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calgb.org > Meetings > Travel Voucher Instructions
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| Instructions for Filling out the CALGB/University of Chicago Travel Expense Voucher On Line (March, 2004) |
These instructions are intended for use by travelers authorized to be reimbursed by the CALGB Central Office for costs incurred while traveling on CALGB business. See the CALGB "Travel Expense Reimbursement Policies" notice for answers to the Frequently Asked Question "What is Covered by CALGB?"
Using Internet Explorer, or Netscape Communicator go to: http://travelvoucher.uchicago.edu
Read the instructions on this screen, then click on the link "Travel Expense Voucher."
• Read the instructions on this screen and then click on the link "Travel Expense Voucher." The next screen will ask for you to check Employee, UChicago Student, or Guest/Visitor/Other. You must select one of these or the program will not permit you to proceed.
* Choose the correct departure and return dates.
* Click on box marked "Proceed
• The next page is headed Step Two
Click on the Traveler’s Name box; type Last Name, First Name, Middle Initial
* Enter home address
* Contact Person: Click on box; type Kathy Barnett
* Department: Click on box; type CALGB
* Phone Number: Click on box; type type 2-9775
* Campus Mailing Address: Click on box; type 230 West Monroe Suite 2050
* Destination: Click on box; type destination; i.e., Chicago, IL
* Purpose: Click on box; type purpose of trip; i.e., CALGB Meeting in (City)
Click on “Proceed” box
• The next page is headed Step Five
This page is for people who have received Travel Advances. (FYI. "Direct-Bill" is not applicable to CALGB travelers; TravelinkTravel uses the CALGB AMEX card to charge our airfares, not the University of Chicago "direct bill" program). CALGB travelers do not use Per-Diems. If none of this applies to you, click on the "Begin Worksheet" box.
• The next page is headed Step Eight
It is a worksheet for itemizing expenses. It will have a column for each day of your travel.
* Fill in the boxes with the appropriate dollar amounts
* If you have listed "Other" expenses, fill in the box marked "Explanation of Other"
* Click on the "Create Summary Page" box
• The next page will show the summary of your Travel Voucher
* Check figures to be sure they are correct
* Click on the "Proceed" box
• The next page is headed Step Ten
It shows your expenditures and the Balance owed to traveler.
It asks for the Account Name, Account Number, and Amount of Charge.
DO NOT FILL IN ANY OF THESE BOXES
Step Eleven asks for Employee/Vendor ID: (Social Security Number)
LEAVE BLANK IF YOU ARE NOT A UNIVERSITY OF CHICAGO EMPLOYEE
Check Information Line:
Click on box and type in the name of the meeting or reason for travel; e.g., CALGB Meeting in (City)
Delivery Information: Click on the Send US Mail button
Step Twelve
* Authorized by: LEAVE BLANK
* Department: click on box and type CALGB
* Date Authorized: LEAVE BLANK
* Signature Authorization Number: LEAVE BLANK
* Click on "Proceed" box
• The next page will show a summary, as well as the detail, so you can check your figures. At the very bottom it says MAKE CORRECTIONS or CREATE FINAL COPY
* When you have made necessary corrections, click on CREATE FINAL COPY, and the screen will show the final copy of the Travel Voucher form.
* Click on Print (File menu > Print) while still in Internet Explorer or Netscape
* Sign the printed Travel Voucher next to "Signature of Traveler," and send with receipts to:
Kathy Barnett, Accounting Assistant
CALGB Central Office
230 West Monroe, Suite 2050
Phone: 773-702-9775
Chicago, IL 60606
kbarnett@calgb.org
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