Travel Claims:

1. Have you filled in the “Travel Authorization Amount” field?

   If you don't know the travel authorization amount, go to screen 228 in FRS. Tab over to the “ PO_ _ _ _ _ _ ” field and plug in the travel authorization number, for example T354111 and press “Enter”.

2. Does your TOTAL EXPENSE (A+B) exceed the travel authorization amount?

   If so, and the department wants to approve expenses in excess of the original travel authorization amount, has the approver signed the "For expenses in excess of TA amount field? Accounts Payable won't be able to process the reimbursement for the full amount if there is no approving signature for expenses in excess of the TA amount.

3. Did the claimant receive a travel advance?

   If so, is the travel advance amount in the field labeled: LESS TRAVEL ADVANCE REC'D?

4. Is the travel Authorization (TA) number valid?

   A valid TA number must be listed on the claim; the TA must be approved before the claim can be processed.

5. Is the travel authorization number visible and legible in the TA No.: field?

6. Did you lump the total lodging cost on one line instead of listing the cost daily? If so, go back and list the cost daily.

7. Are you unsure of the actual lodging maximum for the destination?

   For the continental U.S. excluding Tennessee, go to www.policyworks.gov. For Tennessee, go to http://bf.memphis.edu/finance/accounting/travel.php.

8. Did you lump the total meals & incidentals per diem cost on one line instead of listing the cost daily? If so, go back and itemize the cost daily.

9. Are you sure of the actual per diem amount for the destination?

   For the continental U.S. excluding Tennessee , go to www.policyworks.gov. For Tennessee, go to http://bf.memphis.edu/finance/accounting/travel.php.

10. Does the lodging cost per day exceed the maximum allowed?

    If so, is there a conference/convention brochure attached showing the actual conference/convention room rate attached to the travel claim? If no brochure or other documentation is available an explanation for the higher room rate should always be listed in the “Comments” section of the travel claim.

11. Are there any unusual TRAVEL expenses listed on the travel claim? If so, give a brief explanation in the “Comments” section of the travel claim.

12. Do you want to [change/add another] account number to use to pay the claim?

    You must attach a memo to the front of the travel claim requesting the change, which has been signed by one higher authority than the claimant on that specific account number.

13. Is the travel claim from a foreign country in foreign currency?

    If so, please make the currency conversions by going to www.oanda.com. Change the currency to match the date of travel (foreign rates change daily). Go to the Country Code and change to the correct Country Code and convert to USD (US Dollars). Print the conversion rates and attach it to the travel claim with the correct conversion amounts on the travel claim.

14. Is the travel claim a Blanket Travel Claim?

    If so, please go to “ Blanket? ” and check “ Y ” for yes. A Blanket travel claim is more than one person traveling on the travel claim or more than one trip on the travel claim.

15. Did you use your vehicle for your travel?

    If so, please go to http://bf.memphis.edu/finance/accounting/travel.php and look up the City and State for exact mileage allowances.

16. Did you use a taxi service?

    If so, the actual cost for cabs will be paid, NO TIPS will be paid.

17. Did you use airport parking?

    If so, the airport-parking limit is $56.00.

18. Did you list the City and State on the travel claim or in Comments, (not just the City)?

19. Did you include supplies on the travel claim? If so, you need to use the Cash Reimbursement Form for supplies.

20. Did you include all receipts for any airfare, hotel, etc. with payment information, not just cost?

21. Did the form print correctly?

Notes: