BOARD & ORGANIZATIONAL FORMS

Travel Reimbursement

Submit authorized WYO HELP travel expenses, mileage, per diem, receipts, and supporting documentation in one place.

BEFORE YOU BEGIN

Prepare and Submit Your Trip Expenses

This form is for WYO HELP board members, the Executive Director, volunteers, and contractors. Complete one report for each trip. Your information is sent securely to WYO HELP for review and approval.

1Enter trip detailsIdentify the purpose, destination, dates, and funding source.

2Add expensesRecord mileage, per diem, lodging, transportation, and other costs.

3Attach and submitUpload receipts and documentation, certify, and send for review.

Have these items ready: receipts, the meeting agenda or invitation, prior approval, applicable GSA rates, and mileage support. Entries are not saved until you submit.

1. Traveler Information

Traveler name *

Traveler type *

Email *

Phone *

2. Trip Information

Trip or event name *

Destination city and state *

Business purpose *

Departure date *

Departure time

Return date *

Return time

Trip classification

Prior approval documented by *

Date approved *

3. Funding Source and Program Benefit

Funding source

Federal award, grant, contract, or project identifier

Program year or funding period

County or organizational benefit

Funding benefit *

Cost allocation

Funding source / cost center	Percentage or amount	Basis of allocation

4. Reimbursement Method

Lodging

Meals

Transportation

Documented policy exception, if any

Use the selected method consistently throughout the trip unless a documented policy exception applies.

5. Daily M&IE Per Diem

Date	Location	Day type	GSA M&IE	Meals provided	Deduction	Allowable

Rate source and fiscal year

Rate documentation

6. Mileage Reimbursement

Ordinary commuting is not reimbursable unless specifically authorized by written policy.

Date	Starting location	Destination	Business purpose	Miles

Approved mileage rate

Mileage support

7. Lodging, Transportation, Registration, and Other Expenses

Date	Category	Vendor	Business purpose	Amount	Receipt?

Lodging or policy-limit exception

8. WYO HELP Direct Payments and Travel Advances

Travel advance

Advance amount

Direct payment

Amount paid directly by WYO HELP

Description of directly paid expenses

Unused advance returned

Expenses paid directly by WYO HELP must not be included in the traveler reimbursement total.

9. Reimbursement Summary

10. Required Supporting Documents

Upload receipts and supporting documents

No files selected.

PDF, image, Word, and Excel files are accepted. Combined attachment limit: 18 MB. Individual meal receipts are generally unnecessary when WYO HELP pays standard M&IE per diem unless the funding source or written policy requires them.

11. Traveler Certification

I certify that the travel occurred for authorized WYO HELP business; the expenses claimed are accurate, necessary, reasonable, allowable, and have not been reimbursed elsewhere; all expenses paid directly by WYO HELP or another organization have been disclosed; provided meals have been identified; mileage excludes ordinary commuting unless authorized; and I will return any duplicate payment, excess reimbursement, or unused advance. *

Type your full legal name as your electronic signature *

Date

12–13. Board Approval

After submission, the completed report and supporting documents will be sent to WYO HELP for two independent board approvals before payment. The traveler does not complete these sections.

Please click only once; uploads may take a minute.