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The following are guidelines used for the Valencia Campus as always these guidelines are taken from the University Business Policies and Procedures Manual for The University of New Mexico.  It is your responsibility to be aware of all university policies and procdures.  The Travel Voucher form is used to reimburse University of New Mexico- Valencia employees and student for expenses incurred when traveling on official university business.
 
   

Individuals who are not employees or students are reimbursed with the Check Request.

It is the traveler’s responsibility to adhere to all policies and procedures of the university.

To be eligible for reimbursement the travel must be on University business and at least twenty (20) miles away from the principal place of employment.

The travel voucher should be processed within five (5) working days after the travel has been completed.

Travel Voucher form must be typed and corrections must be made on all copies.

Attach original backup and 1 extra copy of backup with Travel Voucher.

ALL travel vouchers should be routed through Julie Roberts for processing.

For any information on travel issues contact Julie Roberts at 5-8506 for specific instructions.

 

  
  Sample Notes
(Sample Travel Voucher)		  
     
1. Date: Current date. 
2. S. S. N.: Social Security number of the payee/traveler. 
3. Payee: Name of employee or student. 
4. Street City Complete the mailing address for the check. 
5. Payee Code Assigned at Main Campus. Do not complete. 
6. Voucher # Pre-assigned unique document number for identification purposes. 
7. Org. Code UNM-Valencia Campus organizational code is 10720. 
8. Telephone #: Departmental telephone number. 
9. Schedule "A" Per Diem Enter the date and hour of departure and return. Note AM or PM after the hour and "Noon" or "Midnight" after 12:00. 
If claiming actual lodging expenses plus the allowable meal reimbursement, indicate the claim of meal reimbursement and the claim for lodging expenses in this block. 
Schedule "A" must be completed whether asking for meal reimbursement or not. 
If requesting per diem in lieu of meals and lodging, no receipts are required. 
$75.00 (per 24-hour period) per diem is allowed when overnight lodging is required Less than 24-hour period when overnight lodging is required: Reimbursed $75.00 less meals not incurred (use meal chart below). 
Partial day travel, partial day following 24-hour period, or when no lodging is required-reimbursed by meals incurred (use meal chart below). 

Reimbursement Meal Chart

 

Meal Chart

In order to receive reimbursement for meals-they must fall within the following time slots: 

  • Breakfast must have left by 6:00 am-return by 7:00 am. 
  • Lunch must have left by 12:00 am-return by 1:00 pm. 
  • Dinner must have left by 6:00 pm-return by 7:00 pm. 
Regular reimbursements for meals are as follows: 
  • Breakfast $ 4.50 
  • Lunch $ 5.50 
  • Dinner $12.50 
New Mexico has two (2) "high cost" areas: 
  • Albuquerque $49.00
  • Santa Fe $59.00
Click here for rates on the GSA website.
10. Schedule " B" Transportation
  • If not requesting mileage reimbursement due to use of university vehicle or travel with other person, it must be stated so on schedule "B". 
  • Mileage is calculated at .32 cents per mile. 
  • Beginning and ending odometer readings are required in order to calculate mileage reimbursement when not using the mileage chart. 
  • Be sure to list the total number of miles under the mileage column in Schedule B and not the odometer readings. 
  • Odometer readings should be listed under the Destination and/or explanation column. 
  • Mileage chart  Note: the mileage chart is listed in one way travel, so you must multiply by 2 when calculating round trip. 
  • When using Mileage Chart please note on travel voucher "Use Mileage Chart". 
  • From UNM-VC to Albuquerque and return, the allowed mileage is 60 miles (must state "per allowed mileage"). 
  • For any other transportation or parking charges, original receipt(s) must be attached. 
  • If requesting airline reimbursement: original passenger ticket must be attached or in the case of ticketless travel, original receipt. 
  • If the university has pre-paid for the ticket, the amount must be put in schedule "B" and removed on schedule "D" (less: airline ticket pre-paid by UNM-VC). 
  • A Travel log can be used as an attachment to travel voucher since schedule "B" is limited in space. If a travel log is used, please ensure that all that applies is properly filled out and signed by the traveler.
Privately Owned Vehicles
  • Mileage is generally reimbursed, in accordance with guidelines established by the IRS, and according to the Mileage Chart. 
  • Mileage in excess of the chart amount may be reimbursed when supported by a brief explanation of the extra mileage. 

Download Mileage Statement form
Requires Adobe Acrobat Reader
UNM-Valencia Vehicles
  • When available, UNM- Valencia vehicles may be used for in-state travel. 
11. Schedule "C" Miscellaneous
  • Necessary business expenses, such as ground transportation, parking, tip, business telephone calls, copying charges and other business expense that can be documented as costs directly incurred as a result of the travel, will be reimbursed when itemized and explained on the travel reimbursement request. 
  • Receipts or other written certification should accompany the reimbursement request. 
  • If requesting reimbursement on registration fees, original receipts must be attached. 
  • If registration was prepaid by UNM-Valencia, it must state so. 
  • If meals are included in registration fee, then the allowed amount for those meals must be deducted from schedule "A" above and must state which meals were included on schedule "C". 
12. Purpose of Travel Purpose of travel: must be completed and state where the travel occurred and purpose of travel for each occurrence. 
13. Schedule "D" Summary Schedule "d": must have totals from schedules A, B, and C above. 
Total reimbursement should be verified. 
14. Schedule "E" Account No(s). Schedule "E" must have correct account number(s) and should have proper subcode. If account number is a contract & grant, then Margaret Anaya or Sally Hebert must approve.
15. Payee The traveler must sign the travel voucher. 
16. Dean or Department Head  Signature of department personnel with signing authority over the account and who is in a position of authority over the traveler and who is a least a Dean or Department Head. 
  NOTE: Refer to "Big Red" for complete policies and procedures pertaining to travel.
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  University Of New Mexico Valencia Campus   280 La Entrada Rd   Los Lunas, NM   87031   (505) 925-8500