ACTE Board Travel Expense Report
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Arkansas ACTE Travel/Expense Report
Board Member's Name:
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Address:
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Purpose of Trip: Travel Date/s:
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Date Submitted:
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I hereby certify that all items of expense included in the above statement were incurred in the discharge of official ACTE business and that they are proper charges supported by the attached receipts. I also certify that I am not receiving reimbursement for these expenses from any other source.
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Signature:
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SUN MON TUE WED THU FRI SAT TOTAL
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Date:
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Location (To/From):
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LODGING
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TRANSPORTATION
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AIR/RAIL
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RENTAL CAR
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GAS
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SUBWAY/SHUTTLE/TAXI
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MILEAGE (Enter Mileage)*
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PARKING
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BAGGAGE FEES
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MAXIMUM ALLOWABLE IRS M&IE RATE**
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BREAKFAST
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LUNCH
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DINNER
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MISCELLANEOUS
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TOTAL
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AMOUNT DUE BOARD
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*Form will calculate POV Business miles at $0.55 rate, please enter milage
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** Travel days are reimbursed at 50% the maximum daily M&IE Rate per Board Policy
ACTE STAFF USE ONLY
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SUPERVISOR SIGNATURE
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Incidental expenses include:
(1) Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and others on ships, and hotel servants in foreign countries;
(2) Transportation between places of lodging or business and places where meals are taken, if suitable meals can be obtained at the TDY site; and
(3) Mailing cost associated with filing travel vouchers and payment of Government sponsored charge card billings.
DATE:
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G/L CODE: AMOUNT
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G/L CODE: AMOUNT
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G/L CODE: AMOUNT
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G/L CODE: AMOUNT
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TOTAL
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Expense Reports Must Be Recieved for Processing Within 45 Days of the Last Date of Travel
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Excerpts from ACTE Policy Manual on Travel Policies
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It is ACTE’s policy to use the most efficient and cost effective methods available for staff and Board travel without causing undue hardship and inconvenience on the traveler. (As a general rule, travelers are not expected to have to travel between midnight and 6:00 a.m.).
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Use low cost advance airfare ticketing: Staff and Board should attempt to take advantage of low cost advance fares to the fullest extent possible (at least 14-21 days in advance of departure date). Any costs incurred because of changes in flights or itinerary should be justified fully. Changes for convenience of the traveler will not be reimbursed.
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Use of personally owned vehicles (POV): A board or staff member may use his/her POV for official travel. Unless specifically approved in advance by the President or Executive Director, reimbursement will be limited to the lesser of: coach airfare, plus airport shuttles, baggage tips and taxis; or POV at the IRS mileage rate plus parking and tolls.
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Baggage Fees: ACTE will reimburse board members for the cost of the first checked bag when spending four nights or less, or the first and second checked bags when spending five nights or more, as authorized by ACTE for official meetings and activities. ACTE will not reimburse for overweight bags.
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Internet Access Fees: ACTE will not pay for internet access fees for Board members.
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Convention and Conference: Board and staff should use ACTE provided transportation and/or taxis rather than rental cars for local travel when on official ACTE business between outlying hotels and meeting sites…In some cases rental cars may be less expensive and may be authorized in advance by the President for the Board and the Executive Director for staff.
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Duration: All attempts should be made to minimize the duration of trips. All reimbursement for lodging will be at the “single” room rate.
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Travel Days: ACTE will reimburse travel days at half the daily Meals and Incidental Expenses rate.
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Members of the Board of Directors, staff and others who are on an ACTE expense account shall be reimbursed reasonable and necessary hotel expenses while attending meetings on behalf of ACTE. The maximum meal allowance, including tips, will follow the IRS guidelines for Meals and Incidental Expenses (M&IE Rate):
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M&IE Total$55 $56 $61 $66 $71 $76
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Continental Breakfast/ Breakfast131314161718
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Lunch141516171819
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Dinner232326283134
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Incidentals555555
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First & Last Day of Travel41.2542.0045.7549.5053.2557.00
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If a meal is furnished while on ACTE travel, Board and staff will not claim reimbursement for that meal.
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An original copy of the airline ticket, showing time of departure and return, will be required. Where expenses are shared, a copy will be accepted provided that the name and address of the other participant is listed.
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To view current “per diem” rates refer to www.gsa.gov
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