ProTrav
Procurement Card & Travel Expense Voucher
Did You Know?
December 2008

Travel Meals for Extended Travel.

Meal claims should reflect actual/reasonable expense not to exceed the maximum daily allowance.  For domestic travel, maximums will be based upon rates set by the federal government for each out-of-state destination and $31/day for in-state locations on days the traveler is in travel status the full day.  On days of departure and return the maximum allowance will be prorated according to the time, allowing 20 percent of the meal allowance for breakfast, 30 percent for lunch, and 50 percent for dinner.  For international travel, the federal government maximum for the specific destination applies.  These rates are available on the Travel Web page or by contacting the Travel Office.  For partial days of travel the meals are prorated as listed above.

The meal grid on the Travel Expense Voucher (TEV) should be filled out with the actual/reasonable expenses.

Original Receipt Retention

Now that all documentation that is sent to the Accounts Payable, Travel and Purchasing office is electronically submitted, the question has come up how long the departments should keep their original receipts.  According to Internal Audit, the receipts should be kept on file for 18 months.

Coming Soon-ProTrav Improvements:

• Add Workflow approver’s title to ProTrav forms (Procurement card forms and travel forms)
• Users will be able to search for Pcard Transactions and Vouchers, that they have access to.
• Users will have the ability to click on a travel expense voucher link while in the procurement card voucher if they need to access the travel expense voucher. Users will have the ability to click on a Procurement card expense while in the travel expense voucher. If you have access to that procurement card, you will be taken to the procurement card voucher summary page. If you do not have access, you will see the vendor name, MFK and contact name should you need additional information.
• Trips will be displayed on Search Panel with newest trips on Top
• Freight report will display shipments in the same order as they appear on your procurement card statement.