DOCUMENT PREPARATION
PREPARATION OF TRAVEL SUPPORT DOCUMENT (STARS FORM 62)
A Travel Support Document (STARS Form 62) illustrated in the Travel Support Document (STARS Form 62) Section of this manual must be prepared in conjunction with a Disbursement Voucher, when a claim is being made for reimbursement of travel expenses. Although the Travel Support Document is not a STARS input form, specific instructions regarding its preparation are outlined in the Travel Support Document (STARS Form 62) Preparation Instructions Section (See Below) of this manual to assist agency personnel in preparing this travel support document. For illustrative purposes, a completed Travel Support Document is shown in the Travel Support Document - Travel Reimbursement Section of this manual.
All receipts, as required, must be attached to the Travel Support Document in order to permit a proper pre-audit by the Comptroller General's Office.
TRAVEL SUPPORT DOCUMENT (STARS FORM 62)
For Travel Support Document (STARS FORM 62) Preparation Instructions (See Below)
TRAVEL SUPPORT DOCUMENT (STARS FORM 62) PREPARATION INSTRUCTIONS
|
NO. |
ITEM |
INSTRUCTIONS |
|
1 |
Agency Number | Enter appropriate three-digit agency code. | ||
|
2 |
Name | Enter name of person to be reimbursed for travel - i.e., (First, Middle Initial, Last). The name must, also, be entered on the Disbursement Voucher as the payee and as the traveler. If traveler is a State employee, enter the payee's name the same as name on payroll. | ||
|
3 |
Social Security Number | Enter the social security number of the traveler. Social Security Number must also be entered on the Disbursement Voucher in space provided for Social Security Number for traveler. | ||
|
4 |
Date | Enter the date on which form is prepared. | ||
|
5 |
Residence | Enter the traveler's home address - i.e., street, city, state and zip code. | ||
|
6 |
Official Headquarters | Enter the name/address of the traveler's official place of business. | ||
|
7 |
Date (MM/DD) | Enter respective dates (month and day) on which expenses were incurred. | ||
|
8 |
Dep/Arr | Enter the following codes to
indicate departure and return. D = Departure A = Arrival |
||
|
9 |
Time (AM/PM) | Enter the time of day (including an indication as to AM or PM) only for departures and arrivals. | ||
|
10 |
Destination of Travel Departure Destination Return |
Enter the point of departure (i.e., name of city) and the destination. Enter the same information for return | ||
|
11 |
1 or 2 | Separate codes for In-State travel and Out-of-State travel are provided. The destination of the trip will determine the classification: 1-In-State, 2-Out- of-State, for all expenses related to the trip. Enter In-State travel on a line and enter Code 1. Enter Out-of-State travel on separate line and enter Code 2. The applicable expenses in each classification will be recorded on the appropriate line. | ||
|
12 |
Auto Miles | Enter the miles traveled in private automobile. | ||
|
13 |
Per Diem | Enter the appropriate amount for Per Diem, as authorized by the General Appropriations Act per regulations. Full-time State employees are not eligible. | ||
|
14 |
Meals | Enter the amount spent for meals, per Budget and Control Board travel regulations. The amount claimed may not exceed maximum amounts in travel regulations. Expenditures for meals without overnight travel are coded 0520. | ||
|
15 |
Lodging | Enter the amount spent for lodging as supported by attached paid receipts. | ||
|
16 |
Air Transportation | Enter the actual expense if air travel occurred on a commercial airline. Use of private aircraft within State is reimbursed at the same mileage rate as for use of private auto. Outside of state, reimbursed up to commercial airline rate. Documentation substantiating the charges must be attached. | ||
|
17 |
Other Transportation | Enter expenses for the transportation other than air or private automobile. | ||
|
18 |
Misc. Travel Expense | Enter expense incurred for non-transportation. Examples are parking fees, telephone, etc. Parking fees must have receipts. | ||
|
19 |
Subsistence Allowance | Enter the amount of subsistence allowance as authorized by the General Appropriations Act and Budget and Control Board Travel Regulations. | ||
|
20 |
Registration Fees | Enter expense for registration fees paid by the traveler. Supporting documentation must be attached. | ||
|
21 |
Non-State Employee Travel | Enter expense incurred by non-state employees for transportation, mileage, lodging, meals and registration fees. Expenditures for meals without overnight travel are coded 0237. | ||
|
22 |
Total | Enter a total of amounts in Field 13 through 20 inclusive, for each line of data. | ||
|
23 |
Total Auto Miles | Enter total of auto mileage In-State on line "1" and Out-of-State on line "2". | ||
|
24 |
Rate Per Mile | Enter the rate per mile for reimbursement for use of private automobile as authorized in the General Appropriations Act and Budget and Control Board Regulations. | ||
|
25 |
Total Auto Mileage | Enter the amount due for auto Reimbursement mileage (miles Field 22 X rate Field 23). | ||
|
26 |
Total Per Diem | Enter the total for Per Diem - In-State - 1 and/or Out-of-State - 2 as appropriate. | ||
|
27 |
Total Meals (Reportable) |
Enter the total for meals coded 0520. | ||
|
28 |
Total Meals (Non-Reportable) |
Enter the total for meals coded 0501 or 0511. | ||
|
29 |
Total Lodging | Enter the total for Lodging in line 1 and/or line 2 as appropriate. | ||
|
30 |
Total Air Transportation | Enter the total for Air Transportation in line 1 and/ or line 2 as appropriate. | ||
|
31 |
Total Other Transportation | Enter total for Other Transportation in line 1 and/or line 2 as appropriate | ||
|
32 |
Total Miscellaneous Travel Expenses |
Enter the total of miscellaneous Travel Expenses in line 1 and/or line 2 as appropriate. A brief explanation of each item claimed in this field must be entered in space on the last three lines of the form. | ||
|
33 |
Total Subsistence Allowance (Reportable) |
Enter the total for Subsistence Allowance coded 0509. | ||
|
34 |
Total Subsistence Allowance (Non-Reportable) |
Enter the total for Subsistence Allowance in line 1 and/or line 2 as appropriate | ||
|
35 |
Total Registration Fees | Enter the total of registration fees in line 1 and/or line 2 as appropriate. | ||
|
36 |
Total Meals (Reportable) (Non-State Employee) |
Enter the total for meals coded 0237. | ||
|
37 |
Total Expenses (Non-Reportable) (Non-State Employee) |
Enter the total coded 0232. | ||
|
38 |
Total Reportable Expenses | Enter the sum of 27, 33 and 36. | ||
|
39 |
Total 1 | Enter the sum of the totals in Fields 24-32 inclusive in line 1. | ||
|
40 |
Total 2 | Enter the sum of the totals in Fields 24-32 inclusive in line 2. | ||
|
41 |
Grand Total | Enter sum of amounts shown in Field 33 line 1 and 34 line 2. | ||
|
42 |
Signature | Signature of traveler requesting reimbursement. | ||
|
43 |
Travel Advance (0599) | Enter the total amount of travel advance received by traveler. If no travel advance received, leave blank. |
TRAVEL SUPPORT DOCUMENT - TRAVEL REIMBURSEMENT
TRAVEL SUPPORT DOCUMENT (STARS FORM 62)
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