In order to get a CLEAN version of this document you must click the “download” button and save it in the highest version of Excel that you have (version 10 or higher), and use it from there.  If you simply open the document, you will see it contains a bunch of zeros and it will not allow you to save it in Excel.  If you turn in the form with the zeros it will be returned to you for correction.

Previously we had been instructed by DFA to “round” all mileage and enter whole miles in the number of miles column.  This is still the case when using one of the “official” maps provided in the past.  They have since instructed us that anyone using a printed Google maps off the internet or DOT maps mileage calculator must enter the EXACT miles shown on the form.  So, for example if your printed mileage calculator shows 100.2 miles, this is the number you enter.  If you are traveling from Santa Fe to Albuquerque and you are using the official map that states 59 miles, then you will enter 59 (or 118 round trip) and the new form will show “59.0” (or 118.0) as Fiscal has formatted it for this new change.  As a reminder, you may also use odometer readings.

VENDOR CODE:  This is a 10 digit code.  Please be sure to put in all leading zeros!!!  Some vendor #s are five digits and some are six so you will need to put the correct number of zeros in front of the number (i.e.:  0000012345 or 0000123456)

NORMAL WORK DAY:  This area must indicate days of week as well as hours – i.e. 8:00 am – 5:00 pm M-F

DEPARTURE/ARRIVAL DATES/TIMES:  Many of you put in multiple dates, times, etc. on the days that you travel.   You only need two things: departure date & time and arrival date/time.  Please do not put additional times/dates in between.  So, for example, if you leave on 10/3/16 at 8:00 am to your destination, that’s all you need on the first line as far as date/time.  If you return on 10/4/16 at 5:00 pm then that’s all you need on the last line.  Departure time/date and arrival times/dates are the ONLY two things we need to determine and calculate per diem.

DESCRIPTION:  Please indicate a brief description of the nature of your trip/travel, including points of departure and arrival (i.e. traveled from Santa Fe to Albuquerque to attend Annual AOC/Mag Conference)

SUPERVISOR NAME, PH# AND APPROVAL SIGNATURE:  Please make sure these are provided.

Per DFA, we must use our own form when submitting these for reimbursement. These are only used on rare occasions, but please use this form, when the need arises.

As a reminder use of these forms should be the exception, not the norm and are to be used only when not claiming an expense for a receipt that has been lost will cause a hardship.