Spreadsheet For Expenses 41032

Partial file snippet.

Sheet 1: INSTRUCTION SHEET

SF 4601-C (5-2019) Supersedes (2-2018 ) Issue

NONEMPLOYEES EXPENSE VOUCHER INSTRUCTIONS

Please refer to Non-Employee Expense Voucher (NEEV) Guidelines and Checklist

Expenses must adhere to Federal Travel Regulations

and must be allowable costs.

Voucher expenses biweekly or upon return from trip, whichever occurs first. Vouchers should be completed electronically, entering information respective cells.

Keep a daily record of expenses. Use form SF 4601-C worksheet to record expenses as they are incurred.

Explain unusual expenses on travel voucher line 21 as well as any lines marked with an astrick.

Attach the following to the legible voucher for submission:

- Legible receipts for airfare, car rental, lodging (requires receipts regardless of amount) and items over $75.00.

- Itinerary from Airline or Designated Travel Agent (ALL PAGES INCLUDING SUMMARY.)

Submit the completed SF 4601-C to the Sandia Representative for signature. After signatures are obtained, Sandia contact will proceed with a Non-PO Payment Request via Oracle. A Sandia manager will electronically approve this request.

GENERAL INFORMATION

Line 1: Complete all boxes.

- Name entered must be your legal name (First Name, Middle Initial, Last Name).

- If it is the first time submitting a Non-Employee Expense Voucher and you are a US person or organization please provide a W9 to SDR for Supplier Data Management (isupplier@sandia.gov) activation.

W-9 Form

- If it is the first time submitting a Non-Employee Expense Voucher and you are a Foreign person or organization please provide a W-8BEN to SDR for Supplier Data Management (isupplier@sandia.gov) activation.

W-8BEN Form

- Email address is a required field.

- Remit to Address must be your home or business mailing address. DO NOT use a Sandia internal mailing address.

Line 2: Clearly describe business purpose of trip. Provide unclassified info only.

Line 3: Enter expenses from and thru dates.

Line 4: No Fee Agreement - Check box if NEEV is related to a no fee agreement, if so upload signed form SF 9521-NFA to Non-PO Payment Request.

- If this voucher is a supplement to another voucher (2nd voucher for the same trip), check the supplemental voucher box.

Line 5: Enter daily dates of travel. If voucher is for more than 7 days use second voucher.

Line 6: Enter city/state/or country of departure on "from" line; enter city/state/or country of arrival on "to" line.

TRANSPORTATION EXPENSES

Line 7: Enter amount of airfare. Airfare should not exceed the lowest logical airfare. Justification for domestic air fare exceeding $1000.00 should be noted on line 21.

Attach legible receipt.

Line 8: Enter car rental cost only under date car was returned. Justification for rental car upgrade (i.e. larger than an intermediate/mid-size car) should be noted on line 21. Attach legible receipt.

Line 9: Record cost of gas for the rental car under date(s) purchased. Attach legible receipt if $75 or more.

Line 10: Enter amount of airport parking as a total on return date and/or hotel parking charges on a daily basis. Attach legible receipt if $75 or more.

Line 11: Enter costs for taxi, shuttle or subway fares on dates incurred. Attach legible receipt if $75 or more.

Line 12: Enter charges for tolls on dates incurred. Attach legible receipt if $75 or more.

Line 13: Other transportation expenses, e.g., train fares; etc. Explain on line 21. Attach legible receipt.

Line 14: Record the cost of mileage for use of your personal vehicle using the current GSA reimbursement rate.

Show calculation (miles X mileage rate) on line 21.

Line 15: Lines 7 through 14 will total daily and daily totals will be calculated into Box A.

LODGING EXPENSES (DAILY ACTUALS)

NOTE: The daily Lodging rate entered on Line 16 should not exceed the daily Lodging per diem of the zip code of the lodging receipt.

Line 16: Enter actual room costs by day per hotel receipt. Attach legible receipt.

If there are extenuating circumstances, approval by SDR for the amount over lodging per diem should be noted on line 21.

Line 16a: Enter lodging per diem per GSA chart using zip of lodging receipt.

GSA Rate Chart

Line 16b: If completing form electronically the lodging tax will automatically be adjusted, however tax will need to be adjusted if form is handwritten

Line 16c: The lesser of Line 16 or 16a plus 16b will be calculated. All daily totals will be calculated in Box B.

If SDR approved the amount over lodging per diem, the amount on Line 16c will need to be adjusted and a note will need to be included on Line 21.

Line 17:
Enter the per diem for meals and incidentals.

GSA PER DIEM RATES

Meals will be reimbursed based on per diem allowances while on official business travel.

The first and last day of official business travel M&IE will be reimbursed at 75% of the applicable daily per diem allowance.

If any meal is furnished by the government, sponsor, or included in registration/tuition fees you are required to remove the respective furnished meal from seeking reimbursement.

Reimbursement of meals may be voluntarily reduced from the per diem allowance

If a meal is provided by a common carrier (i.e. hotel/motel), you are eligible, but not required, to receive the daily per diem allowance for the respective meal.

For special meal requirements contact Treasury & Travel for prior authorization.

NOTE:
Specifically excluded from reimbursement are unallowable expenses such as:

Alcohol and related charges (such as tips, tax, bar set-up, etc.).

Entertainment.

Any expenses incurred for other persons.

OTHER BUSINESS EXPENSES

Line 18 & 19: Enter legitimate travel expenses allowed in your agreement with Sandia not otherwise specified above.

Enter explanation on Line 21. Attach legible receipt if $75 or more.

Line 20:
Lines 29 thru 30 will total daily and daily totals will be calculated in Box E.

Line 21:
Explain all unusual costs; other transportation expenses (Line 13)*; note personal car mileage calculation (Line 14)*, expenses (Line 18 and 19)*; and, if Foreign Travel, note exchange rate used for calculation

ANALYSIS OF BALANCE

Box A: Total all transportation expenses (Line 15) for all days of travel.

Box B: Enter the lesser of total lodging (Line 16) or per diem (Line 16a) plus Line 16b.

Box C: Total per diem for Meals and Incidental Expenses (Line 17).

Box D: Total other business expenses (Line 20) for all days of travel.

Box E: Net nonemployee expense is the sum of boxes A, B, C, D.

VOUCHER SUBMISSION

Non-Employee submits voucher to Sandia Delegated Representative listed on the No Fee Agreement for review, approval and signature.

After signatures are obtained, Sandia contact will proceed with a Non-PO Payment Request via Oracle. A Sandia manager will electronically approve this request.

The words contained in this file might help you see if this file matches what you are looking for:

...Sheet instruction sf c supersedes issue nonemployees expense voucher instructions please refer to nonemployee neev guidelines and checklist expenses must adhere federal travel regulations be allowable costs biweekly or upon return from trip whichever occurs first vouchers should completed electronically entering information respective cells keep a daily record of use form worksheet as they are incurred explain unusual on line well any lines marked with an astrick attach the following legible for submission receipts airfare car rental lodging requires regardless amount items over itinerary airline designated agent all pages including summary submit sandia representative signature after signatures obtained contact will proceed nonpo payment request via oracle manager approve this general complete boxes name entered your legal middle initial last if it is time submitting you us person organization provide w sdr supplier data management isupplier sandiagov activation foreign wben email add...

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SF 4601-C (5-2019) Supersedes (2-2018 ) Issue
		NONEMPLOYEES EXPENSE VOUCHER INSTRUCTIONS
Please refer to Non-Employee Expense Voucher (NEEV) Guidelines and Checklist
Expenses must adhere to Federal Travel Regulations				and must be allowable costs.
Voucher expenses biweekly or upon return from trip, whichever occurs first. Vouchers should be completed electronically, entering information respective cells.
Keep a daily record of expenses. Use form SF 4601-C worksheet to record expenses as they are incurred.
Explain unusual expenses on travel voucher line 21 as well as any lines marked with an astrick.
Attach the following to the legible voucher for submission:
- Legible receipts for airfare, car rental, lodging (requires receipts regardless of amount) and items over $75.00.
- Itinerary from Airline or Designated Travel Agent (ALL PAGES INCLUDING SUMMARY.)
Submit the completed SF 4601-C to the Sandia Representative for signature. After signatures are obtained, Sandia contact will proceed with a Non-PO Payment Request via Oracle. A Sandia manager will electronically approve this request.

GENERAL INFORMATION
Line 1: Complete all boxes.
- Name entered must be your legal name (First Name, Middle Initial, Last Name).
- If it is the first time submitting a Non-Employee Expense Voucher and you are a US person or organization please provide a W9 to SDR for Supplier Data Management (isupplier@sandia.gov) activation.
	W-9 Form
- If it is the first time submitting a Non-Employee Expense Voucher and you are a Foreign person or organization please provide a W-8BEN to SDR for Supplier Data Management (isupplier@sandia.gov) activation.
	W-8BEN Form
- Email address is a required field.
- Remit to Address must be your home or business mailing address. DO NOT use a Sandia internal mailing address.
Line 2: Clearly describe business purpose of trip. Provide unclassified info only.
Line 3: Enter expenses from and thru dates.
Line 4: No Fee Agreement - Check box if NEEV is related to a no fee agreement, if so upload signed form SF 9521-NFA to Non-PO Payment Request.
- If this voucher is a supplement to another voucher (2nd voucher for the same trip), check the supplemental voucher box.
Line 5: Enter daily dates of travel. If voucher is for more than 7 days use second voucher.
Line 6: Enter city/state/or country of departure on "from" line; enter city/state/or country of arrival on "to" line.

TRANSPORTATION EXPENSES
Line 7: Enter amount of airfare. Airfare should not exceed the lowest logical airfare. Justification for domestic air fare exceeding $1000.00 should be noted on line 21.
Attach legible receipt.
Line 8: Enter car rental cost only under date car was returned. Justification for rental car upgrade (i.e. larger than an intermediate/mid-size car) should be noted on line 21. Attach legible receipt.
Line 9: Record cost of gas for the rental car under date(s) purchased. Attach legible receipt if $75 or more.
Line 10: Enter amount of airport parking as a total on return date and/or hotel parking charges on a daily basis. Attach legible receipt if $75 or more.
Line 11: Enter costs for taxi, shuttle or subway fares on dates incurred. Attach legible receipt if $75 or more.
Line 12: Enter charges for tolls on dates incurred. Attach legible receipt if $75 or more.
Line 13: Other transportation expenses, e.g., train fares; etc. Explain on line 21. Attach legible receipt.
Line 14: Record the cost of mileage for use of your personal vehicle using the current GSA reimbursement rate.
Show calculation (miles X mileage rate) on line 21.
Line 15: Lines 7 through 14 will total daily and daily totals will be calculated into Box A.

LODGING EXPENSES (DAILY ACTUALS)
NOTE: The daily Lodging rate entered on Line 16 should not exceed the daily Lodging per diem of the zip code of the lodging receipt.
Line 16: Enter actual room costs by day per hotel receipt. Attach legible receipt.
If there are extenuating circumstances, approval by SDR for the amount over lodging per diem should be noted on line 21.
Line 16a: Enter lodging per diem per GSA chart using zip of lodging receipt.			GSA Rate Chart
Line 16b: If completing form electronically the lodging tax will automatically be adjusted, however tax will need to be adjusted if form is handwritten
Line 16c: The lesser of Line 16 or 16a plus 16b will be calculated. All daily totals will be calculated in Box B.
	If SDR approved the amount over lodging per diem, the amount on Line 16c will need to be adjusted and a note will need to be included on Line 21.
Line 17:	Enter the per diem for meals and incidentals.		GSA PER DIEM RATES
	Meals will be reimbursed based on per diem allowances while on official business travel.
	The first and last day of official business travel M&IE will be reimbursed at 75% of the applicable daily per diem allowance.
	If any meal is furnished by the government, sponsor, or included in registration/tuition fees you are required to remove the respective furnished meal from seeking reimbursement.
	Reimbursement of meals may be voluntarily reduced from the per diem allowance
	If a meal is provided by a common carrier (i.e. hotel/motel), you are eligible, but not required, to receive the daily per diem allowance for the respective meal.
	For special meal requirements contact Treasury & Travel for prior authorization.
NOTE:	Specifically excluded from reimbursement are unallowable expenses such as:
		Alcohol and related charges (such as tips, tax, bar set-up, etc.).
		Entertainment.
		Any expenses incurred for other persons.

OTHER BUSINESS EXPENSES
Line 18 & 19: Enter legitimate travel expenses allowed in your agreement with Sandia not otherwise specified above.
	Enter explanation on Line 21. Attach legible receipt if $75 or more.
Line 20:	Lines 29 thru 30 will total daily and daily totals will be calculated in Box E.
Line 21:	Explain all unusual costs; other transportation expenses (Line 13); note personal car mileage calculation (Line 14), expenses (Line 18 and 19)*; and, if Foreign Travel, note exchange rate used for calculation

ANALYSIS OF BALANCE
	Box A: Total all transportation expenses (Line 15) for all days of travel.
	Box B: Enter the lesser of total lodging (Line 16) or per diem (Line 16a) plus Line 16b.
	Box C: Total per diem for Meals and Incidental Expenses (Line 17).
	Box D: Total other business expenses (Line 20) for all days of travel.
	Box E: Net nonemployee expense is the sum of boxes A, B, C, D.

VOUCHER SUBMISSION
Non-Employee submits voucher to Sandia Delegated Representative listed on the No Fee Agreement for review, approval and signature.
After signatures are obtained, Sandia contact will proceed with a Non-PO Payment Request via Oracle. A Sandia manager will electronically approve this request.

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