Once an employee has returned from his or her travel, an itemized claim or voucher8 must be submitted for audit. The claim should be submitted in a timely manner and include sufficient information for the auditing body or official to determine whether it represents a lawful and proper charge. The governing board may require that the voucher be certified or verified by the employee. The same audit requirements apply to vouchers submitted by all travelers, including members of the governing board and other elected officers. The required documentation for travel claims/vouchers generally should include:
- A copy of the approval form for travel or conference attendance (and if the traveler is exceeding the general maximum rates set forth in the travel policy, authorization to do so).
- An original, signed copy of your locality’s standardized travel form.
- If the travel is for a conference, a certification of attendance and/or completion, if applicable.
- Original receipts for all actual and necessary expenses claimed. This includes lodging; conference fees; air, train or bus travel; rental cars; meals (unless a meal allowance is provided for); tolls; parking; etc. These receipts should be provided regardless of the method of payment (local government credit card, purchase order, cash advance or the traveler’s own money).
- Cross-references to other claims if the total travel claim is spread among multiple vouchers. For example, a voucher is prepared for lodging expenses paid by credit card and a second voucher is prepared to account for expenses paid from a cash advance.
8 Claims or vouchers may be used interchangeably in this section. Both refer to a claim for reimbursement by the local government or school district for conference or other proper travel expenses incurred by employees.