TABER Checklist

The following checklist and summary of relevant procedures have been developed as a convenience in preparing a TABER. Adherence to these procedures is the best way to assure prompt processing of TABERs. Failure to provide the information indicated will result in processing delays.

1. Indicate whether TABER is for employee or visitor
2. Traveler’s Name
3. Date TABER requested
4. Address and phone # for mailing of check
5. Select, if applicable whether special check handling is required
6. Date(s) expense / trip incurred, i.e. FROM: mm-dd-yy TO: mm-dd-yy.
7. Present a detailed description of expenses in chronological sequence

a. Round trip mileage must stipulate From and To destinations. The current mileage rate is $.31 per mile
b. Original receipts are required for all expenditures. In many cases, the vendor can recreate lost receipts. The traveler is responsible for getting alternative documentation. To expedite processing, receipts should be presented in a neat, orderly manner. They may be attached to separate sheets of paper in the same order as presented and stapled to the TABER.
c. Federal agencies allow only US flag-carrier airlines, unless specific prior approval is obtained, regardless of cost
d. Meals may be presented in the following format:

e. Business meal (as compared with meals when traveling) require: an attached explanation of the rationale for charging the sponsor, including topics discussed; list of attendees, affiliation and relationship to project; and approval of Chair/Director or next higher authority
f. Expenditures are unallowable if not incurred during the time frame of the grant/contract being charged and if not allowable by the terms of the award or if funds are not available for this purpose.

Generally, unallowable expenses include, but are not limited to, entertainment, flight insurance, liquor, valet service, barbers, childcare, and kennels. In addition

g. Foreign travel requires the sponsor’s written approval. Please show exchange rate to convert foreign currency to US dollars and provide exchange purchase receipts

8. Number of Miles (Multiply by .31 for mileage amount) For example, the current one-way mileage allowance from New Brunswick campuses to Newark airports is 30 miles
9. Other itemized amounts
10. Full explanation of the rationale for charging the sponsor for the expense / trip. If the TABER reflects various trips / expenses, an explanation for each must be shown. “To Attend XYZ conference” or “to reimburse for research project” is NOT sufficient. If more space is needed, attach an addendum.
11. The requestor must sign the TABER. Another person may not sign on the requestor’s behalf
12. An individual authorized to sign for the organizational must approve the TABER. The requestor cannot authorize their own TABER.
13. Indicated each account with applicable subcode to be charged. For grants / contracts : do NOT use subcode 35000 or 21000.

Before Submitting TABER to Disbursement Control - Check:

Have all applicable items on the TABER been completed?
Are all ORIGINAL receipts attached?
Did the requestor and authorized official sign the request?
Have calculations been checked?

If all questions answered “yes”, forward completed TABER with receipts to Disbursement Control, 3rd Floor, ASB, Busch Campus.

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Last updated: 08/18/2004

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