Human Resources Management Division

X. Reimbursement Procedures (Expense Vouchers)

You will need to submit expense vouchers every month (30 days). This is required if you have any outstanding advance of funds. You will be paid for your expenses on Form AD-616R, Travel Voucher (Relocation). The name of your spouse, the names and ages of all your children and the names and relationship of your other family members must be shown on the voucher if payment is claimed for their expenses. If any of your children are 12 or over but under 21, show on your voucher whether they are married or single. If any other children are over 21, you must explain their dependency to you on your expense voucher.

Your travel voucher must be supported with proper itemized receipts. When a commercial mover is not used (i.e., you move yourself) under the actual method, you must give complete details as to the means you used to transport your goods showing the name of the person transporting the goods, ownership of the vehicle used, kind of vehicle used and any other services furnished. Be sure to obtain a proper (certified) weight certificate (generally from a commercial scale) showing gross, tare and net weight of the household goods transported. Otherwise, payment may not be allowed.

When a house trailer or boat allowance is claimed, no expenses are allowed for transportation of your household goods and personal effects.

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