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Travel Date Audit (Validation) Points

• Verify each line item in the expense report individually.
• Verify all required receipts are received and legible.
• Travel dates on TA have been pre-approved by agency and represent authorized travel.  If dates on ER do not fall within the pre-approved date range, this may indicate unauthorized travel expenses and should not be approved for payment by pre-auditor without valid comment.
• • Acceptable when comments acknowledging difference in dates or actual dates of travel are identified on the ER by the traveler/proxy.*Acceptable when ER is over 20% and has a secondary supervisor approval.
• Travel dates should be separated to reflect each day expenses were incurred.
• • Lumped travel dates are only acceptable in the rare instances where funding split (%) of Chartfield coding prohibits itemization of individual expenses resulting in an expense payment distribution of less then $0.01 or if dates of expenses are consecutive for the following expense types: lodging, lodging tax, parking/tolls, roundtrip mileage claims (indicated via comments or expense type) and telephone/fax/internet.  
  • This must be indicated by supporting documentation OR a comment on the expense report provided by traveler/proxy or fiscal staff.  ONLY in THIS situation are expenses exceeding $10 NOT required.
  • • Actual dates of travel and actual amounts of individual expenses are required in the description field.
• Per the OBM Travel Rule, no expense report can be approved if submitted over 120 days from the last date of travel (as indicated by the last day of travel on the ER) unless mitigating circumstances exist.  Approval of an expense report submitted over 120 from the last date of travel will require approval from OBM State Accounting Deputy Director in the form of an OBM Travel Exception.
• • Acceptable when there is an approved OBM Travel Exception referenced in the comment box or attached to the ER as a receipt document.