FORMS TO USE - SORTED BY TYPE OF EXPENDITURE

Overview

Please review the Documentation Requirements for Disbursements page before sumbitting vouchers to the Accounting Office.

If the type of expenditure you are looking for is not on this page, please visit the Procurement Website or the Office Procedure Guide for more information on procurement procedures.

Airline Tickets
Cash (Not a Check) is Requested
Cashier's Check (Not an ISU Check) is Requested
Cell Phone Reimbursement
Foreign Currency
Hospitality, Food Items, Group Meals or Meeting Expenses
Interview Expenses - Incurred by Prospective Employee
Interview Expenses - Incurred by Current ISU Employee on Behalf of a Prospective Employee
Lecture Fees or Speaking Fees
Moving Expenses (Including House-Hunting Trips) - Payable to Individuals
Petty Cash - Establishing a Fund
Petty Cash - Replenishing an Existing Fund
Scholarships
Travel Advances
Travel Expenses - Employee
Travel Expenses - Non-Employee
Utilities (Off-Campus Water, Sewer, Gas, Electricity, or Telephone)
Wire Transfer or ACH Transfer (Not a Check) is Requested

Airline Tickets - Using a Contracted Agency

Form to be Used: Air Ticket Requisition -- Use the Web Travel System for both employees and non-employees.
Documentation: No documentation is required. This is a screen that generates a paperless fax to one of our contracted agencies.
Special Considerations: The Web Travel System in AccessPlus is used to create Air Ticket Requisitions. If your department has designated you as an Originator (Verifier), Proxy or Approver you will have this feature unless your department has requested otherwise.

Airline Tickets - Using a "Consolidator"

Form to be Used: Iowa State University - Voucher
Documentation: Faxed invoice from vendor with a photocopy to attach to Remittance copy of the voucher.
Special Considerations: Tickets generally must be purchased from one of our contracted travel agencies by means of an Air Ticket Requisition. The voucher method should be used when the traveler is buying a ticket from a "consolidator" and the travel agency requests payment by check. A faxed invoice from the travel agency must be attached to both the Accounting and Remittance copies of the voucher. A travel authorization is not required to be attached to the Iowa State University - Voucher. (A consolidator is a travel agency that buys blocks of international air tickets directly from the airlines, then offers them to the public at a deeply discounted price.)

If the traveler is purchasing the air ticket from a website using his/her own credit card, reimbursement can be made on the Web Travel System after the trip is over.

Cash (Not a Check) is Requested

Form to be Used: Debit Memo
Documentation: Same documentation otherwise required for a voucher, depending on the type of expenditure.
Special Considerations: In most cases, disbursement of cash will be treated as an advance unless receipts are attached supporting the expenditures. For advances, a subsequent voucher must be processed to document expenditures and to clear the outstanding advance.

Cashier's Check is Requested Instead of an ISU Check

Form to be Used: Debit Memo
Documentation: Same documentation otherwise required for a voucher, depending on the type of expenditure.
Special Considerations: A small fee will be charged, as our bank does not provide this service for free. A Money Order is not available.

Cell Phone Reimbursement

Form to be Used: Honorarium or Expense Voucher
Documentation: See Cell Phone Policy
Special Considerations: See Cell Phone Policy
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Foreign Currency

Form to be Used: Debit Memo
Documentation: Same documentation otherwise required for a voucher, depending on the type of expenditure.
Special Considerations: When payment must be made in a foreign currency, you do not need to give us a U.S. dollar equivalent. State the amount of the foreign currency you would like to pay, and we will charge you what our bank charges us when the actual payment is made. There will be a small charge (usually $10.50 or less) to cover the fee the bank charges. Funds can either be mailed in the form of an international bank draft or wired to the vendor's bank. A complete address is needed to mail the international bank draft. Wiring instructions including a routing number and bank account number are required for the wire transfer.

Interview Expenses - Incurred by Prospective Employee - (See Travel Expenses - Non-Employees)

Interview Expenses - Incurred by Current ISU Employee on Behalf of a Prospective Employee

Form to be Used: Honorarium or Expense Voucher
Documentation: Original receipts, with a list of the persons attending the meal, if applicable.
Special Considerations: Alcoholic beverages are not reimbursable as part of the interview meal, unless using 206-XXXX or 497-XXXX funds. If the interview expenses are incurred at an out-of-town professional conference they may be claimed on the Web Travel System reimbursement to be prepared for that trip, rather than processing a separate Honorarium or Expense voucher.

Lecture Fees or Speaking Fees

Form to be Used: Honorarium or Expense Voucher
Documentation: Independent Personal Services Form
Special Considerations: If the lecturer is not a U.S. citizen, a Form 8233 must be attached in lieu of the Independent Personal Services form. We will withhold 30% of the gross amount if the payee's country does not have a tax treaty with the U.S. or if the payee does not have and has not applied for a U. S. Social Security number. Payments for services usually are not made until after the services have been performed. This form generally should not be used for engagements of two weeks or more, as that length of engagement may be considered teaching, which should be paid through the Payroll Office.

Moving Expenses (Including House-Hunting Trips) - Payable to Individuals

Form to be Used: Honorarium or Expense Voucher
Documentation: Original receipts.
Special Considerations: Do not use the Web Travel System to reimburse moving expenses. A copy of the Honorarium or Expense Voucher will be sent by Accounting to Payroll, as moving expenses are included on the employee's W-2 form at the end of the calendar year. Reimbursed expenses for house-hunting, meals and mileage in excess of $.18 per mile from old location to new location is subject to withholding in addition to being reported on the W-2. Withholding is from employee's paycheck.

Petty Cash - Establishing a Fund

Form to be Used: Iowa State University - Voucher (to get a check) or Debit Memo (to get cash)
Documentation: Indicate on the face of the voucher or Debit Memo the amount requested, the purpose of the fund, the custodian of the fund, the location of the fund, and the expected date of the repayment of the advance, or a statement that the fund will be kept indefinitely. Disbursement can be in cash (rather than by check) by completing a Debit Memo. Call Bill Cahill @ 294-5181 for instructions.
Special Considerations: Petty cash funds are to be used for expenditures of $50.00 or less and cannot be used as payment for services or to circumvent procedures that would be followed if the petty cash fund were not available. Click here to see the procedures for establishing a petty cash fund.

Petty Cash - Replenishing an Existing Fund

Form to be Used: Iowa State University - Voucher (to get a check) or Debit Memo (to get cash)
Documentation: Petty Cash Voucher with original receipts attached.
Special Considerations: Disbursement may be made in cash by preparing a Debit Memo form and attaching the required receipts. Please route to Accounting, 3606 Administrative Services Building and indicate a number to be called by the Treasurer's Office when the cash is ready. Click here to see the procedures for replenishing a petty cash fund.

Scholarships

Form to be Used: Sponsored Student Scholarship Form
Documentation: N/A
Special Considerations: Scholarships will be applied to the student's Accounts Receivable account through the Financial Aid Office. Employee tuition reimbursements should be paid by an Honorarium or Expense Voucher, and if for graduate coursework, will be recorded as taxable income on a W-2 form.

Travel Advances - Employees

Form to be Used: Iowa State University - Voucher
Documentation: Cash Advance/Payroll Authorization Form signed by the traveler.
Special Considerations: Forward the Cash Advance/Payroll Authorization and the original and a copy of the Iowa State University - Voucher to Accounting. No attachments are needed for the Remittance copy.

Travel Advances - Non-Employees

Form to be Used: Iowa State University - Voucher
Documentation: Cash Advance Authorization for Non-Employees signed by the department head.
Special Considerations: Forward the Cash Advance Authorization for Non-Employees and the original and TWO copies of the Iowa State University - Voucher to Accounting. Non-employees should complete the Cash Advance Authorization for Non-Employees rather than the Cash Advance/Payroll Authorization form. No attachments are needed for the Remittance copy.

Travel Expenses - Employee

Form to be Used: Web Travel System
Documentation: Refer to the Receipts page of the tutorial.
Special Considerations: Students who are not employees may not use the Web Travel System, and must be reimbursed on an Honorarium or Expense voucher. No receipts are required for cabs, shuttles or phone calls. See the Summary of Allowable Expenses or Section 8 of the Office Procedure Guide for more details.

Travel Expenses - Non-Employee

Form to be Used: Honorarium or Expense Voucher
Documentation: Original receipts except for meals, mileage and taxis.
Special Considerations:Airline tickets should be prepaid by means of the Air Ticket Requisition form. Meal charges for domestic travel must be listed separately for each meal rather than claiming a per diem, or those meal charges will be reported as taxable income.

Utilities (Off-Campus Water, Sewer, Gas, Electricity, or Telephone)

Form to be Used: Iowa State University - Voucher
Documentation: Original invoice and a photocopy of the invoice for the Remittance copy, unless the invoice has a detachable portion to include with the Remittance copy.
Special Considerations: N/A

Wire Transfer or ACH Transfer (Not a Check) is Requested

Form to be Used: Debit Memo
Documentation: Same documentation otherwise required for a voucher, depending on the type of expenditure.
Special Considerations: Be sure to provide complete wiring instructions. If the instructions are incomplete or incorrect, we cannot guarantee the payee will receive the funds. Funds wired to foreign locations can be delayed for long periods of time if that country's banking system is unreliable. There will be a fee charged to your account, based on the fee the bank charges for this transaction.

Note: If any of the above expenses are to be funded by vending 206-13-35 or a Student Organization 206-00-35, the Campus Organizations Voucher should be used in place of the forms listed above.

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Last Updated: February 15, 2006.