Post-Trip Report for Travel Voucher
The travel MAPPs (MAPP 04.02.01A for Travel Paid from
State-Appropriated Funds and MAPP 04.02.01B for Travel Paid from
Local Funds) were updated February 7, 2012. Both MAPPs require a
post-trip account of daily activities to support the business
purpose of the trip for both foreign and domestic travel.
MAPP 04.02.01B says:
|For foreign travel, . . . Following the trip, the traveler must
submit an agenda to the appropriate vice president, as well as a
trip report that describes the activities and meetings including
those attending, and how the trip was beneficial for the
university. Conference programs or other documentation are to be
provided in support of the statement. In a similar manner,
senior administrators who report directly to the president shall
provide a detailed statement and agenda for foreign travel. (IV.C.)
For non-foreign travel, daily itinerary of meetings attended or
conference program that support the business purpose of the
Accounts Payable is not looking for a long description of
activities and does not verify that the agenda and trip report
were submitted to the appropriate VP for a foreign trip. A brief
explanation of the activities that occurred each day on the trip
is all that is required. An account is needed for each day
because some university travelers incur personal expenses during
their business trip, which should not be paid by the university.
Here are some examples of acceptable voucher documentation for
foreign or domestic trips:
|1. The trip to San Diego benefitted my research on stem cells. I
arrived in San Diego on November 15, met with Drs. Luke Brand
and Michelle Roth at the University of California San Diego to
discuss my research and conduct experiments November 16-19, and
returned to Houston on November 20.
2. I learned a great deal about other perspectives on medieval
literature during the English Poet’s Society Conference in
London. I arrived in London on October 25, attended the
conference October 26-30, did some site seeing October
31-November 2 (personal travel), and returned to Houston on
November 3. See the attached conference agenda.
3. During my trip to Beijing, I discussed my research on air
pollution with an expert at Beijing University and conducted
experiments around the city. Below is a summary of my trip.
• November 5: Arrived in Beijing
• November 6-8: Met with Dr. Chen Yu at Beijing University to
discuss research on air pollution
• November 9-10: Conducted experiments around Beijing on air
pollution with Dr. Yu’s help
• November 11-15: Traveled to see the Great Wall of China and
other sites (personal travel)
• November 16: Returned to Houston
Please note that post-trip report documentation is not required
for Travel Card expenses, some of which are paid before a trip.
It is only required for reimbursement vouchers, since the
voucher is always processed after the trip and should summarize
all trip expenses, including those paid on a Travel Card.
The post-trip report can be in the Comments section of the
Travel Expense Report, which is signed by the traveler, in a
memo signed by the traveler, or in an email from the traveler.
It can also be in the Comments section of the Voucher, if the
traveler signs it and it is uploaded as a backup document. The
point is that the traveler must acknowledge the post-trip report
as their report.
If you have any questions, please contact Sandra Silva at