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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.
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The TER envelope is
available outside the GSGA office (683 Steger). It is also available
in your departments' business office.
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A sample filled TER is
available here.
Most students just need to follow this sample when filling out their
TER.
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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.
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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.
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Provide either one
postal address or UC mail location on the TER.
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Always mark "Hold
for Pickup" as NO.
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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.
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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.
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DO NOT WRITE NOTES ALL
OVER THE ENVELOPE. USE A SEPARATE WHITE SHEET AND PLACE IT INSIDE.
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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.
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If you have entries for
more than 4 days, use another TER and follow the point above.
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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.
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DO NOT SEAL THE
ENVELOPE OR STAPLE DOCUMENTS. USE PAPER CLIPS ONLY !
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