The Catholic University of America

Instructions for Completing Travel Expense Report

1. Fill out details of travel, including:

  • Travel authorization (PO) # should be noted in top right-hand corner.
  • Name, department and campus address.
  • Complete accounting chartfield (report will be returned if not complete; see your departmental administrative assistant for help if you don’t know this information).
  • Phone number where you can be reached for questions.
  • Dates and Business Purpose of Travel (must be specific because of IRS rules; see Travel Policy for details).

2. Summary of Travel Expenses

  • Each day of travel should be noted in a separate column of this summary section.
  • Note total expense incurred by day and type of expense in the chart.
  • The total column should sum totals by type of expense.
  • Any amounts that have already been paid for the trip by CUA, such as airfare purchased through travel agency and billed to CUA directly, or paid with a CUA credit card should be noted in the Paid By CUA column.
  • Note any travel advances in the row named “Less: Travel Advance”.
  • If the total of expenses exceeded the amount of any advance received, the amount should be noted in the row “Total Due Traveler”.
  • If the amount of advance exceeded the expense total, the amount should be noted in the row “Balance Due CUA”.

For foreign travel: The traveler must provide currency conversion to US dollars using a rate in place at the time of travel. Copy of rate used must be attached to the report.

3. Certification of expenses

  • Must be signed and dated by an approved fund manager for the department/org charged.
  • All forms must be approved by a supervisor and not an employee that reports to the traveler. The Sponsored Accounting Office only provides a budget and compliance review and cannot sign as an approver.

4. Personal Travel Meals (see below for Group Business Meals)

  • See CUA Official Travel Policy for documentation requirements.  The traveler can use either Actual or Per Diem reimbursement but must use one method for the whole trip.
  • For actual reimbursement, note "Actual" in the 2nd column and list each meal by day with amount. 
  • For actual reimbursement, all meals must include the names of the people included in the meal in Other Notes column.
  • For actual reimbursement, attach supporting itemized receipts in an organized fashion that is clear and easy for the supervisor and Accounts Payable Department to follow. (on 8 1/2" by 11" paper)
  • For Per Diem reimbursement, note "Per Diem" in the 2nd column and list the appropriate rate by day.
  • Total of this section and the Group Business Meal section should tie to amount reported in summary expense section.

5. Group Business Meals

  • For each group meal, note the date, the business purpose of the meeting, the attendee names and the amount.
  • Attach supporting itemized receipts in an organized fashion that is clear and easy for the supervisor and Accounts Payable Department to follow. (on 8 1/2" by 11" paper)
  • Total of this section and the Personal Travel Meal section should tie to amount reported in summary expense section.

6. Miscellaneous Expenses

  • List expenses by day.  If the traveler claimed Per Diem reimbursement, the daily rate includes incidental charges such as tips (excluding transportation).   
  • Total should tie to amount reported in summary expense section.
  • Attach supporting receipts in an organized fashion that is clear and easy for the supervisor and Accounts Payable Department to follow.

6. Personal Auto

7. Attached all other documentation reported in summary section but not itemized such as airfare, transportation and lodging.