Budget Office
Directions for Completing Business Forms
VISA Expense Report
Audit Checklist
- Match each receipt to the individual items on the expense report. Make sure an original receipt is attached for each expense. Copies are not acceptable.
- Recalculate all total columns to confirm accuracy of numbers.
- Look at line #4 in the calculation section of the form to see if an advance was issued for this trip. If so, the TA# should be listed. Locate the TA form from the pending TA file and verify the amount. If the travel advance section is blank check the pending advance file anyway to make sure the employee didn't forget to insert the information on the travel expense form.
- If the prepaid section is filled in, cross reference to the source document of the prepaid item. Airfare notification documentation provided by Provident can be distributed to A/P clerks based on their alphabetic assignments after the Provident Travel bill is paid. This bill is paid twice a month. The notice lists name, departure date, destination, etc. These should be reviewed routinelynoting any trips that have occurred where an expense report has not been filed. Follow-up should be done with these individuals by requesting submission of the expense report.
- If money is returned from the advance with the travel expense report, the money should be remitted to the cashier and the deposit number should be referenced on travel expense report. The TE# should also be noted on the deposit slip.
- Verify that the report has been signed, dated, and approved. No individual should approve his/her own expense report, but should have it approved by his/her immediate supervisor.
- Once it is determined that the travel expense report is correct, if money is due to the traveler the information should be keyed into the A/P system (see attached sheet for example). Keying standards will be used to simplify reporting through FOCUS. If the traveler returns excess funds, the deposit should be given to the cashier as noted in #5.
- The pending copy of a travel advance form should be attached to the final travel expense report before it is placed in the A/P paid files.