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 firstname.lastname@example.org.
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:
For expenses paid by credit card your receipts must show:
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:
For expenses paid by personal check your receipts must show:
For expenses paid by cash your receipts must show:
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.
Staff and Organizational Development
Building: Media and Learning Center, Room 246
Contact: Mary Kay Englen