Travel Services
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Travel
Review
Checklist

Travel Services Review Checklist

Travel Services staff will check the box provided on the left verifying that each item has been reviewed and is in compliance with policies.  "Exceptions" will be listed in the spaces provided.

  1. Office of Record
  2. Record the room number and building location of the central files.

  3. Travel Signature Card
  4. The card has been updated within the last two years.

    Staff employees listed on the card are "Approvers" for the department.

    "Approvers" no longer designated by the department are removed from the "approver" table in Travel Program.

    "Approvers" are weighted in the Travel Program "Approver" table and weighted accurately according to the standard weight guidelines.

  5. Travel Approval Request (TAR) Review
  6. Prepare a summary report of all Travel Approval Request (TAR) transactions using the date range provided and select the records to review as determined by the size of the sample in the "Travel Services Review Checklist Procedures."

    The date of approval is prior to the trip start date.

    The TAR is approved by the delegated authority.

    A TAR has been completed for all overnight stays in Maryland.

  7. Travel Expense Statement Review
  8. Prepare a summary report of all Travel Expense Statement transactions using the date range provided and select the records to review as determined by the size of the sample in the "Travel Services Review Checklist Procedures."

    The form is routed to the traveler as determined by the "History."

    The "Traveler Attestation" box is checked, and the form was routed to the traveler.

    Receipts are in compliance with travel and other University policies.

    Expenses are referenced with the correct trip number.

    A TAR is on file for expenses submitted for an overnight stay.

    Cancellation fees are not reimbursed.

    Hotel "no-show" fees are not reimbursed.

    Insurance fees are not reimbursed.

    The Travel Expense Statement is in United States dollars.

    First-class airfare is not reimbursed.

    Alcoholic beverages is not reimbursed.

    Purchases are in accordance with Procurement delegated authority and not exceeding $5,000.

    If a purchase exceeds $5,000 Procurement delegated authority, verify that the transaction was purchased through a University contract travel agency or with approval from Travel Services.

    Charges are not made to the University Travel Card and reimbursed on an Travel Expense Statement (duplicate). Verify by reviewing the payment method.

    If travel includes a non-business companion in the traveler's room, annotation is provided that the double room rate is the same as the single room rate or that the traveler personally paid for any additional cost above the single room rate.

    Personal and unallowable expenses are not reimbursed.

    A US Flag carrier is used for international travel paid with federal sponsored funds in accordance with the Fly America Act.

  9. Travel Card Documentation
  10. Receipts are in compliance with travel and other University policies.

    Travel Card Logs are signed and dated by the Cardholder.

    Travel Card Logs are signed and dated by the Reviewer.

    Travel Card Log transactions match the Travel Card statement transactions and dollar amount.

    Unallowable expenses charged to the Travel Card are reimbursed to the University, and a copy of the cancelled check or deposit made to the Bursar's Office is provided.

    Unallowable and personal expenses are not charged to a University Travel Card.

    Purchases are in accordance with Procurement delegated authority not exceeding $5,000.

    If a purchase exceeds $5,000 Procurement delegated authority, verify that the transaction was purchased through a University contract travel agency by reviewing the record in the Travel Card Management System.

    The Cardholder has updated the Travel Card Management System each month.

  11. Help Desk Tickets
  12. Review open and closed "Help Desk" tickets for trend analysis of department questions and issues e.g., cardholder did not update the Travel Card Management System, questions the department may have in the same area of policy.

    Cardholders have not updated the Travel Card Management System by the deadline.  List the cardholder and billing period below.

  13. CARS Consolidated Trip Report
  14. Duplicate reimbursements or payments were made on the following trips.