UNIVERSITY OF SOUTHERN MAINE / BUSINESS SERVICES

Travel Expense Voucher

Business Services is making available an Excel Travel Expense Voucher for your convenience. It's design incorporates a new column called "Expenses Paid By University". It is used for those expense paid in advance by the university, covered by a purchase order and expenses paid by your Purchasing Card. It also facilitates reporting total costs of out-of-state travel to our state legislators as required by law.

Please click here for further information if you are using your purchasing card for travel . We welcome any feedback you may wish to offer.

To Complete a Travel Expense Voucher Using MS Excel:

  1. Click here to complete a Travel Expense Voucher using MS Excel. Enable macros if prompted. Please note the instructions in the cells with a red triangle. Place your mouse over the cell to view.

    Enabling macros allows you to use the PRINT Orig. +2 button to print the Travel Expense Voucher providing a copy for you, a copy for your department and an original for Business Services.

  2. Click on "Save it to disk" if you wish to save it on your computer -OR- "Open it" it if you want to complete and print it without saving it. To print the report please use the PRINT Orig. +2 button on the top right and top left of the form. This will print three copies labeled as follows: Original, Department and Traveler. Please forward the Original copy to Accounts Payable on the Gorham campus for payment.

  3. If you do save it to disk, select a folder (directory) and subfolder(subdirectory) where you wish to save the Travel Expense Voucher.

  4. Name your file or accept the default name.

  5. Click "ok"

Then, when you wish to prepare a Travel Expense Voucher, open up Excel and open up your file as named in step 4.


To Complete the Travel Expense Voucher:


General Navigational Instructions for Excel 97:

  1. Move from one area (cell) to another by using the arrow keys or your mouse.

  2. To clear the contents of a cell, arrow over to it or mouse click on it and:
    1. click on "edit," click on "clear" and click on "contents" (best method)
    2. or retype information and press "enter"
    3. hit space bar, and re-enter data (do not just hit space bar and leave blank)

  3. To edit within a cell: go to the beginning of the cell and press F2. Then you can arrow over to change data, (or use the backspace key to erase), enter when finished.

  4. Backspace to erase while typing, or press the "delete" key.

  5. To get to the top of the worksheet, from any cell, hold down the "control" key, and press the "home" key. (Ctrl + end will get you to the bottom of the worksheet.)

  6. At the end of a line, or from any cell within the line, press the "home" key to get to the beginning of that line. Arrow down to the next line.



Pop-up Information Function

Placing the cursor over a cell marked with a red triangle will activate a pop-up message which will provide information to the traveler or preparer.

Policy Function

Access to USM and System Wide Travel Policy can be obtained by clicking on the Policy button located on the top right side of the form. The document also provides links to instructions. You may view the Travel Policy now by clicking here.

To create an icon for your Excel Travel Expense Voucher ( to be located on your desktop) use the following procedure:
  1. Locate your template file using Window Explorer.

  2. Click with the right mouse button on the template file name.

  3. Click on "create a shortcut"

  4. Click with the left mouse button on the shortcut and drag in onto your desktop.

Now just double click on the icon to bring up a copy of your Travel Expense Voucher.

Comments? Send email to busserv@usm.maine.edu

Created October 30, 2000 // Last Modified January 9, 2006

Thanks go to the University of Wisconsin System for sharing their Excel Travel Expense Voucher. It has been modified for USM's use.

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