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Tips for completing the Travel Expense Report (TER) - A113 Envelope
 

The TER is the official document to be submitted to the UC Accounts Payable (AP) department in order to get reimbursed for expenses incurred during travel related to academic pursuits. It is actually a large envelope with a face page to be filled out. All travel related documents and receipts must be placed inside it. The traveling student must fill this, sign it and submit it to the GSGA in due time. The GSGA treasurer will verify the submission, enter appropriate account numbers and sign it before sending it to the A/P department.

·         The TER envelope is available outside the GSGA office (683 Steger). It is also available in your departments' business office.

·         A sample filled TER is available here. Most students just need to follow this sample when filling out their TER.

·         For convenience and legibility, an Excel template of the TER envelope face page is provided here. Type all the necessary entries in this excel sheet, print it out and stick on top of a regular TER envelope. Copy the TER number of the envelope into the appropriate box in the excel sheet. This file works best in Windows computers. If you are not familiar with using MS Excel, please enter the information on a TER conventionally using a pen (not a pencil). Please be legible if handwriting.

·         DO NOT fill in any amount in the "Travel Prepayments" section unless you received money for your trip before the travel. For example, if your flight ticket or registration was paid for by your advisor, enter the amount there and also list that expense in the appropriate box.

·         Provide either one postal address or UC mail location on the TER.

·         Always mark "Hold for Pickup" as NO.

·         Even though the GSGA only funds up to $400 or $100, as the case maybe, please enter proper receipt values in the entries. DO NOT round off receipt amounts to $400(or $100). The dollar figures entered in the TER must match the receipts inside. If not, provide clear explanations on a separate sheet of paper.

·         The "Approval Signature" is to be obtained from the supervisor of the funding body, which typically would be the GSGA Treasurer. If you have more than one source of funding, obtain all relevant signatures in/below that box.

·         DO NOT WRITE NOTES ALL OVER THE ENVELOPE. USE A SEPARATE WHITE SHEET AND PLACE IT INSIDE.

·         If you have more than 3 funding sources, fill out another TER and submit. Obtain signatures on the second TER also. Scratch out the TER number (top right side) of second TER and copy the first TER's number onto the second.

·         If you have entries for more than 4 days, use another TER and follow the point above.

·         When completed you can either bring it in during GSGA office hours or drop it in the box outside 683 Steger or send it to ML 0193 via UC intra-mail.

·         DO NOT SEAL THE ENVELOPE OR STAPLE DOCUMENTS. USE PAPER CLIPS ONLY !

 

 

 

 

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Questions - Contact the GSGA President
513-556-6101

Graduate Student Governance Association
683 Steger Student Life Center MLC 0193
University of Cincinnati
Cincinnati, Ohio 45221

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