PS Form 1164-E "Etravel Expense Report - Local Travel"

What Is PS Form 1164-E?

PS Form 1164-E, eTravel Expense Report - Local Travel, is a written statement postal workers use to account for the travel expenses incurred while they were performing their work duties locally and to receive reimbursement. The Postal Service must pay back the travel expenses to their employees including transportation, lodging, and daily expenses such as meals and telephone charges. If you have traveled within a fifty-mile radius of your permanent place of work and did not require to stay overnight, you need to report the expenses via Form 1164-E.

Alternate Name:

  • USPS eTravel Form.

This form was released by the U.S. Postal Service (USPS). The latest version of the form was issued on January 1, 2004, with all previous editions obsolete. A fillable PS Form 1164-E is available for download below.

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USPS eTravel Instructions

Follow these steps to prepare an eTravel Expense Report:

  1. Indicate your full name and social security number. Specify the name of your duty station, provide the reason for the trip, and add the finance number of the duty station that will be charged.
  2. Check the appropriate box to describe the nature of the expense.
  3. Record the expenses. If you used your own vehicle to reach the destination, state the date of departure, the point of departure and the destination, purpose of the travel, total miles and local commute miles. Calculate the trip miles to be charged - extract the commute miles from the total amount.
  4. If you used a taxi or limo for the trip, indicate the date and the city, the places where you were picked up and dropped off, and the cost of the ride (including tip). If you paid for the trip with a Travel Card, answer "yes."
  5. If there were other expenses, list them: provide the description, the date and location, and the total cost.
  6. If you took a training course, state the date and place, describe the type of course, and enter the tuition you have paid.
  7. Confirm the information in the form is true and correct, sign the document, provide your telephone number, and date the report.

To collect reimbursement, you need to file this document to the accounting or financial support office at your workplace - they will file the data from the report into the eTravel system on your behalf and you will receive reimbursement through payment to your bank account.

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Download PS Form 1164-E "Etravel Expense Report - Local Travel"

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eTravel Expense Report — Local Travel
A. Report Header (Submit this report with receipts for items over $50 that were not charged to your travel card)
1. Traveler's Name (First, MI, Last)
2. Employee ID (SSN)
3. Employee's Office
4. Reason for Trip
5. Charge to Finance No.
B. Nature of Expense
(Check one)
General Meetings
Speaking Engagement
Other Expense
Detail
Project Team
Training Course
C. Expenses
1. Personal Car
Total
Local
Trip Miles
Depart Date
Trip Originated at
Destination City
Purpose of Trip/Comments
Trip
Commute
Charged (Total
(MM/DD/YYYY)
Miles
Miles
minus Commute)
2. Taxi/Limo
Paid by
Comments
Travel Card?
Date
City
Origin
Destination
Cost
Yes
No
Yes
No
3. Other Reimbursable Expenses (Tolls, Gas, ATM Fees, Parking Fees, Public Transit)
Paid by
Comments
Travel Card?
Date
City
Expense/Purpose
Cost
Yes
No
Yes
No
4. Training Course (GL Account 52363)
Paid by
Comments
Travel Card?
Date
Place
Course Description
Cost
Yes
No
Yes
No
PRIVACY ACT NOTICE: The collection of this information is authorized by 39 U.S.C. 401, 1001, and 2008. This information will be used to account for your official duty travel expenses.
As a routine use, the information may be disclosed to a congressional office at your request; to OMB for review of private relief legislation; to a labor organization as required by NLRA;
where pertinent in a legal proceeding to which the USPS is a party; to an appropriate law enforcement agency for investigative or prosecutorial purposes; to a government agency where
relevant to a hiring, contracting, or licensing decision by the requesting agency; or by the USPS; to an expert or consultant under contract with the USPS to fulfill an agency function; to
the Federal Records Center for storage; to the Equal Employment Opportunity Commission for investigating a formal EEO complaint filed against USPS under 29 CFR 1614; to an
independent Certified Public Accountant during an official audit of USPS finances; and to the Merit System Protection Board or Office of Special Counsel for proceedings involving
possible prohibited personnel practices. The completion of this form is voluntary; however, if this information is not provided, you may not be reimbursed for your travel expenses.
I certify these expenses are valid; I understand any falsification may result in forfeiture of this claim (28 U. S. C. 2514) and criminal prosecution.
Approving Manager's Name
Traveler's Signature
Traveler's Phone No. (Enter area code)
Date Report Submitted
(
)
I certify the mileage above was used for official postal business as described and is accurate. No postal vehicles were available
Date Certified
Supervisor's Signature
Supervisor's Printed Name
Supervisor's Phone No. (Enter area code)
(
)
OFFICE USE ONLY
Input by
Date Input
Date Updated
Date Receipt Report
Date Submitted to
Date Detail Report
Sent to Back Office
Approving Mgr.
Sent to Traveler
1164-E
PS Form
, January 2004 (Page 1 of 2)
eTravel Expense Report — Local Travel
A. Report Header (Submit this report with receipts for items over $50 that were not charged to your travel card)
1. Traveler's Name (First, MI, Last)
2. Employee ID (SSN)
3. Employee's Office
4. Reason for Trip
5. Charge to Finance No.
B. Nature of Expense
(Check one)
General Meetings
Speaking Engagement
Other Expense
Detail
Project Team
Training Course
C. Expenses
1. Personal Car
Total
Local
Trip Miles
Depart Date
Trip Originated at
Destination City
Purpose of Trip/Comments
Trip
Commute
Charged (Total
(MM/DD/YYYY)
Miles
Miles
minus Commute)
2. Taxi/Limo
Paid by
Comments
Travel Card?
Date
City
Origin
Destination
Cost
Yes
No
Yes
No
3. Other Reimbursable Expenses (Tolls, Gas, ATM Fees, Parking Fees, Public Transit)
Paid by
Comments
Travel Card?
Date
City
Expense/Purpose
Cost
Yes
No
Yes
No
4. Training Course (GL Account 52363)
Paid by
Comments
Travel Card?
Date
Place
Course Description
Cost
Yes
No
Yes
No
PRIVACY ACT NOTICE: The collection of this information is authorized by 39 U.S.C. 401, 1001, and 2008. This information will be used to account for your official duty travel expenses.
As a routine use, the information may be disclosed to a congressional office at your request; to OMB for review of private relief legislation; to a labor organization as required by NLRA;
where pertinent in a legal proceeding to which the USPS is a party; to an appropriate law enforcement agency for investigative or prosecutorial purposes; to a government agency where
relevant to a hiring, contracting, or licensing decision by the requesting agency; or by the USPS; to an expert or consultant under contract with the USPS to fulfill an agency function; to
the Federal Records Center for storage; to the Equal Employment Opportunity Commission for investigating a formal EEO complaint filed against USPS under 29 CFR 1614; to an
independent Certified Public Accountant during an official audit of USPS finances; and to the Merit System Protection Board or Office of Special Counsel for proceedings involving
possible prohibited personnel practices. The completion of this form is voluntary; however, if this information is not provided, you may not be reimbursed for your travel expenses.
I certify these expenses are valid; I understand any falsification may result in forfeiture of this claim (28 U. S. C. 2514) and criminal prosecution.
Approving Manager's Name
Traveler's Signature
Traveler's Phone No. (Enter area code)
Date Report Submitted
(
)
I certify the mileage above was used for official postal business as described and is accurate. No postal vehicles were available
Date Certified
Supervisor's Signature
Supervisor's Printed Name
Supervisor's Phone No. (Enter area code)
(
)
OFFICE USE ONLY
Input by
Date Input
Date Updated
Date Receipt Report
Date Submitted to
Date Detail Report
Sent to Back Office
Approving Mgr.
Sent to Traveler
1164-E
PS Form
, January 2004 (Page 1 of 2)
Instructions for Completing PS Form 1164-E
A. Report Header
e. Paid by Travel Card? Indicate if you paid for the other
expense with your government travel card by
1. Traveler's Name: Print First Name, Middle Initial, and
checking either "Yes" or "No".
Last Name (to be used in naming convention for expense
f. Comments: Enter any comments about the expense.
report).
2. Employee ID: Enter the traveler's Social Security
4. Training Course (GL Account 52363) — Tuition Only
Number.
a. Date: Enter start date of the course.
3. Employee's Office: Enter the name of the Duty Station.
b. Place: Enter type of institution where training course
4. Reason for Trip: Briefly describe the reason(s) you
was taken, e.g., Facility, University, Other).
traveled, e.g., POS One training, OIC assignment,
c. Course Description: Enter the type of course taken.
MPOO meeting.
d. Cost: Enter tuition paid.
5. Charge to Finance No.: Enter the finance number to be
e. Paid by Travel Card? Indicate if you paid for the
charged.
training expense with your government travel card by
B. Nature of Expense
checking either "Yes" or "No".
f. Comments: Enter any comments about the expense.
Check one of the boxes listed. Note: Form 1164-E may be
used for more than travel payments. You can also use
Note: The person entering the expense report must
eTravel for other approved reimbursements, such as training
change the general ledger account in the GL Account
registration fees.
field of eTravel to training expenses.
C. Expenses
Traveler's Signature: The traveler's signature certifies factual
presentation of all expense entries and compliance with USPS
1. Personal Car
expense policy.
a. Depart Date: Enter the first date of travel.
Phone No.: A phone number where the traveler can be reached
b. Trip Originated at: Enter the location where the trip in
if there are questions about your travel expenses.
your personal car originated, e.g., residence or name
of office.
Date Report Submitted: Enter the date the traveler sent the
c. Destination City: Enter the location where the trip in
eTravel Expense Report to the employee for entry into eTravel.
your personal car ended.
Approving Manager's Name: Enter the name of the manager
d. Purpose of the Trip/Comments: Enter the reason for
to whom the travel report should be submitted. Note: This field
travel and provide information for the approving
must contain a manager's name, not a supervisor's name.
manager of any special circumstances involved in
Managers who can approve a travel report are defined in
driving your personal car.
Handbook F-15, Travel and Relocation, Appendix C.
e. Total Trip Miles: Enter the total miles driven to and
from the destination.
Supervisor's Signature: Supervisor is station manager or office
f. Local Commute Miles: When the trip begins and ends
postmaster. The supervisor's signature certifies that local travel
at the traveler's residence, enter the round trip miles
was for official Postal Service ™ business and no Postal Service
from the residence to the official duty station. When
vehicles were available. In signature block include signature with
the trip begins and ends at the traveler's official duty
printed name, phone number, and date certified.
station, enter zero.
Office Use Only
g. Trip Miles Charged: Enter the total trip miles minus
the local commute miles. This is your reimbursable
To be completed by the employee who enters the expense
miles.
report data into the eTravel system on behalf of the traveler.
Once the data is entered into the eTravel system, original form
2. Taxi/Limo
and backup are maintained in the office of the web alias. A copy
a. Date: Enter the date of your taxi/limo ride.
of the eTravel Detailed Report is sent to the traveler. Any
b. City: Enter the city where you rode the taxi/limo.
questions from the approving manager will be addressed to the
c. Origin: Enter the location where you were picked up,
traveler.
e.g., hotel, airport, residence, etc.
Additional Comments
d. Destination: Enter the location where you were
dropped off.
Any questions concerning completion of this form or about
e. Cost: Enter the cost of the ride (may include a tip up
travel, should be addressed through the district eTravel
to 15%).
coordinator or the employee designated to enter PS Form
f. Paid by Travel Card? Indicate if you paid for the
1164-E into eTravel through Web Alias.
taxi/limo with your government travel card by
After completing this form, forward the form and all receipts for
checking either "Yes" or "No".
expenses $50 and over that were not charged to your
g. Comments: List any comments about your taxi/limo
government travel card to the employee designated to enter
expense, if necessary, such as sharing with other
your PS Form 1164-E into eTravel. Retain copies of any receipts
USPS employees, etc.
submitted with your expense report. The web alias will print
3. Other Reimbursable Expenses
eTravel Detail Report and send it to the traveler.
a. Date: Enter the date the other expense occurred.
Resubmit
b. City: Enter the city where the expense occurred.
If the approving manager has any questions regarding the
c. Expense/Purpose: Describe the expense you
expense report, he or she will contact the traveler directly and
incurred. Some examples of expenses that should be
resubmit the report to the web alias if necessary. The traveler is
entered here include tolls, cash advance fees (fees
responsible for notifying the web alias in writing of any
only, not the amount of the cash advance), gas, or
necessary corrections, and authorizing the person entering the
parking.
expense report to edit the report in the eTravel system. The
d. Cost: Enter the cost of the expense.
expense report will then be resubmitted to the approving
manager.
1164-E
PS Form
, January 2004 (Page 2 of 2)
Page of 2