Spreadsheet: 55321d1255456296-assist-drop-down-list-master-exp-report-fy10
Sheet: Instructions

Travel Expense Report Instructions
Submitting an Expense Report:
1 | Complete the attached expense report in its entirety.  If you have any questions about what information is needed
 | in a particular field, please refer to the descriptions below.
2 | Please be sure that all dates are entered correctly and match the dates of your travel.
3 | E-mail the completed report to:  [EMAIL]
4 | For reimbursement to be processed, all required receipts must be received.
 | Electronic or faxed copies of receipts are preferred.
 | Receipts may be submitted via email to:  [EMAIL]
 | Faxed to [PHONE]
 | Or mailed to:  MPSC, ATTN: [NAME], 3551 Morningtide Drive, Gulf Breeze, FL 32563
 | Note:  Please tape all small receipts to an 8.5 x 11 sheet of paper
5 | Required receipts are as follows:
 | [NAME] receipts for expenses over $75
 | [NAME] less than $75 must be submitted if the expense is for hotel, rental car, rental car gas, airport parking or airfare.
 | c.  Airfare receipts must include the itinerary, type of fare and total fare purchased.
 | This information can be found in the email confirmation from the airline.
6 | Your reimbursement check will be mailed to the address entered on the reimbursement form.
Completing the Expense Report:
Personal Information: |  | Please be sure to enter your name and address in its entirety.
Trip Information:
 | Enter the purpose of the trip as well as travel dates and destination city.  This will then populate the per diem section, line 1 for you.
 | When you select your destination city, the [NAME] rate for the destination will be returned on the line below
 | This will help you to determine if your rate falls within the government allowance.  If you travel to more than one city, please see
 | the Lodging Rates tab for the maximum allowable lodging for that city.
Section 1.  Transportation
 | Date | Date of the expense
 | Type | The type of transportation
 | POV | Personally Owned Vehicle - enter mileage incurred while using your own vehicle.
 | Metro | Metro or Subway charges.
 | Taxi | Taxi or car service charges.
 | Parking/Tolls | Any Parking or Tolls you incurred while on company business.
 | Attached Transportation Log | Use the attached Transportation Log to record transportation costs.  The total will be entered for you.
 | Plane Fare | Enter the plane fare.
 | Train Fare | Enter the train fare.
 | Rental Car | Rental Car charges.
 | Gas-Rental Car | Enter any gasoline charges for rental cars ONLY.
 | From (City, State) | The city and state where you originated.
 | To (City, State) | The city and state of your destination.
 | Total $$ | The total dollar amount of the expense.  Dollar amounts for mileage are calculated for you.
Section 2.  Hotel/Lodging
 | Date From | Enter your check in date.
 | Date To | Enter your departure date.
 | Total # of days | This will be calculated for you and is equal to the Date To minus the Date From.
 | Daily Rate | Enter the daily rate you were charged excluding all taxes.
 | Taxes/Surchages | Enter the daily tax amount and any allowable surchages.
 | Total $$ | This will be calculated for you.
Section 3.  Per Diem
 | Dep Date | Enter the departure date of your trip.
 |  | The format to use is 01/01/2004
 | Return Date | Enter the date you returned from your trip.
 |  | The format to use is 01/01/2004
 | STATE/COUNTRY and City | Select your destination STATE/COUNTRY and City from the drop down menu.
 |  | If your destination is not listed, select "Standard CONUS Rate."
 | For multi-city trips: | Please select your first city from the drop down list in the top portion of the report, then list your additional cities
 |  | on the following per diem lines.  When entering dates, do not use the same day as your ending and beginning dates.
 |  | For instance for travel 5/10-5/20 with two stops, you would list 5/10/08-5/15/08 for the first city and 5/16/08-5/20/08 as the second.
 | Total $$ | The total dollar amount of the per diem to be reimbursed will be calculated automatically.
Section 4.  Other Expenses
 | Date | Enter the date the cost was incurred.
 | Description and Business Purpose | Enter a brief description of the expense and its' business purpose.
 | Total $$ | Enter the total dollar amount of the charge.
Section 5.  Summary
 | All amounts will be calculated for you.