College of Liberal Arts

Travel Reimbursement (VP5)

How It Works | Links | Contact | Tips

The Travel Payment Voucher (VP5) is processed once the travel is complete and the traveler has turned in receipts for reimbursement. Before the travel begins, you must process a Request for Travel Authorization (RTA/VE5).

College Travel Reimbursement Policy

  • Travelers may be reimbursed for actual meal expenses up to the limits shown in the Handbook of Business Procedures, Travel – Meals and Lodging section. If meal expenses exceed $51 per day, itemized meals receipts are required with a written explanation.
  • Travelers may also be reimbursed for actual meal expenses for partial days of travel. 
  • Reimbursements must be processed within 60 days of the last day of travel. If the VP5 is processed late, an approved Travel reimbursement exception request must be included with the paperwork. 
  • Individual departments may set their own meal limits; however, these may not exceed the limits set by the University.
  • Travelers who will be at a duty point for at least one month and lease an apartment or a house (or stay in an apartment or a house owned by the traveler) will not be reimbursed for meal expenses unless approved by the Chair or Director.

How it Works

Back to Top

  1. Once travel is complete, and the traveler has submitted their receipts, log on to *DEFINE to create a new VP5 document within 60 days of the last day of travel. The information you will enter in the VP5 pulls from the RTA/VE5 processed before travel began. See Tips below for more notes regarding special circumstances.
    • The GG1 command is a good resource for overnight travel as it shows the dollar limit per day on state accounts for lodging as well as the combined meal and lodging amounts.
    • Note: Receipts are not required if you are reimbursing for the maximum meal allowance.
  2. Routing: After entering the information related to travel, the VP5 will automatically route directly to OA Travel. If you are using endowment funds, or a faculty travel grant account, it will then route to the Dean’s Office for approval, and then to OA Travel. If you are using funds from another college, and these are not endowment funds, the VP5 will then route to that college for approval, and then to OA Travel.

Links

Back to Top

Note: PDF files require Adobe Acrobat Reader to view.

Contact

Back to Top


Tips or FAQs

Back to Top

  • If you are using an endowment account and the payee is other than the holder of the endowment, please confirm in VP5 notes that the holder (include holder’s name) has given permission for or requested this use of their funds. The VP5 will not be approved without this note.
  • Voucher payment documents cannot combine state and local funds; please submit two separate vouchers.
  • If you are processing payment for foreign travel, please provide the source for currency conversion and the exchange rate(s) in the VP5 doc “Notes.” Preferred site: http://www.oanda.com/convert/classic. Print out the screen showing the exchange rate you have used and attach it with the voucher paperwork.
  • Receipts are not required if you are reimbursing for the maximum meal allowance.
  • If you are processing a payment for a meal for traveler and guests, reimburse using a VPE instead. In this case, the maximum reimbursement for the day on which the traveler is requesting reimbursement for entertainment expenses is reduced, based on the time of day that the entertainment expense occurs. For example, if the traveler eats dinner with colleagues, and requests reimbursement for that dinner as an entertainment expense, the daily allowable reimbursement for the travel expenses will be reduced by $18/$16 (local/state).
  • If you are processing a voucher for travel that spans fiscal years, you will need to process two separate VP5s. Create the first VP5 using the beginning dates until the end of the fiscal year (e.g., 8/1 to 8/31). Indicate the document is “P” for Partial. In the document notes state that this is the first part of reimbursement for travel spanning fiscal years. Submit this VP5. Once it has been approved, create the second VP5, using the first day of the fiscal year until the travel end date (e.g., 9/1 to 9/7). If you have all the receipts, you can designate the document “C” for Complete. In the document notes state that this is the second part of reimbursement for travel spanning the fiscal year. Refer to the document ID of the first VP5. NOTE: If you are using both state and local funds for this travel, you will need to process additional separate VP5s.
  • Make sure you are using the proper codes for check distribution, as specified in the OA Handbook on Voucher Processing (PDF). Use “F” for payments sent to a foreign address, “C” for payments sent to a campus address, “U” for direct deposit & payments sent US mail, “T” for payments accompanied by attachments.
  • Please change the locale codes in all sections to: “I/in-state” if destination is in Texas; “O/out-of-state” if US, outside Texas; “C” if Canada, Hawaii, or Puerto Rico, or US possessions; “M” if Mexico; and “F” if any other foreign country.
  • A traveler may be reimbursed for actual mileage to and from the airport from either the traveler's resicence or place of employment, regardless of the time of day.
  • Reimbursements for mileage must always include a copy of their odometer reading or a printout from mapquest, google, or some other official online mileage guide for point to point.
  • Make sure to use a hotel with a pre-negotiated rate when possible.
  • If a department anticipates that an employee will be at a duty point for at least one month, the expense of leasing an apartment or house may be reimbursed.
  • If an employee travels using state funds, the coversheet must be signed regardless of destination. 


Last Modified: 10 October 2019