How to retrieve and use the Out of State Travel Voucher Form:
  • Click on the link for the Out of 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.
  • Go to Excel and open OSTravel.xls. A form will appear that looks nothing like an Out of 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 out of 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.


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  • Features of this Form:

    • CITY, STATE, and ZIP will automatically print Tuscaloosa, AL and 35487.   You can enter a different address in their place if necessary.


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    • Click on the STATE AUTO button, on the same row as the ZIP CODE and the program will put the information on the form.


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    • Put explanations/descriptions of OTHER CHARGES in cells B119 and B120.


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    • Miscellaneous notes of information for Accounts Payable are entered in B124. (E.g. "Stayed with relatives", "Airfare prepaid")


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    • Use the TOTAL DUE CLAIMANT boxes only when the amount is incurred by the traveler.   If you use it for one day's travel, you must use it for every day's travel.


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    • The program will foot, cross foot, and total the expenses.


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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.


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  • If the reimbursement is charged to only one account number, the form is completed once the Account Number and Subcode is filled in. The total amount will appear in the appropriate place on the form. The program will choose TOTAL DUE CLAIMANT over TOTAL EXPENSES if an amount appears in the TOTAL DUE CLAIMANT box.


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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". If the travel did not require an overnight stay, meals must be listed with a seperate account number and subcode from other expense. You must use the "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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  • 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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