Procedures and Forms

The following policies relate to university processes. These policies and procedures must be referenced and adhered to when incurring expenses with university funds.

• University Expense Reimbursement Policy (PDF)
• Expenditure Procedures (PDF)
• One Card Procedures (PDF)

For the latest Cell Phone Standards and Procedures please see the following document:

• Cell Phone Allowances and University-Issued Cell Phones:
  Standards and Procedures

Student Expense Report (Excel)

• This form should be used for expense reimbursements to students over $100 for students ONLY.

Petty Cash Voucher (Excel)  Petty Cash Voucher (PDF)

• This form can be used for expense reimbursements under $100 for students ONLY.

Student Payment Request (Excel)

• This form should be used for payments to students 

ACH Authorization Form (PDF)

Wire Authorization Form (PDF)

• This form should be used for payments to non-employees.  

ACH Authorization Form (PDF)

Wire Authorization Form (PDF)

Per Diem Form (Guest and Student ONLY)

Per Diem Chart as of October 2019 - Domestic (Excel)

Per Diem Chart as of October 2018 - Domestic (Excel)

Expenditure Type Definition (PDF)

POETS Pointers Reference Guide (Excel)

These links should only be used for student and guest per diem reimbursements. Employee reimbursements are required to use the Torero Travel and Expense travel allowances (per diem) function.

Domestic Per Diem Website

http://www.gsa.gov

Domestic Per Diem Calculator

http://www.gsa.gov/portal/category/26429

Domestic Per Diem FY18 Rates (use as of October 1, 2018)

FY19 Per Diem Rates

Domestic Per Diem FY18 Rates (use as of October 1, 2017)

FY18 Per Diem Rates

Foreign Per Diem Websitehttps://aoprals.state.gov/content.asp?content_id=184&menu_id=78

The following Employee Forms should only be used by non-Concur users for June 2020 One Card transactions and June Expense Reports. These Employee Forms will be removed on the submission deadline for June 2020 One Card logs – Tuesday, July 14, 2020. All USD employees will use Torero Travel and Expense for the new fiscal year FY20-21.

• One Card Transaction Log (Excel)
• Employee Itemized Expense Report  (Excel)
• Employee Quick Expense Report  (Excel)
• Mileage 2020 Expense Report (Excel) 
• Mileage 2020 Expense Report (PDF)
• Missing Receipt Declaration  (PDF)