Any employee requesting travel must submit a Travel Requisition Form (Appendix A) to the Office Manager indicating purpose of the travel, dates of travel, destination, anticipated cost and other documentation of the travel. The Office Manager will review and forward to the Executive Director or Deputy Executive Director for approval. The Executive Director requesting travel must submit a signed travel request form to the Chairman or Deputy Executive Director for approval. In documenting anticipated costs of the travel, mileage reimbursements will be figured from the address of 224 2nd Street SE, Washington, DC 20003 and back. Traveling on a Sunday night could be an exception to the rule, and mileage may be counted from residence to airport or place of training/conference, if driving. Per-diem rates can be found for each city on the https://www.gsa.gov/perdiem website. The accounting consultant will process the travel advance according to check writing procedures documented in section 3.6 CASH DISBURSEMENTS/PURCHASING of this manual. The travel advance will be recorded in an Advance Receivable account until after the trip is completed and all trip information/documentation has been provided. Once reconciled, the advance will be moved to the appropriate expense account line item. The traveler has thirty (30) working days to give all receipts and bills to the Office Manager. The Traveler will be responsible for charges made without a receipt or bill. Once the travel advance checks are processed and distributed, the accounting consultant will file the copy of the check and the request. The Office Manager will complete and sign a payroll deduction form and forward it to the Executive Director for approval, if any outstanding undocumented expense needs to be repaid by the employee. Employees who have outstanding travel expenses or are currently paying back travel advances shall not be allowed any further travel until the reports are properly submitted or the pay advance is paid in full.
Deleted: Accountant Deleted: 2 Deleted: and reconciled by the Accountant
Deleted: Accountant
3.9 TRAVEL RECONCILIATION PURPOSE: To outline the policies and procedures for the travel reconciliation that is prepared after travel has occurred.
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IGA Accounting Policies and Procedures (guidelines)
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