles or more from the work station, the traveler
       may receive partial M&IE per diem if travelling or away from their work station at the
       following times: 
       7:00 am (breakfast), 12 noon (lunch), and/or 6:00 pm (dinner).
	
	
		Pre-Paid Expenses
		Any expense paid by the County before or during the completion of training/travel (e.g., registration fees paid on a County credit card, lodging charged on a county card, etc.).  Such expenses must be identified on the travel claim.
	
	
		Itemized Receipts
		Are required for reimbursable expenses (except meals and incidental expenses covered by a daily per diem rate or mileage for authorized use of a privately owned vehicle for official travel).
	
	
		Per Diem and Other Expenses
		Must appear on the travel claim each day and not summarized by trip, week, or other increment.
	
	
		Non-Reimbursable Expenses
		Laundry; personal telephone calls; entertainment, clothing, personal sundries and services, transportation to places of entertainment, and similar personal items; room service costs that exceed the fixed rate established for the meal incurred, except when necessitated by physical limitations; valet services, except when necessitated by physical limitations; personal "trip insurance" and medical or hospital services; alcoholic beverages; tobacco products; tips and gratuities; fines and penalties; dependent care.
	
	
		Travel Advances
		Cash advances may be authorized by the County Administrator when deemed to cover authorized expenses necessary and appropriate for the traveler’s circumstances.  
	
	
		Travel and Other Expense Reimbursement Claims
		Traveler shall submit a fully itemized travel expense claim with required receipts within 10 days of the travel return date.

NOTE:  Authorized travelers may consolidate multiple reimbursement requests into one form when such action is deemed to be more efficient than submitting multiple single requests for processing (e.g., board or commission members who attend assigned meetings on a periodic or recurring basis).  In such cases, claims will be submitted at least semi-annually.
	
	
		

		

	
	
		The Federal GSA Per Diem Rates are available online for determining per diem costs for travel, travel day
		
	
		adjustments,  and correct rates for the time of year (https://www.gsa.gov/travel/plan-book/per-diem-rates).
		
	
		For questions or clarifications, please contact the Finance Department at (434) 591-1910.
		



Sheet 3: 2.19A - Pre-Auth

	
	
	
		Travel and Business Expense Pre-Authorization Request
		

		

		Form 2.19A
	
	
		Refer to Fluvanna County Policy "2.19 - Travel and Business Expenses" for specific rules and requirements.
		

		
	
		Requestor's Name 
		Department
		Date of Request
		
	
		

		

		

		
	
		Travel / Expense Purpose      (Attach Training/Conference Brochure or other explanatory information)
		Travel Category  (check one)
		
	
		

		

		   Overnight Travel
		
	
		

		   Day Travel (50+ miles one way)
		
	
		

		   Local Travel (within 50 miles)
		
	
		TRAVEL DAY
		1
		2
		3
		4
		5
		6
		7
		

	
	
		Date
		

		

		

		

		

		

		

		

	
	
		Departing From
		

		

		

		

		

		

		

		

	
	
		Arriving At
		

		

		

		

		

		

		

		

	
	
		CATEGORY
		PLANNED EXPENSES
		TOTAL
	
	
		POV Mileage
		

		

		

		

		

		

		

		 $-   
	
	
		Airfare or Rail
		

		

		

		

		

		

		

		 $-   
	
	
		Car Rental
		

		

		

		

		

		

		

		 $-   
	
	
		Taxi/Bus
		

		

		

		

		

		

		

		 $-   
	
	
		Parking & Tolls
		

		

		

		

		

		

		

		 $-   
	
	
		Lodging
		

		

		

		

		

		

		

		 $-   
	
	
		M&IE Per Diem
		

		

		

		

		

		

		

		 $-   
	
	
		Conf./Registration Fee
		

		

		

		

		

		

		

		 $-   
	
	
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		 $-   
	
	
		

		

		

		

		

		

		

		

		 $-   
	
	
		Mileage rate per mile effective Jan 1, 2022
		$0.585 
		TOTAL EXPECTED COST
		 $-   
	
	
		Notes and/or Travel Advance Justification          (When Travel Advance requested, submit form to Finance after Approving Official signature.)
		ADVANCE REQUESTED
	
	
		

		
	
		 $-   
	
	
		I have reviewed and agreed to comply with the County’s Travel and Business Expenses policy and procedures.
		I recommend approval of the travel and business expenses for the purpose listed.
		I hereby authorize the travel and business expenses for the purpose listed.
		
	
		Requestor Signature and Date
		Supervisor / Dept Head Signature and Date
		Approving Official Signature and Date
		
	
		

		

		

		
	
		Reimbursement Category
		Org #
		 Object # 
		 Total

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...Sheet guidance travel amp business expense guidanceapplicable for and expenses on or after october to understand the important rules requirements key tips this file has three primary form tabs a preauthorization request b reimbursement claim c statement in lieu of receipts l local mileage sample completed overnight additional information about policies procedures refer personnel section ndash httpswwwfluvannacountyorgpolicyprocedurepagepersonnelpoliciesandforms contact finance department at assistance federal gsa per diem rates are available online determining costs day adjustments correct time year httpswwwgsagovtravelplanbookperdiemrates fluvanna county virginia item discussion authorization required training other obtained prior commencing activity care incurring authorized travelers expected exercise same that he she would if traveling personal using funds less than miles oneway from work station does not include an stay more outside exceeds twelve hours includes full departure bef...

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Travel & Business Expense Guidance Applicable for travel and expenses on or after October 1, 2018
To understand the important travel rules and requirements	Key Tips for Travel and Business Expenses

This file has three primary Travel and Expense form tabs:	Form 2.19A - Travel and Business Expense Pre-Authorization Request
	Form 2.19B - Travel and Business Expense Reimbursement Claim
	Form 2.19C - Travel and Business Expense Statement in Lieu of Receipts
	Form 2.19L - Local Travel Mileage Form

And three sample completed claim tabs:	Sample Claim #1 (Overnight Travel)
	Sample Claim #2 (Overnight Travel)
	Sample Claim #3 (Local Travel)
	Sample Claim #4 (Local Travel Mileage Form)

For additional information about travel, business expenses, and reimbursement claim policies and procedures, refer to:	-- Personnel Policies, Section 2.19 – Travel and Business Expenses
	https://www.fluvannacounty.org/policyprocedure/page/02-personnel-policies-and-forms
	-- Contact the Finance Department at (434) 591-1910 for assistance.

The Federal GSA Per Diem Rates are available online for determining per diem costs for travel, travel day adjustments, and correct rates for the time of year.	https://www.gsa.gov/travel/plan-book/per-diem-rates

KEY TIPS FOR TRAVEL AND BUSINESS EXPENSES Fluvanna County, Virginia
ITEM	DISCUSSION
Pre-Authorization	Authorization required for local or overnight travel, training, or other business expenses obtained prior to commencing the activity.
Care in Incurring Expenses	Authorized travelers are expected to exercise the same care in incurring expenses that he or she would exercise if traveling on personal business and using personal funds.
Local Travel	Travel of less than 50 miles (one-way) from the work station that does not include an overnight stay.
Day Travel	Travel of 50 miles or more (one-way) from the work station that does not include an overnight stay.
Overnight Travel	Travel outside of the county that exceeds twelve hours and includes an overnight stay.
Full Day	Travel departure before 7:00 a.m. and travel return after 6:00 p.m.
Meals and Incidental Expenses (M&IE) Per Diem	Per day amount a traveler may be reimbursed for such expenses in a host city.
	Includes all meal costs with taxes and tips, and incidental expenses such as laundry and fees and tips to baggage carriers, concierges, hotel staff, etc.
	Per diem rates are daily rates (no roll-over of per diem from day to day).
	M&IE per diem is payable without itemized meal or incidental expense receipts.
	M&IE rates are determined based on the location of lodging as follows:
	- Departure day: Where you spend the night.
	- Return day: Where you spent the night before returning home.
	M&IE per diem is reimbursed at 75% for departure and return days.
	For travel less than a full day and 50 miles or more from the work station, the traveler may receive partial M&IE per diem if travelling or away from their work station at the following times: 7:00 am (breakfast), 12 noon (lunch), and/or 6:00 pm (dinner).
Pre-Paid Expenses	Any expense paid by the County before or during the completion of training/travel (e.g., registration fees paid on a County credit card, lodging charged on a county card, etc.). Such expenses must be identified on the travel claim.
Itemized Receipts	Are required for reimbursable expenses (except meals and incidental expenses covered by a daily per diem rate or mileage for authorized use of a privately owned vehicle for official travel).
Per Diem and Other Expenses	Must appear on the travel claim each day and not summarized by trip, week, or other increment.
Non-Reimbursable Expenses	Laundry; personal telephone calls; entertainment, clothing, personal sundries and services, transportation to places of entertainment, and similar personal items; room service costs that exceed the fixed rate established for the meal incurred, except when necessitated by physical limitations; valet services, except when necessitated by physical limitations; personal "trip insurance" and medical or hospital services; alcoholic beverages; tobacco products; tips and gratuities; fines and penalties; dependent care.
Travel Advances	Cash advances may be authorized by the County Administrator when deemed to cover authorized expenses necessary and appropriate for the traveler’s circumstances.
Travel and Other Expense Reimbursement Claims	Traveler shall submit a fully itemized travel expense claim with required receipts within 10 days of the travel return date. NOTE: Authorized travelers may consolidate multiple reimbursement requests into one form when such action is deemed to be more efficient than submitting multiple single requests for processing (e.g., board or commission members who attend assigned meetings on a periodic or recurring basis). In such cases, claims will be submitted at least semi-annually.

The Federal GSA Per Diem Rates are available online for determining per diem costs for travel, travel day
adjustments, and correct rates for the time of year (https://www.gsa.gov/travel/plan-book/per-diem-rates).
For questions or clarifications, please contact the Finance Department at (434) 591-1910.

Travel and Business Expense Pre-Authorization Request								Form 2.19A
Refer to Fluvanna County Policy "2.19 - Travel and Business Expenses" for specific rules and requirements.
Requestor's Name			Department				Date of Request

Travel / Expense Purpose (Attach Training/Conference Brochure or other explanatory information)						Travel Category (check one)
							Overnight Travel
							Day Travel (50+ miles one way)
							Local Travel (within 50 miles)
TRAVEL DAY	1	2	3	4	5	6	7
Date
Departing From
Arriving At
CATEGORY	PLANNED EXPENSES							TOTAL
POV Mileage								$-
Airfare or Rail								$-
Car Rental								$-
Taxi/Bus								$-
Parking & Tolls								$-
Lodging								$-
M&IE Per Diem								$-
Conf./Registration Fee								$-

								$-
								$-
Mileage rate per mile effective Jan 1, 2022	$0.585	TOTAL EXPECTED COST						$-
Notes and/or Travel Advance Justification (When Travel Advance requested, submit form to Finance after Approving Official signature.)								ADVANCE REQUESTED

								$-
I have reviewed and agreed to comply with the County’s Travel and Business Expenses policy and procedures.			I recommend approval of the travel and business expenses for the purpose listed.			I hereby authorize the travel and business expenses for the purpose listed.
Requestor Signature and Date			Supervisor / Dept Head Signature and Date			Approving Official Signature and Date

Reimbursement Category			Org #		Object #		Total

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