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AP VII, Sec. VII Travel voucher form

Baldwin's Kentucky Revised Statutes AnnotatedAdministrative Procedures of the Court of Justice

Baldwin's Kentucky Revised Statutes Annotated
Administrative Procedures of the Court of Justice
Part VII. Reimbursement for Official Travel
Administrative Procedures, AP VII, Sec. 7
AP VII, Sec. VII Travel voucher form
Section 7.01 Use of Travel Voucher Form
(1) The Travel Voucher Form (AOC T-1) or electronic travel software approved by the AOC Director shall be used for reporting all travel expenses for which reimbursement is authorized and claimed.
(2) Only the expenses of one traveler shall be included in a single Travel Voucher Form.
(3) A single Travel Voucher Form shall cover no more than two months.
(4) Any Travel Voucher Form submitted more than 60 days after the expenses were incurred will be denied.
Section 7.02 Preparation of Travel Voucher Form
(1) All required receipts must be attached, manually or electronically, to the Travel Voucher Form. Receipts should include the name and address of establishment, date of service, the amount charged for service, and an itemized list of expenditures. Meal receipts are not required for per diem meal reimbursement.
(2) Each Travel Voucher Form must list the traveler's employee identification number. A traveler's social security number should only be listed on the Travel Voucher Form if the traveler does not have an employee identification number.
(3) All travelers must:
(a) Maintain records to support claimed expenses; and
(b) Provide themselves with sufficient personal funds to defray their travel expenses.
(4) All Travel Voucher Forms must include:
(a) The business purpose of each trip on the Travel Voucher Form;
(b) Date(s) of travel;
c. Times of travel;
d. An a.m. or p.m. designation of departure and arrival times;
e. The traveler's home address; and
f. The traveler's work station.
5. Any Travel Voucher Form that does not contain the information required in subsection (4) above shall be returned to the traveler for revision.
6. Only one point of origin to point of destination shall be represented on a single line of the Travel Voucher Form. If multiple trips are made during a day of official business travel, each trip must be listed on separate lines on the Travel Voucher Form. The traveler may designate a trip as a round trip rather than listing each portion of the trip separately.
7. An employee's Travel Voucher Form must be signed and dated by the employee and approved by the employee's authorized supervisor. No employee may approve his or her own Travel Voucher Form.
8. The Travel Voucher Forms of elected and appointed officials must be signed and dated by the elected or appointed official and approved by the Manager of Accounting or his or her designee. Approval in this subsection shall be for the purpose of verifying that the Travel Voucher is complete and the reimbursement request is consistent with these Travel Regulations.
9. All payments to employees or elected or appointed officials under these Travel Regulations will be made via electronic funds transfer (EFT) to the primary bank account associated with the employee ID number of the employee or elected or appointed official. All payments to other travelers will be made via electronic funds transfer (EFT) to the bank account provided by the traveler on the EFT Form.

Credits

HISTORY: Amended by Order 2019-12, eff. 11-1-19; adopted by Order 2018-12, eff. 9-1-18
Administrative Procedures, AP VII, Sec. 7, KY ST ADMIN P AP VII, Sec. 7
Current with amendments received through January 15, 2020.
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