Trip Information

1. Traveler Information: Name, Banner ID, department, and campus mailing address of the traveler.

2. Trip Number: 7-digit Trip number obtained through Banner Self-Service for this trip.

3. Contact Person: Name and phone number of the person who should be contacted with questions and information regarding this trip.

4. Purpose of Trip: Purpose of the trip, including the conference name, if applicable.

5. Meal or Lodging Per Diem Rates: If requesting reimbursement for meals or lodging, include the applicable daily per diem rate for the destination locality.

6. Dates of Travel: Dates of travel--departure and return dates.

Expense Report

Refer to the Travel Receipt and Documentation Requirements for the appropriate information to attach to the E-TERV for each expense type below:

1. Dates (mm/dd): Do not include days of personal travel taken in conjunction with travel on behalf of the University. If space for additional days is needed, continue on another form.

2. Airfare: Include the cost of air transportation to and from the trip destination.

3. Travel Agency Fees: Include the agency fee(s). American Express Business Travel currently charges a transaction fee of $6 for American Express On-line Booking and $36 for agent booking. Various fees apply to other services.

4. Ground Transportation: Daily costs incurred for taxi, shuttle, rail or bus transportation.

5. Mileage: Total number of miles traveled using your personal automobile. The total amount to be reimbursed will be calculated for you based on the current University mileage rate. ($.445 effective 01/01/06)

6. Automobile Rental: Total cost incurred for automobile rental, including taxes and surcharges. Insurance is provided by the University for University sponsored business. Auto insurance cards are available from the Risk Management Office. Additional insurance, if purchased, will not be reimbursed.

7. Parking/Tolls/Gas: Daily cost incurred with personal or rental vehicles.

8. Lodging: Include the total cost for hotels and other lodging, including taxes, for each day of travel. If a prepayment was made to the hotel, include this amount in the Prepaid/Deductions column. The maximum reimbursement is the SLU Per Diem for the locality unless a published conference rate is obtained. Check the box if requesting reimbursement for a published conference rate.

9. Registration Fees: Registration fees associated with the conference or event. If a prepayment was made for the conference, include this amount in the Prepaid/Deductions column.

10. Business Communications: Daily costs of telephone, telegram, fax, and similar charges for business purposes.

11. Business Purchases: Total costs of promotional booths or conference book and instructional videos. Identify and explain the purchase in the space provided.

12. Meals: Daily cost incurred. The maximum reimbursement is the daily meal per diem for the locality.

13. Tips/Incidentals: Daily cost incurred. Tips to porters should not exceed an average of $3 per travel day.

14. Maximum Reimbursement Allowed by Department: Maximum reimbursement amount for this trip as allowed by the department and communicated to the traveler.

Fund Information, Reconciliation and Approvals

1.Third Party Reimbursement: Amount of the trip cost to be reimbursed by a third party sponsor. If the third party check is made payable to the traveler instead of the University, include a copy of the check.

2. Amount of (Cash) Advance: Total amount of the cash advance issued for the trip.

3. Fund Information: Enter the funds(s), account code(s), and org code(s) to which the trip total, including prepayments and airfare, should be charged. This amount must agree with the reimbursable expense total above.

4. Traveler Certification: The traveler must sign the E-TERV to certify to the truth and accuracy of the report.

5. Approvals: Obtain the approval of the traveler's supervisor/department head and the financial administrator in addition to any other required approvals stipulated by departmental policy. VP/Provost approval is needed for any foreign travel.

Print and retain a copy of the E-TERV for departmental records. Place all required receipts, documentation, (and check payable to Saint Louis University, if applicable - do not send cash) in an envelope, and attach it to the E-TERV. Forward the E-TERV and attachments to either the HSC Finance Office or Financial Services, as applicable.

Upon approval, the HSC Finance Office or Financial Services will forward the document to the University Travel Office for processing. A check will be issued for the amount due the traveler, if applicable, within seven working days of receipt in the Travel Office.

Page content owned by: AP/Travel

Revised: Friday, 19 Jan 2007

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