Forms Used in Travel

How to Complete, Print & Save Travel Forms
Travel Expense Voucher (TEV)
Invoice Voucher
Per Diem Advance Request
Reverse Expenditure
VISA Individual Travel Charge Card
VISA Central Travel Account
Sample Prior Approval Letters
Documentation of Spousal Travel
Request for Archived Documentations
Records Management Services

Form	Purpose
Travel Expense Voucher (TEV) Instructions on how to complete the voucher Single Budget TEV Shared Budget TEV If the form does not accomplish the appropriate fund allocation, use the single budget form, enter "shared" in the budget field #4 and describe how the fund should be allocated in the comment section.	To claim your own reimbursable travel expenses. May also be used to claim travel expenses *(except for meals)* incurred on behalf of someone else as long as you and the other person traveled together on the same trip. Note the other traveler's name on the TEV. Since meals are based on allowable per diem rates, travelers must claim their own meals on their own TEV. DO NOT USE A TEV IF AN HONORARIUM OR CONSULTING FEE WAS PAID.
Invoice Voucher	To: pay a registration fee to a vendor in advance pay a vendor directly or break down a vendor invoice so up to four different budgets can be charged pay less than the vendor invoice pay amounts exceeding $2500 (departmental approval signature required) claim reimbursable travel expenses *(except for meals)* incurred on behalf of someone else only if you did not traveled together with the other person on the same trip Since meals are based on allowable per diem rates, travelers must claim their own meals on their own TEV.
Per Diem Advance Request	To request money for meals and lodging prior to a trip by travelers who do not have an Individual Travel Charge Card. Click here for requirements.
Reverse Expenditure	To reimburse or pay back the department (i.e. another university paying for part of the travel costs or refund of an unused airline ticket.)
VISA Travel Charge Card Application (Individuals)	Travel Charge Card for faculty and staff to charge UW business-related travel expenses. Click here for more information.
VISA Central Travel Account Application (Department)	Department "cardless" charge account used primarily for airline tickets. Click here for more information.
Sample Prior Approval Letter Sample Blanket Prior Approval Letter	To grant prior approval for out of state travel and when necessary, exception to the maximum lodging allowance if the exception criteria apply.
Request for Archived Documentations	To request archived JVs, invoices, checks and other documentations.

Records Management Services manages the general records retention schedule for these forms, except for the Visa applications.