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Travel invoice format for NPOs

all right welcome to the next session of our tutorials for the communal budget spreadsheet and template alright today we'll be looking at the travel documentation sheet also knows travel documentation backup you probably or may in other tutorials see some glimpses of the spreadsheet that I referenced or reference and even subsequent tutorials that look slightly different than the one you're seeing here but hopefully the one that you get will look them be about like this one and congruent was the one you're seeing here I've simply updated it and kind of gone back and am now doing this torture tutorial kind of retro actively anyway for our travel documentation spreadsheet we have here on our first page the travel documentation we're going to be filling in for each of three employees if your particular contract is funding three different employees or you're putting travel in for three different employees so this spreadsheet is only accommodating three you would have to make adjustments or in some way shape or form if you had more than three and of course if you have less than three you can simply delete out one of them all right the first page shows the federal charges or so this would be the amount of travel that is put into the federal charge category in other words you're actually in voicing and actually asking epd to pay for and then there's a second page down here the match page also known as in kind that your organization would be putting towards match your match category as I've alluded to before and made reference to in other tutorials the amount of travel that you have that you're forgiven quarter that you're putting into federal the federal category versus putting into the match category is something you simply have to work out and learn to manage within your office with the implementation manager or whoever's is kind of a lead person on a given project and so that's why this particular spreadsheet will kind of take some nuance you won't necessarily be putting all of your travel into federal or all in the match once in a while that may be the case but many times you'll be putting a bit of it into federal and a bit of it to match or sometimes what we've done and in fact I would say this is somewhat common our office says one person has all their travel go into federal let's just say our office that might appear on to Gordon and that another person has all theirs going in to match down here but I've created spaces for each of the three people both on the match page as well as up here on the federal pay so let's just say in this example that Rhonda Gordon is who we're calling the program manager in this particular project that she's got 107 dollars worth of travel that would be 200 miles based on a fifty three point five cent mileage rate and then we could I could just do myself I could put in a little bit down here for myself just as an example let's just say I'm putting all my time in the match and we'll just put a couple trips in there so you would just by hand enter in the mileage again see the text is in red so that's what you'd enter in mileage you'd enter in the date by hand so I'm just randomly picking dates here and those in there for you and then you could put a little description here you know meeting you went to you know educational workshop that you were putting on you know whatever talent might have been in that drive so all right so that gives you the general idea of the layout I'm back here to the top here the name of the project is gonna automatically fill in from the cumulative budget when we filled it in as with basically all our additional documents there's a category here for client that's just the name of your project again that's automatically gonna fill in the name of the person it's gonna automatically fill in from your cumulative budget it's your first person that you have here that's this person here whatever name you put in right here for this person I called them my program manager and case their name here just gonna autumn bop you late and then the second person's name you have here and the third person's name you have here we're all gonna auto-populate and fill in in our case currently Rhonda Gordon Julie shutters and Andrew J as it's autumn filling in the quarter for each quarter see if I go up here too I travel for quarter to see it says quarter two right there and then you would put in the description for perhaps a location or meeting you went to a very brief here in this case the number of miles you traveled on the very top here on the first quarter you're gonna put in the rate for that particular contract you'll just have to reference the contract paperwork you receive from epd to verify exactly what that figure is basically it amounts to the standard IRS federal mileage reimbursement rate at the time that the contract was initiated so that might be 0.5 35 as I've noted over here sometimes that's 56.5 just depends again on what the federal reimbursement rate rate was when the contractor started then we'll use that information to tabulate the total dollar amount reimbursement for that trip so I'll just go and enter a number here about a 50-mile trip and see it tabulates that number right there for me and then tabulates the total dollar amount as well it's mileage amount for that particular individual Rhonda Gordon in this case and it inserts her title in that particular project maybe it's probably program or project manager might be implementation manager or for me it's admin down here so it just implements your title or I'm sorry it puts the title automatically in there so you've got all three of your employees or individuals here and then at the bottom of the page the grand total for all of them in here total thunderdrum so it's got your total miles that you're counting towards federal with the total amount and you're counting towards the federal category for all your personnel second page is essentially the same thing simply for the match category and you can see it totals all your personnel here all the amount you're counting towards match so it might be suitable or convenient if you're the folks working in your office could just enter in right when they take a trip or you know perhaps at the end of each week or pay period they might want to just enter in the trips they've taken in the miles there with the date secondarily this information as you may have already recognized by now is also in the timesheet and I'll be going over the timesheet in a subsequent tutorial but just to quick glance here in the timesheet in addition to the time and hours worked it also have space for the mileage and this is just the format for the time sheets that we've well particular my executive director has been using in our office so so here you know they should be putting in the mileage hopefully for each trip that they take on Aggie if they take a trip on a given day as well as the description this here I just put if perhaps my director was taking a trip too a flume water conservation meaning for the Flint Soil and Water Conservation District so information would just go there that brief description and the mileage so one way or another this information just needs to be hand entered in over on the travel sheet now if that individual let's say your executive director just entered the information here then perhaps whoever is actually completing this report in our office that's the admin person typically sometimes the implementation manager as well but they could just take this information look at the days that the other staff actually had a trip had mileage enter it in with the location on the date and then they could then just hand enter that information and back over to the Travel sheet incidentally if you're doing that and you're not thoroughly familiar with Excel you can work with I haven't mentioned in a previous tutorial you can click up here on view and then you click new window and that's going to give you another window for the exact same spreadsheet you're working in and if you have two screens you can move one of them over to your adjacent screen if you're working with two screens on your computer the way that I do or if you don't you click this view side-by-side feature and then it would allow you to kind of look at two spreadsheets at one time so that perhaps on one of them you might click your timesheet spreadsheet and the other one you click your travel and then you could simply reference one while filling in their travel information if you do that I would just recommend click or our unn unn enable would be that I guess the appropriate term the synchronous scrolling if we do not want that highlighted at least that I find that works best to not have synchronous scrolling otherwise if you start scrolling up and down as you can see going here it will scroll both of your spreadsheets at the same time so you may not want that all right so once you have your information entered in here for your travel and you've got your grant holes it's going to take this information for each employee in my case that's Rhonda Gordon Julie shudders and Andrew J and it's going to take that information and plug it into my invoice for me so since we're looking to travel for quarter one I need to pull up invoice quarter one and you can see right here travel it's filled in their name and the associated travel that we decided we want on our federal and also the amount we wanted in match right over here it's drawing that information as you can see through this little formula up here it's drawing it from the travel quarter one spreadsheet cell j-47 it's all right there it's filling that all in for you going back to the travel spreadsheet another thing I want to make note when you perhaps I mentioned this before forgive the duplication if if I did but when you enter in this mileage rate here on the first quarter whatever that rate is going to be for that contract you're the top line in red it's going to not only fill in all of the subsequent mileage rate for all the other employees on this sheet it's going to do it on all your subsequent quarters so if I go look at my travel per quarter to that mileage rate see it's in green is already all filled in for me okay someone who's anyone has been paying close attention might notice that this person's name is in black but it's out of populating from the cumulative spreadsheet so actually again as I've noted before occasionally have a few little errors particularly with things like that this should be in green as it should down here this is automatically filling in so it shouldn't be in red it should be in green and occasionally I catch things like that right here is I'm doing that tutorial alright the next thing I'd like to make note of is down here below these spreadsheets is a sheet here you can see I need to make this a little bit smaller so you can read the whole thing this text here is a sheet for internal reference only to verify mileage totals are congruent between documents so because we have to hand enter in our mileage both on this sheet and over on the timesheet here we want to really be sure we get that all the same and so those numbers here are gonna auto populate so the total mileage for Rhonda Gordon or whoever your first person is in your organization executive director our most senior person what Oh again whatever name you've entered in on the cumulative spreadsheet here as your first person it's going to give us the total both all that we counted for federal and match all her mileage right here that from this spreadsheet here and then it's gonna pull in the mileage from the timesheet as you can see here and as well as the rate from both sheets and so we make sure that's all congruent which it should just automatically line up and the total so you can see here it's not congruent because I think as I was just typing and showing an example I had it a few miles here on this spreadsheet the travel documentation back up sheet right up here I think I masa must have entered in for Rhonda Gordon another 50-mile trip yep you might have noticed me doing that a few minutes ago as I was speaking and 50 miles so to make that congruent you've got to find where there might be any errors so I entered in a trip here January 1st 2019 for 50 miles how we need to go over my time sheet and I'll just enter in that date here obviously it doesn't and my example here doesn't line up with the other dates being in 2018 but that's irrelevant for our example purposes and I would type in 50 miles for a trip there now going back over here to my travel sheet you can see coming back down now these numbers line up and I've made them and these columns or rows I should say in the same color so you can kind of see these two numbers should match figures on these two rows above should match these two should line up the ones in this light orange should match the ones on these light green should match and so on for all your personnel for Julie shudders here they should match and for myself and urge a they should match you can see again another error here where they didn't line up I need to add a few more miles on to my time sheet or if you know I got too many just take take them off where appropriate so if I take those out here how they line up so anyway this is just tool to make verify all your data is matching between documents because when you enter in your mileage on your timesheet you don't this this timesheet is counting your time every day in a lot of days you're not going to have any mileage enter again and so it'll just be sporadically much of the time then you'd have mileage in re ed on this sheet and so therefore we have to have it hand enter it in over here in this spreads this other spreadsheet the travel spreadsheet I don't know of a specific way to get it to auto populate between sheets since you're not having necessarily travel every day all right so that gives you a general look at how this spreadsheet functions one other thing I'm going to mention now is that when you go to print this you of course are gonna need for your documentation that you're preparing to submit the EPD you're going to need this sheet and this sheet presuming you at least have some travel in both federal and match of course if you didn't have any in one category or the other let's say you only have match travel on a particular quarter you wouldn't actually need that first page but if you go to print it's really these only first two pages generally speaking that are relevant this page here is just for internal reference and then you can see I've typed out a few different instructions over here basically reiterating what I've just explained to you and so you don't need those print it out so if I go and hit ctrl print let's see it's telling me I've got six pages fact I just need page one I advanced this here h2 and that's all these other pages are just internal reference comparison sheet instructions and so on so here you would probably when you go to print if you're looking to save paper which I think it's always a good idea and you just tell it print from page one to two and so on and you'll find this from some other excuse me other parts of this entire workbook some of the other spreadsheets an example here is when you go to print your invoice you will find well here it's given us twelve pages some of these pages are not relevant of course you're gonna be shortening up as I mentioned before near invoice shortening it up by perhaps hiding some of those lines if you so choose otherwise it's just gonna run onto a second page which I guess is a major problem but just need to uh make sure it's clear for the EPD folks but if you come in here see your page four is a blank page there's nothing there so you would want to just print whatever pages you directly want all right now that were actually over at the invoice and I basically wrapped up what I wanted to say about the travel spreadsheet I want to start discussing this other little component are part of the invoice of something I've created here and if you open up your invoice of course at the top of the invoice is our itemized invoice which combines federal and match here on the same sheet basically and then it gets into our breakdown invoices our federal our match and then coming over to the side you can just use your sidebar scroll over here then you're gonna have this internal reference spreadsheet that basically is going to serve the purpose of giving me some idea how much I might want to be putting into particularly my federal could be match as well particular federal how much I want to be entering in based on how much is left in that particular bucket for that particular person or particular a category and so it's just to serve as a guide of course that this information is over here in the cumulative budget as well but so a person doesn't kind of have to keep going back and forth I'm basically kind of created this table here so I think I'll go ahead and wrap up this tutorial now and in the next tutorial go in a greater detail about this table and how it functions and how to utilize it just as a guide for filling in some of your different amounts for your federal charges I would say it particularly applies to the personnel as well as potentially the fringe category ones where you the buckets where we generally kind of spread it out evenly throughout the life of the contract so all right thank you