Office of the New York State Comptroller  
      Home || Press Releases || Audits || Retirement || State Finances || Local Government || Reports || NYC Oversight || Pension Fund

New York State Accounting System User Procedures Manual

Volume Name
Encumbrances and Expenditures 		Volume
III		 Date
11/06/06
Section Name
Document Preparation - Travel Voucher		 Section
4.1404

FORM NUMBER:                 AC 132-A

DOCUMENT TITLE:            State of New York Travel Voucher

PURPOSE: To pay employees for allowable travel costs incurred in the performance of their duties.

This page includes information on reimbursement rates, meal allowance and mileage rates. 

 
REF       NAME LENGTH
 /TYPE		        DESCRIPTION
1 Payment Date 6  N The month, day and year the payment is due. (Required) (See 'Criteria for determining Payment Date' in the Voucher Overview section 3.0300 of this manual.
2 Liability Date 6  N Last date of travel. (Required)
3 Payee ID 9  N Social Security number of the payee. (Required)
Additional 5  AN Not used on travel vouchers
4 Zip Code 9  AN Not used on travel vouchers
5 Route 1  AN A code which indicates if special handling of the check is required. (See Accounting Code Manual, Vol. 8, 3.1210).
6 MIR Date 6 AN Date voucher is prepared by originating agency. (Required)
7 Payee Name 30 AN The last name, first and middle initials and suffix, e.g., JR., SR.  (Required)  An agency may enter an alpha-numeric distribution code as a suffix.  The code will appear in the check window, on reports and W-2's to facilitate distribution.
8 IRS Code 1 N

T – if non-overnight meal allowances
V– non-employee travel (see G-132 for more information)

9 IRS Amount --------- Amount of this voucher reportable on W-2 (employees) or 1099 (non-employees).
10 Address --------- Payee's mailing address, City State and zip.
11 Ref/Inv Number --------- Enter the dates of travel following the preprinted TRAVEL. This data will appear on the check stub.
12 Ref/Inv Date --------- Optional date field - last date of travel.
13 Official Station --------- Payee’s official station designated by their agency.
14 Purpose of Travel --------- Descriptive field showing justification of reimbursement.  The description must be specific.
15 Destination --------- City and County to which the person traveled (Required)
16 Residence --------- The city or town in which the employee primarily resides. (Required)
17 Departure Date and Time --------- Date and time the traveler left. (If more than one trip, these are to be listed on the AC148 Travel Voucher Detail Sheet, unless show on AC160, Statement of Automobile Travel). (Required)
18 Return Date and Time --------- Date and time the traveler returned.  (If more than one trip, these are to be listed on AC148 Travel Voucher Detail Sheet unless shown on AC160, Statement of Automobile Travel). (Required)
19 Neg Unit --------- A word or code indicating the traveler’s negotiating unit. (Required)
20 Travel Advance --------- Check yes or no whether the traveler received a travel advance.
21 Paid by Direct Bill --------- Check yes or no if Agency pays vendor directly for travel costs; i.e., hotel, train.
22 Corporate Card Used --------- Check yes or no if traveler used the Corporate Card for any travel-related charges.
23 Lodging --------- List Lodge name and amount for receipted reimbursement (method 2). Indicate if claiming unreceipted (method 1) and amount.
24 Transportation --------- Mode of transportation used and amount; i.e., train, air,bus,rental car.
25 Meals --------- List per diem allowance as defined by GSA multiplied by number of days in overnight travel status. If using unreceipted lodging (method 1) list extra meal allowances for unreceipted rates. List extra meal allowances based on departure and return times.
26 Mileage --------- If a privately-owned vehicle was used for travel, complete and attach an AC160 Statement of Automobile Travel (required). Enter here the total amount of miles traveled as shown on the AC160.
Cents per mile --------- The allowance per mile as defined by the IRS (See OSC Travel website for rates).
Total mileage --------- The total mileage times the rate per mile (required if mileage claimed).
27 Incidental Expenses --------- The amounts and explanations of any miscellaneous expenses; i.e., taxi, tolls, parking) and the sum of the explained amounts. If additional space is needed Travel Voucher Detail sheet, AC148 should be used (required if miscellaneous expenses are claimed.
28 Total Travel Expenses --------- This amount should be carried forward to A. Total Travel Expenses in the Summary column.
29 B. Subtract Amount Billed Directly to Agency --------- Subtract Corporate card charges paid directly by agency charged by traveler
Other Direct Bill to Agency (Specify) --------- Subtract charges agency paid for directly to vendor
  C. Subtract Amount Paid with Travel Voucher --------- Subtract travel advance if used
  D. Other Adjustments --------- Subtract any non-reimbursable expenses; i.e., personal phone calls, movies, etc.
30 Total Amount to be Reimbursed to Traveler --------- The amount of the check to be drawn for full payment of this voucher. This must be the same amount as Payee Amount which equals the total of all amount charges in the expenditure coding block. (Required)
31 Payee's Certification --------- Payee’s signature, title, and date signed certifying that no part of the voucher has been previously paid and that the claims are due and owing and were incurred in the performance of the traveler’s official duties. (Required)
32 Supervisor's Certification --------- Signature of employee’s supervisor, supervisor’s title and date signed certifying the claims are accurate and necessary for the performance of the traveler’s official duties. (Required)
33 Agency Finance Office Use --------- Agency financial office signature certifying the claim is correct and true. (Required)