Fill Out Your Ps 1164 E Form

What is the PS Form 1164 E used for?

The PS Form 1164 E, also known as the eTravel Expense Report, is used to document and request reimbursement for travel expenses incurred during official duties. This form is specifically for local travel and should be submitted with receipts for expenses over $50 that were not charged to a government travel card.

What information do I need to provide on the form?

You will need to fill out several key pieces of information. This includes your name, employee ID, office location, the reason for your trip, and any financial charge numbers. Additionally, you will have to outline the nature of your expenses, including trips using your personal car, taxi or limo expenses, and any other reimbursable costs like tolls or parking fees.

How do I report personal car travel on this form?

When reporting personal car travel, you must provide the departure date, trip origin, destination city, and total miles traveled. You will also need to specify the purpose of the trip and include any local commute miles. This helps to determine the reimbursable mileage amount. Ensure you subtract your local commute miles from the total trip miles for accurate reimbursement.

What if my expenses are less than $50?

If your expenses are less than $50, you should still report them on the form. However, you won't need to submit receipts for these smaller expenses. All expenses reported, even those under $50, should accurately reflect what you spent and why.

Is my personal information protected when using this form?

Yes, your personal information is protected. The form includes a privacy notice that outlines how your information may be used, only for purposes related to travel expense accounting and other authorized disclosures. Completing the form is voluntary, but providing accurate information is necessary for reimbursement.

What happens after I submit the form?

Once submitted, the form will be processed by someone in your office designated to enter the information into the eTravel system. The traveler's signature on the form certifies the expenses are accurate and comply with USPS policies. You will receive a detailed report of your expenses once they are processed, and any questions from the approving manager will be addressed directly to you.

Filling out the PS 1164 E form can be straightforward, but there are common mistakes that can lead to delays or denials of reimbursement. Understanding these pitfalls can help ensure you receive the funds you're entitled to.

One frequent mistake is not providing a complete Traveler's Name. It's essential to enter the first name, middle initial, and last name correctly. Incomplete or inaccurate names can cause processing issues. Similarly, entering the Employee ID incorrectly can lead to significant problems. This number must be your Social Security Number, so double-check it.

Another area where people stumble is in specifying the Reason for Trip. Vagueness can lead to questions from managers or the finance department. Instead of simple phrases, provide clear and detailed descriptions like “MPOO meeting” or “POS One training.”

In the expenses section, travelers often fail to differentiate between Local Commute Miles and total trip miles. Remember, if your trip starts and ends at an official duty station or residence, calculate the total miles accurately. Miscalculating these numbers can result in reduced reimbursement.

When it comes to taxi or limo expenses, not including a tip can be a common oversight. Tips up to 15% are allowable, so make sure your total costs reflect this. Additionally, travelers might mistakenly check “Yes” or “No” for the Paid by Travel Card section without carefully assessing how the charges were settled.

Many also overlook providing comments related to each expense. This can help clarify any special circumstances or share details about other travelers sharing costs. Lack of sufficient comments may leave room for misunderstanding.

Creatively providing Purpose of Trip/Comments is often neglected. Make sure to specify why the trip was necessary. This helps the approving manager understand the context of the expenses.

Not retaining copies of submitted receipts is another error. You should keep all receipts for any expenses exceeding $50, particularly those that weren't charged on a government travel card. Missing receipts can lead to denied claims.

Finally, remember that signature fields require specific titles. It's common for travelers to mistakenly use a supervisor’s name in the Approving Manager's Name field instead of the appropriate manager's name. Ensure that the manager's signature verifies the report, as per the guidelines.

By taking the time to avoid these mistakes, you can streamline the process of filling out the PS 1164 E form and ensure that you receive timely reimbursements. Check your entries carefully, and don't hesitate to ask for guidance if uncertainties arise.

When navigating travel reimbursements, it is essential to understand that various forms and documents may accompany the PS 1164 E form. These documents serve specific purposes and help streamline the process of receiving reimbursement. Below is a list of commonly used forms related to travel expenses.

• PS Form 1164: This form is the standard local travel expense report commonly used for reimbursements. It captures essential travel details, which assist in determining the validity of the claims made.
• Travel Authorization Form: This document outlines the approval for the travel, including specified dates, destination, and purpose. It serves as an official record that the travel was sanctioned by the management.
• Receipts for Expenses: Receipts are crucial for proving that expenses were incurred. For any expense over $50, a receipt must be submitted along with the travel expense report to ensure that reimbursements are processed accurately.
• Employee Travel Itinerary: This itinerary details the traveler's schedule during the trip, including departure and arrival times, modes of transportation, and the specific events or meetings to be attended. It aids in confirming the traveler's activities coincide with claimed expenses.
• Per Diem Request Form: This form is used to claim daily allowances for meals and incidentals while traveling. By submitting this request, employees receive set amounts to cover daily travel costs without needing to provide individual receipts.
• VAT Refund Form: For international travel, this form may be necessary to reclaim Value Added Tax (VAT) incurred on certain purchases. Travelers fill it out to initiate the refund process and ensure compliance with applicable regulations.
• Vehicle Mileage Log: For those using personal vehicles, this log helps record miles driven during travel for reimbursement purposes. It includes details such as the date, destination, and purpose of the trip.
• Training Course Registration Form: If travel is related to attending a training course, this form documents registration and payment details. It can facilitate reimbursement for tuition and associated costs.
• Supervisor Approval Form: This document is needed to certify that the travel incurred was for official business and that no postal vehicles were available during the trip. It must be signed by a supervisor to authenticate the claims.

Understanding and utilizing these forms appropriately can help ensure that travel expenses are reimbursed promptly and accurately. Proper documentation not only safeguards against potential issues but also enhances clarity between employees and their management regarding travel-related financial matters.

• Expense Reimbursement Form: This document seeks reimbursement for expenses incurred during business-related activities. Similar to the Ps 1164 E form, it specifies the type of expenses, requires supporting receipts, and outlines the need for clear documentation of the travel details and purpose.
• Travel Authorization Request: This form is essential for getting approval before embarking on business travel. Like the Ps 1164 E, it captures the traveler’s information, trip details, and reasons for travel. It serves as a precursor to expense reporting, ensuring that the trip was sanctioned beforehand.
• Mileage Reimbursement Tracker: This document records miles driven for work-related purposes. Just as the Ps 1164 E includes mileage calculations for car travel, the mileage tracker details the distances traveled and justifications for work trips, ensuring accurate reimbursement.
• Training Registration Form: Used when attending educational courses, this form captures course details similar to the training section in the Ps 1164 E. Both documents require information about the course, the purpose for attending, and the associated costs, providing a clear path for reimbursement.
• Business Expense Report: This report summarizes various expenses incurred during work assignments. Similar to the Ps 1164 E, it requires clear itemization of expenses and supporting documentation, aimed at ensuring accountability in work-related spending.

When filling out the PS 1164 E form, it is important to ensure accuracy and clarity. Here is a list of things to do and avoid:

• Do include your full name (First, MI, Last) in the Traveler's Name section.
• Do enter your correct Employee ID, which is your Social Security Number.
• Do provide a specific reason for your trip, detailing the purpose clearly.
• Do indicate the nature of the expense by checking one of the provided boxes.
• Do keep any receipts for expenses over $50 that were not charged to your travel card.
• Do ensure all expenses are clearly stated, including costs for taxis or other transportation.
• Do sign and date the form to certify the accuracy of your entries.

• Do not leave any section of the form incomplete; ensure all necessary information is filled in.
• Do not submit the form without the required receipts for any expenses over $50.
• Do not use the form for personal expenses unrelated to official travel.
• Do not forget to check if you need to charge your expenses to a travel card.
• Do not attempt to falsify any information, as this may lead to serious consequences.
• Do not confuse your supervisor's name with the manager's name; ensure you follow the hierarchy.
• Do not neglect to retain copies of all submitted receipts and the expense report for your records.

Misconceptions about the PS 1164 E form can lead to confusion and potential issues with reimbursement. Below are ten common myths, along with clarifications.

1. The PS 1164 E form is only for travel expenses. In reality, this form can also be used for other approved reimbursements, such as training registration fees.
2. You must use a government travel card for all expenses listed. You can indicate if any of the expenses were paid out of pocket. Both options are acceptable.
3. This form is optional. While completing the form is voluntary, not submitting the required information can result in unreimbursed expenses.
4. All expenses over $50 need to be submitted with receipts. Only the items not charged to your travel card must be accompanied by receipts. If you used your travel card, that requirement does not apply.
5. Submitting the form guarantees reimbursement. Even with proper completion, reimbursement is contingent on the validity of the claimed expenses.
6. You cannot claim personal car expenses. Personal car usage is eligible for reimbursement, but you must accurately report the mileage and any commuting miles.
7. I'm only responsible for my part of the trip expenses. All expenses reported must reflect contributions accurately; if you shared rides or costs, these need to be communicated clearly.
8. It's okay to estimate expenses. Accurate receipts or records of expenses must be maintained. Estimates can lead to delays or denials in reimbursement.
9. The form doesn’t require signatures. Signatures from both the traveler and the approving manager are essential for validation.
10. Only specific personnel can submit the form. Any traveler can submit their PS 1164 E form for reimbursement, but they should follow up with the designated staff for eTravel entry.

Understanding these misconceptions will help ensure a smoother reimbursement process. Clarity about the requirements can lead to successful submissions and avoid unnecessary frustrations.

Filling out and using the PS 1164 E form can be straightforward if you follow these key takeaways:

• Submit Receipts for Major Expenses: Include all receipts for expenses over $50 that were not charged to your travel card.
• Accurate Reporting: Ensure that personal details, such as the traveler’s name, employee ID, and office, are precise and clear.
• Select the Right Expense Type: Clearly indicate the nature of your expense by checking the relevant box, such as General Meetings or Training Course.
• Document Mileage Correctly: Provide an accurate count of total trip miles, and remember to subtract local commute miles to determine reimbursable miles.
• Keep Track of Taxi or Limo Expenses: For taxi or limo rides, record the date, city, origin, destination, and cost. Specify if a travel card was used.
• Training Course Expenses: When reporting tuition for training, ensure to provide the start date, location, description, and cost clearly.
• Follow-Up on Approval: Once submitted, expect the approving manager to review the expenses. Maintain communication in case any adjustments are needed.

By adhering to these guidelines, you can navigate the process of filling out PS Form 1164 E efficiently and accurately. Proper documentation ensures a smoother reimbursement experience.