Trip Voucher Tips For Staff Revitalization Funds

Trip Vouchers are issued to Staff Revitalization and Professional Conference Funds recipients attached to their award letter. If you have misplaced your award packet please contact Mary Kay Englen at Staff and Organizational Development, 408-864-8322 or englenmarykay@deanza.edu.

Your completed trip voucher, with receipts and proofs of payment, is due at the De Anza College Staff Development Office no later than 45 days after your conference. Please read these instructions prior to attending your event so that reimbursement payment can be issued promptly. District auditors require original receipts and proof of payment to be turned in with the Trip Voucher. Please make a copy of your receipts for your own records before turning them in. Staff Development staff will obtain the Associate Vice President of Instruction’s signature on your trip voucher.

Staff Revitalization and Professional Conference Funds only reimburse faculty, up to the limit approved by the committee, for:

• Transportation (airfare, mileage up to the first 300 miles, or public transportation)
• Lodging (up to $200.00 per day, including local tax) [only for events further than 75 miles away from the college])
• Conference or Seminar Fees

Classified Professionals may also submit receipts for meals, up to the approved limits, ground transportation, and parking fees.

 For expenses paid by credit card your receipts must show:

• your name
• that the transaction was completed (specifically, for airline and hotel receipts) [must show a $0.00 balance due]
• your credit card type (i.e. Visa, Master Card, American Express, etc.)
• if you are submitting a VISA receipt, it must show either the first 4 or the last 4 digits of the credit card#.

If all of the above information is not included on the receipt, then you must provide an original credit card statement that shows the credit card transaction on it (you may black out all other information on the statement as long as your name, the first or last four digits of the credit card number and the specific transaction are showing).

For expenses paid by an online payment system (i.e. PayPal) you must include with your receipt:

• an original credit card statement that shows the credit card transaction on it (you may black out all other information on the statement as long as your name, the first or last four digits of the credit card number and the specific transaction are showing).

For expenses paid by personal check your receipts must show:

• payment was made by personal check (not a district-issued check). If that is not imprinted on the check, write “paid by check” on the receipt and initial it.
• the check number (if the number is not imprinted on the receipt, then you should record the check # on the receipt yourself and initial it).
• if no receipt was issued for your check, or the receipt does not indicate that you paid by check (i.e. for conference fees) then turn in the original canceled check or a copy of the check that shows both sides of it, or a copy of your bank statement showing the check # and transaction on it.

For expenses paid by cash your receipts must show:

• “cash” (if it’s not already indicated on the receipt, please write “paid in cash” on the receipt and initial it).

If your division or department has already paid for part of your expenses and wishes to transfer the approved expense(s) against your award: obtain a budget query from your department budgeter that shows the expense or transaction in Banner, and send it to the Staff Development Office with your trip voucher for processing an Expense Transfer. If this expense was charged to a district ProCard, then the original credit card receipts should remain in possession of the ProCard holder.

If your event is being partially reimbursed by your department or division or another budget on campus, complete the attached trip voucher for ALL expenses and have that budgeteer fill in their portion of your expenses, the FOAP #, and the authorizing signature prior to turning in your trip voucher and receipts to Staff Development.

If you feel uncomfortable with turning in personal receipts and statements, talk to your Division Administrative Assistant about covering expenses with Requests for Checks or your division Procurement Card.