Create a Mileage Only Voucher
A 'mileage only voucher' is used to submit travel expenses for vehicle mileage only. No Per Diem meal expenses and no travel advances are included. This type of voucher is not used for airline trips or other public transportation. Requests are not used to create mileage only vouchers.
You can enter round trip travel, multiple destinations (a trip to city A, then to city B, then back to city A), or multiple trips over a period of time. You can enter a maximum of 24 rows.
You can add scanned document attachments after the voucher has been saved as a draft or submitted to a fiscal coder. Viewing the voucher, adding fiscal coding to a voucher, and approving the voucher is done the same as any other type of voucher.
1. On the Travel Express main menu, select Create Mileage Only Voucher.2. Your name, Vendor Suffix, Billing Agency, Home Station should be automatically populated. 3. Select a Group if needed. Your Travel Express administrator can create groups to be available in the drop down menu.4. Leave the BFY field blank and the current budget fiscal year will be automatically entered when the voucher is saved. Otherwise, enter a 4-digit BFY.5. Enter the License number of your vehicle. Your application administrator may save your license plate number with your profile so that the License field will be populated automatically.6. Enter a Purpose (this is a required field). Do not use special characters or symbols, including &, ', “, <, and \. The first 30 characters are copied into the Description field in STARS. Therefore, it might be best to user the Comments field for details of the purpose.7. Enter Comments as needed for explanation of the voucher as a whole. This comment is printed on the Reports in Travel Express. If you are going to use an Origin that is different than your Home Station, make note of it in the Comments.
1. On the Travel Express main menu, select Create Mileage Only Voucher.
2. Your name, Vendor Suffix, Billing Agency, Home Station should be automatically populated.
3. Select a Group if needed. Your Travel Express administrator can create groups to be available in the drop down menu.
4. Leave the BFY field blank and the current budget fiscal year will be automatically entered when the voucher is saved. Otherwise, enter a 4-digit BFY.
5. Enter the License number of your vehicle. Your application administrator may save your license plate number with your profile so that the License field will be populated automatically.
6. Enter a Purpose (this is a required field). Do not use special characters or symbols, including &, ', “, <, and \. The first 30 characters are copied into the Description field in STARS. Therefore, it might be best to user the Comments field for details of the purpose.
7. Enter Comments as needed for explanation of the voucher as a whole. This comment is printed on the Reports in Travel Express. If you are going to use an Origin that is different than your Home Station, make note of it in the Comments.
Figure 1 - Mileage-only voucher
8. On the first row, enter the Date when you left, the Origin city, the Destination city, and the mileage.a. Mileage must be entered in whole numbers.b. If desired, you can use one row for a round trip mileage. Enter a note that it is a round trip and also note the return date in the Comments field. Otherwise, add a new row for the return portion of a round trip.c. If you are going to use an Origin that is different than your Home Station, make note of it in the Comments field (next to the Purpose of Travel field).d. The Destination can be the same as the Origin if you are travelling locally.e. You can enter a maximum of 24 rows.9. Use the individual Comments field of each row for explanation of individual trips. The travel origin and destination will be automatically populated in the Comments field the Fiscal Coding screen. The individual comments will be appended to that.10. For a return trip or a trip to the next destination, click Add Row to add an additional row. a. You could enter the travel from your home station to destination A on the first row, click Add Row and then enter the trip back to your home station.
8. On the first row, enter the Date when you left, the Origin city, the Destination city, and the mileage.
a. Mileage must be entered in whole numbers.b. If desired, you can use one row for a round trip mileage. Enter a note that it is a round trip and also note the return date in the Comments field. Otherwise, add a new row for the return portion of a round trip.c. If you are going to use an Origin that is different than your Home Station, make note of it in the Comments field (next to the Purpose of Travel field).d. The Destination can be the same as the Origin if you are travelling locally.e. You can enter a maximum of 24 rows.
a. Mileage must be entered in whole numbers.
b. If desired, you can use one row for a round trip mileage. Enter a note that it is a round trip and also note the return date in the Comments field. Otherwise, add a new row for the return portion of a round trip.
c. If you are going to use an Origin that is different than your Home Station, make note of it in the Comments field (next to the Purpose of Travel field).
d. The Destination can be the same as the Origin if you are travelling locally.
e. You can enter a maximum of 24 rows.
9. Use the individual Comments field of each row for explanation of individual trips. The travel origin and destination will be automatically populated in the Comments field the Fiscal Coding screen. The individual comments will be appended to that.
10. For a return trip or a trip to the next destination, click Add Row to add an additional row.
a. You could enter the travel from your home station to destination A on the first row, click Add Row and then enter the trip back to your home station.
Figure 2 - Add Row
b. You can click Dup next to any row to create a duplicate row that includes the city, mileage, and comments, but leaves the Date field blank for you to enter. For example, for multiple round trips over a given period of time, you could enter a round trip on two rows (the destination and return), click Save as Draft. On each subsequent round trip that is exactly the same as the first, click Dup on each original row and just enter the new dates.
Figure 3 - Duplicate a row
c. You can enter a maximum of 24 rows.11. If you need to delete a row completely, click Remove Last Row. 12. If you want to save a voucher to add more trips to it later, click Save as Draft.
c. You can enter a maximum of 24 rows.
11. If you need to delete a row completely, click Remove Last Row.
12. If you want to save a voucher to add more trips to it later, click Save as Draft.
1. If you do not have any scanned document attachments to add, click Submit to Fiscal to route the voucher to the fiscal coder. If your administrator has enabled e-mail notification for Mileage Only Vouchers, the Fiscal Coder will be automatically notified.2. You can add attachments immediately after clicking Submit to Fiscal but before closing the voucher screen). See the steps below to add a scanned attachment.3. Fiscal coding is entered as it is for any other type of voucher.
1. If you do not have any scanned document attachments to add, click Submit to Fiscal to route the voucher to the fiscal coder. If your administrator has enabled e-mail notification for Mileage Only Vouchers, the Fiscal Coder will be automatically notified.
2. You can add attachments immediately after clicking Submit to Fiscal but before closing the voucher screen). See the steps below to add a scanned attachment.
3. Fiscal coding is entered as it is for any other type of voucher.
1. After the voucher has been saved as a draft, you can add scanned documents to the voucher. You must click Save as Draft in order to add scanned attachments.2. Click the Atch button (above the Comments field).
1. After the voucher has been saved as a draft, you can add scanned documents to the voucher. You must click Save as Draft in order to add scanned attachments.
2. Click the Atch button (above the Comments field).
Figure 4 - Attach Button
3. Click Browse to locate your scanned document file. Valid types include files with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff. (The file extension .jpeg will not work.) The maximum size of file that can be uploaded is 4MB.4. Highlight the file and click Open. The directory location of the document will appear in the Browse Files field.5. Click Add File. The document will be added to a queue. The filename (without the extension) of the scanned document will be automatically entered in the Attachment Title field.6. If desired, change the Attachment Title to something more suitable for the document. Otherwise, leave the default title based on the file name.7. For only one document, leave Create Single Attachment checked. If you have changed the Attachment Title, this will apply the change.If you check the Create Single Attachment checkbox and click Create Attachment(s), all of the documents will upload as one document and have the same Attachment Title based on the filename of the first document added or a title you enter.If you uncheck the Create Single Attachment check box and click Create Attachment(s), the documents will have different Attachment Titles based on their filenames8. Click Create Attachment(s). The document will appear in the Attachments area. (Click View if you want to view the attachment.) Once uploaded, attachments cannot be deleted by the user.9. Click the close button (the 'X') on the attachment window to return to the voucher.
3. Click Browse to locate your scanned document file. Valid types include files with the following extensions: .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff. (The file extension .jpeg will not work.) The maximum size of file that can be uploaded is 4MB.
4. Highlight the file and click Open. The directory location of the document will appear in the Browse Files field.
5. Click Add File. The document will be added to a queue. The filename (without the extension) of the scanned document will be automatically entered in the Attachment Title field.
6. If desired, change the Attachment Title to something more suitable for the document. Otherwise, leave the default title based on the file name.
7. For only one document, leave Create Single Attachment checked. If you have changed the Attachment Title, this will apply the change.
8. Click Create Attachment(s). The document will appear in the Attachments area. (Click View if you want to view the attachment.) Once uploaded, attachments cannot be deleted by the user.
9. Click the close button (the 'X') on the attachment window to return to the voucher.