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PerDiem VALENCIA COMMUNITY COLLEGE

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VALENCIA COLLEGE
PER DIEM AND OTHER LOCAL MILEAGE VOUCHER
NAME (print or type) ______________________________________ VID # V0___________________MC______________
PLACE VISITED ______________________________________________________________________________________
DATE AND TIME: Departure_________________________ Return___________________________________
REASON FOR TRIP ___________________________________________________________________________________
I. PER DIEM: _______Days @ $80.00 per day ……………………………………..…… $ ______________
II. A. SINGLE ROOM RATE _________Nights @ $______________ ______________
 Paid by Check Request Amount ____________
 Paid by P-Card Trans. ID#__________ Amount _____________
B. MEALS: ______Breakfast ($6) ________Lunch ($11) _______Dinner ($19)…… ______________
III. TRANSPORTATION:
A. Used college vehicle:  YES  NO
B. Used public transportation (ticket attached) -- cost of …………………………… ______________
C. Airline tickets charged to P-Card NOTE: Ticket and receipt MUST be attached
P-Card Trans. ID #_________________ Ticket amount $___________________
D. Used private vehicle __________ Miles @ $ .445 per mile ______________
E. Rental vehicle charged to: P-Card Trans. ID# ___________Amount __________
Other ____________________________________ _______________
IV. REGISTRATION FEE (Attach official receipt or registration form)
A. Paid by Check Request: Amount $________________
B. Paid by SPD Reimbursement: Amount $________________
C. Paid by P-Card: Trans. ID #_________________ Amount $_________________
D. Paid by Traveler ………………………………………………………………………. _______________
V. MISCELLANEOUS
A. Bridge, road and tunnel tolls …………………………………………………………. _______________
B. Taxi, airport limousine fare, attended parking, etc …………………………………. _______________
C. Other (Itemized): ____________________________________________ …………... _______________
(Example Car Rental, Internet Svcs, etc)
TOTAL TRAVEL EXPENSE $ _______________
VI. LESS: A. Advanced ………………………………………………………………………. (_______________)
B. Meals included in registration fee: _____B($6), _____L($11), _____D($19) (_______________)
BALANCE DUE TO (OWED BY) TRAVELER $_______________
Business Office Receipt #_____________________
I hereby certify that this travel claim is true and correct in every material matter; that the expenses were actually incurred by
the undersigned as necessary travel expenses in the performance of my official duties; that no other reimbursement has or is to
be received from any other source and that same conforms with the requirements of Section 112.061, Florida Statutes.
Traveler Signature _______________________________ Date ____________
Approved by Supervisor _________________________Print Name ________________________________ Date_____________
Charge to :
Index__________ Acct__________ Amount__________Bud. Mgr. Sign.________________Print Name_____________________
Index__________ Acct__________ Amount__________Bud. Mgr. Sign.________________Print Name_____________________
Index__________ Acct__________ Amount__________Bud. Mgr. Sign.________________Print Name_____________________
Submit this form to Accounts Payable DTC-3
FA-7
Rev.03-09
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PER DIEM AND OTHER THAN IN-DISTRICT REPORT VOUCHER CHECKLIST
Print or type traveler’s name.
Include traveler’s Valencia Identification Number (VID#).
Include place visited.
Include date and time of travel for departure and return.
Include reason for trip.
If claiming Per Diem @ $80.00 per day, fill out part I and do not complete part II.
Include itemized hotel room(s) receipts. Receipts must show the bill was paid in full.
Meal allowances can be claimed if trip involved overnight lodging away from home.
Calculate meals based on time of travel: Breakfast allowed - If depart before 6 a.m.
If return after 8 a.m.
Lunch allowed - If depart before 12 noon
If return after 2 p.m.
Dinner allowed - If depart before 6 p.m.
If return after 8 p.m.
Include flight itinerary or airline ticket receipt(s).
Include printout of maps from Yahoo, Mapquest, or Google, or refer to the
http://www2.dot.state.fl.us/CityToCityMileage/viewer.html official D.O.T. highway miles if claiming
mileage.
Include transaction # of all expenses paid by P-card.
Indicate how registration fee was paid and include receipt.
Include final agenda of event attended.
Include receipts for other expenses such as tolls, taxi fares, shuttle fares, etc. over $5.00 and tape receipts
securely to letter size paper.
Subtract travel advance received (if any).
Subtract meals included in the registration fee.
If balance is negative the amount needs to be remitted to the Business Office using index (es) indicated on
the form and note Business Office receipt number by balance line.
Verify that all receipts for travel expenses over $5.00 have been attached.
Include Index and Account.
If charging more than one Index or Account, indicate the dollar amount by each index and account. (Total
dollar amount for each index/account must equal the “Total Travel Expense” listed on the form).
Traveler and traveler’s supervisor must sign and date the form.
Obtain signature(s) from the budget manager(s) of index (es) to which travel expenses are charged
(Approved signature line).
Reminder: If using SPD funds, send form to Vicki Pipkin mail code 3-33 for approval.
Send form to Accounts Payable at mail code DTC-3.
Out of District Travel Checklist Page 1 of 1
INSTRUCTIONS FOR COMPLETING PER DIEM AND OTHER THAN IN-DISTRICT TRAVEL
VOUCHER (FA-7)
PURPOSE
This form is submitted to document actual travel expenses, and request reimbursement (if applicable) for:
travel outside of Orange and Osceola counties (out-of-district) in order to conduct official College
business
funds used to pay for an event being held in Orange or Osceola Counties (“in-district” registration fees)
This travel should have received previous approval through the submission of the Authorization for Travel or
Absence from Campus Form (FA-33).
PERSONS AUTHORIZED
Personnel entitled to out-of-district (outside of Orange and Osceola counties) travel reimbursement or In-district
registration fees include:
Employee (full or part-time) of Valencia Community
Student of Valencia College
Consultants or advisors to Valencia College
Members of Valencia’s District Board of Trustees
Others as authorized by the District Board of Trustees, the President, or a Designee
GUIDELINES
General
After completing the trip, reimbursement should be claimed in a timely manner.
Travel must be via the most efficient and economical means. Travel reimbursement is not permitted for state
sales tax, valet service, special entertainment, tips and gratuities, personal telephone calls, or any item of a
personal nature.
Travel Advances
An employee who requested a travel advance must return a completed Per Diem and Other than Local Mileage
Voucher with all related receipts supporting the advance to Accounts Payable (MC DTC-3) within thirty (30)
days after the trip .
Any employee who does not submit their Per Diem and Other than Local Mileage Voucher with
supporting documents within 30 days after returning from the trip forfeits the right to receive any future
advances for one year from the date of official notification by the Vice President of Administrative
Services or designee.
Out of District Travel Guidelines Page 1 of 2
Student Travel
For student travel requirements, please refer to the Student Club and Organization Manual at
http://www.valenciacollege.edu/studentdev/clubs2.cfm
Other Resources
For additional information, please refer to:
Valencia Travel Policy 6Hx28:5-08 Travel by Authorized Personnel at
http://www.valenciacollege.edu/generalcounsel/proceduredetail.cfm?RecordID=127
Accounts Payable website at http://www.valenciacollege.edu/accountspayable/
Out of District Travel Guidelines Page 2 of 2
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PerDiem VALENCIA COMMUNITY COLLEGE

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Completed 5 May 2020

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