Haw. Code R. § 3-10-12 - Travel expense accounting and reporting
(a) Travel
advances:
(1) Payments of travel advances are
accounted for as expenditures at the time the related travel advance vouchers
are paid. One copy of any approval required under section 3-10-4 must support a
voucher for payment of a travel advance.
(2) On the accounting records of the
comptroller, payments of travel expenses are not recorded as advance
receivable; the respective expending agencies are responsible for accounting
for the advances as receivable for the purpose of settlement upon completion of
travel.
(3) Any person receiving a
travel advance must report to that person's expending agency the actual travel
expenses incurred. The "Statement of Completed Travel", issued by the
Comptroller, may be used for this purpose, and must be accompanied by any
supporting expenditure details and related receipts.
(4) Expending agencies are responsible for
obtaining and depositing any overadvanced amounts due to the State under this
chapter.
(5) When additional
payments are due to the traveler for underadvanced amounts, the voucher for the
additional payment must be supported by a statement of completed travel, any
expenditure details, and any related receipts applicable to amounts to be
reimbursed to the traveler.
(b) Travel without advances:
(1) Payments of travel expenses not involving
travel advances are accounted for as expenditures at the time the vouchers are
paid for the actual travel allowances under section 3-10-10. One copy of any
approval required under section 3-10-4 must support each voucher for
payment.
(2) Any person traveling
on an "overnight" basis must submit, for voucher support, a statement of
completed travel. A person traveling on a "less than overnight" basis must
submit, for voucher support, a statement entitled "Statement of Intra-State
Travel Completed", issued by the Comptroller. The statement must include any
expenditure details and any related receipts applicable to amounts to be
reimbursed to the traveler.
Notes
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