Travel Expense Voucher Instructions

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Last Updated: Aug 06, 2026, 10:26 AM

Purpose

Use the Travel Expense Voucher to request reimbursement for approved University travel using the standard mileage rate. Access the form at www.eforms.siu.edu, complete electronically (except signatures), follow University travel regulations, and attach required receipts/supporting documents.

Southern Illinois University Travel Expense Voucher form. The form includes sections for Department Contact Information, Traveler Information, Purpose of Trip, and an Accounts Payable Use Only area with a
  1. Department Contact Information: Enter the name, email, phone, department and MC (mail code) of the departmental contact.
  2. Traveler Information: Enter your AIS employee #, name, address, city, state, zip code, and email.
  3. Purpose of Trip: Briefly describe the purpose of your travel.
Itinerary Information section of a Southern Illinois University Travel Expense Voucher. The table includes columns for date, departure location and time, arrival location and time, auto mileage, auto reimbursement, transportation, lodging, meals/per diem, other expenses (item and amount), line totals, and a totals row at the bottom.
  1. Itinerary Information: For each travel date, enter departure place and time, mileage (if using personal auto), transportation, lodging, meals/per diem, arrival place and time. If you have other expenses, enter the item and amount.
    Line Totals will calculate automatically.
Screenshot of a form section titled '5. Justification Information.' Below the title is a funds legend: PC – University P-Card, DB – Direct Billed, IDF – Invoice Distribution Form, TF – Traveler's Funds, OF – Other Funds (Describe). A blank table follows with column headers Date, Expense Item, Funds, and Justification, with multiple empty rows for entering expense information.
  1. Justification Information: For each expense item, enter the date, expense item, funds code, and a brief Justification.
Screenshot of Section 6–16 of a Southern Illinois University Travel Expense Voucher form. The form includes fields for the traveler's last name, first name, and middle initial; travel dates and meeting dates; Yes/No questions asking whether a registration fee was paid, a personal vehicle was used, a university vehicle was used, and whether university funds (such as a P-card) were used for itemized expenses. On the right is an
  1. Date of Travel: Enter the first and last dates of your travel
  2. Registration Fee: Select Yes or No. If Yes, attach materials which give details of the fee paid
  3. University Vehicle: Select Yes or No.
  4. Personal Vehicle: Select Yes or No. If Yes, you certify you are licensed and carry the minimum required insurance
  5. University Funds (P-Card): Select Yes or No. If Yes, indicate those items direct billed and enter as "Amount not Allowed".
  6. Total Expenses: This amount is calculated from Page 1 Totals.
  7. Less: Amount Not Allowed: Enter the amount of any items paid by the University funds are not allowed
  8. Net Amount of Request: Calculated automatically.
  9. Less: Travel Advance: Enter any travel advance received.
  10. Amount Due Traveler: Calculated automatically.
  11. Amount Due University: Enter any amount owed to the University (attach check).
Blank travel expense report table titled
  1. Itinerary Information: For each travel date enter all details.
    Enter mileage (if using personal auto), transportation, lodging, meals/per diem, arrival place and time.
    List any other expenses in Item and Amount.
    Line totals and Totals calculate automatically
Blank form section titled 'Justification Information'. Features a FUNDS legend explaining acronyms: PC, DB, IDF, TF, and OF. Below the legend is a blank table with columns for Date, Expense Item, Funds, and Justification.
  1. Justification Information: For each expense item, enter the date, expense item, funds code and a brief Justification.