How to retrieve and use the In-State Travel Voucher Form:

  • Click on the link for the In-State Travel Expense Voucher. The form can be run from the site or, if you wish, you may save the form on your hard drive and run it from there.


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  • Go to Excel and open ISTravel.xls. A form will appear that looks nothing like an In-State Travel Form. This is the Input form. You will see INPUT on this tab, and PRINT on the next tab. (At the bottom of the sheet.)


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  • Fill in the blanks necessary for the in-state travel you are reimbursing. Most of the input will go in Column "B", however, when entering text into a text box, always activate (start in) the left-most cell (box). The text will appear centered across Columns, this is normal for this version of Excel. NOTE: IT IS NOT NECESSARY TO ENTER AMOUNTS OF PER DIEM OR CALCULATE MILEAGE. The program will do it for you.


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  • There are occasional red dots in the upper right corners of some of the cells (boxes), these are notes with instructions or information. Put your cursor on the red dot, and an information box will "pop up". This is just to assist the user, using the "pop up" boxes is not necessary to complete the form. However, there are instructions that provide valuable information as to how the data should be entered. If data is not entered appropriately, calculations will not happen.
  • If the reimbursement is charged to only one account number, the form is completed once the Account Number and Subcode(s) are filled in. The total amount will appear in the appropriate place on the form.


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  • You will notice there are 2 Subcodes. The second Subcode has to be entered if the $11.25 or $30.00 meal allowance is being reimbursed.


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  • If multiple Account Numbers are being used to charge the reimbursement, move down to the area of the INPUT form that's titled "MULTIPLE ACCOUNTS CHARGED AREA"


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  • Click on the grey box (button) that says "MULTIPLE ACCOUNT NUMBERS". Enter the Account Numbers, Subcodes, and Amounts to be charged to each.


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  • Occasionally, someone wants to waive Per Diem. There is a button near the top of the INPUT form (sheet) that says "WAIVER". Click the button, and it will zero out all Per Diem values on the PRINT form, as well as put a "I WAIVE PER DIEM" statement on the PRINT form for the employee to sign. The Per Diem amount will be removed from the Total reimbursement. The "UNDO" button will reverse these actions.


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  • When you have completed the INPUT, check the PRINT form to see that everything is as you want it to appear. When you are ready to print the form, go to the PRINT sheet, and use the Excel function to print the form. (Go to "File" , Print, and print the form.)


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  • Only one copy of the form needs to be sent to Accounts Payable.


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  • If you want to clear the old INPUT values, there is a "CLEAR" button on the INPUT sheet that will clear everything but City, State, and ZIP. These can be changed, but are left for convienience.

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