Forms

Out-of-State Overnight / International Travel Request

Out of State Overnight International Travel Request Effective January 1, 2015 (Excel)

All Overnight Travel Outside of Oklahoma $1,500 or more and ALL International Travel Outside the United States Must be Approved by the President PRIOR TO TRAVEL.

All Overnight Travel Outside of Oklahoma less than $1,500 must be approved up to the Vice President level as final approver PRIOR TO TRAVEL.

Attach the following items to Out-of-State Overnight / International Travel Request form:

  • Justification for out-of-state overnight / international travel
  • Airfare Quote from All Seasons Travel (get quote prior to travel)
  • If ‘Pre-Payment Approval – Registration Fee’ form meets the criteria to be Approved for Pre-Payment
    • Attach a copy of the ‘Pre-Payment Approval – Registration Fee’ form completed / signed by conference official
    • Attach a copy of the registration form (do not charge registration to PCard until email is received from Office of Finance staff noting approval and requisition number
  • Brochure / Schedule showing the beginning / ending dates and times of the conference, designated lodging rate, and meals included in registration fee
  • Per Diem Rate Schedule – www.gsa.gov/perdiem (print and attach copy)
  • If opt to drive vs. airfare – print mapquest – city, state to city, state (no zip codes and no physical address)
    • Mileage reimbursement is limited to All Seasons Airfare Quote + mileage to and from the airport
      • 200 miles allowed Durant to DFW to Durant – or shorter distance if leaving from home
      • 210 miles allowed Ardmore to DFW to Ardmore – or shorter distance if leaving from home
      • 158 miles allowed Denison to DFW to Denison – or shorter distance if leaving from home
      • 352 miles allowed Idabel to DFW to Idabel – or shorter distance if leaving from home
      • 136 miles allowed Sherman to DFW to Sherman – or shorter distance if leaving from home

Original approved Out-of-State Overnight / International Travel Request is kept on file in the Office of Finance. Email will be sent to all signatures noting approval and requisition number with a copy of approved request attached.  Upon receipt of email PCard cardholder has approval to book airfare with All Seasons Travel and pre-pay registration if meets criteria provided no budget limitations.

Travel Information Claim Form

Travel Information Claim Form Effective January 1 2015 (Excel)

Travel Information Claim Form for Travel Prior to January 1, 2015 (Excel©)

The Travel Information Claim form should be completed upon return home from trip.  Reimbursement for overnight / international travel, attach the following items to the claim form:

  • Brochure / Schedule showing the beginning / ending dates and times of the conference, designated lodging rate, and meals included in registration fee
    • If out-of-state overnight / international travel this information should have been attached when requesting approvals; if attached, then this information will be on file with the Out-of-State Overnight / International Travel Request form
  • Agenda – if no agenda – make notation
  • Airfare Quote from All Seasons Travel (if travel overnight outside of Oklahoma or international travel)
  • Per Diem Rate Schedule (if claiming per diem)
  • Mileage table (ODOT for Oklahoma travel; Mapquest for out-of-state travel – city, state to city, state , no zip code, no physical address)
  • Original receipt for registration fee unless registration paid on departmental PCard
    • If PCard, attach a copy of paid receipt and copy of registration form, and copy of ‘Pre-Payment Approval – Registration Fee’ form
  • Original hotel receipt reflecting a zero balance
  • Miscellaneous original receipts for tolls, parking, baggage, cab fare, etc
    • Baggage limited to $25 each way

If you are only claiming mileage for in state or local travel, you should submit no more than 31 days travel on one claim form.

 Pre-Payment Approval Registration Fee Effective January 1 2015

Advance (Pre-) Payment is subject to approval for advance payment only when failure to pay in advance would preclude the agency from contracting for those services – reference J. page 143 Statewide Accounting Manual

The use of the ‘Pre-Payment Approval – Registration Fee’ form is valid only if requirements are met (if out-of-state overnight / international travel – submit ‘Out-of-State Overnight / International Travel Request’ form to secure approvals prior to charging on departmental PCard)

In-State, Out-of-State and International Travel Pre-Payment Approval – Registration Fee Requirements

The following requirements must be met to qualify for Pre-Payment of registration.

  • Organization requires preregistration along with payment and by standard policy will not accept a state purchase order in lieu of payment.

Or All three of the following:

  • Prepayment results in a discount to the state AND
  • Allows for substitution of participant AND
  • Provide a 100% refund to Southeastern Oklahoma State University should the event be cancelled.

Oklahoma Mileage Table

This link will take you to the Oklahoma Department of Transportation website. Click on “Oklahoma Mileage Table” to obtain mileage between any two points in Oklahoma. This is the number of miles that will be listed under MAP on the travel claim. You should keep track of your business vicinity miles on your odometer. These miles will be listed under VIC on your travel claim. Only business related vicinity miles will be allowed. Mileage to go off site for meals is not considered business mileage according to the State of Oklahoma travel regulations.

Current Per Diem and Lodging Rates

This link will take you to a website which will give you the maximum domestic per diem rates and foreign per diem rates for the destination city.  If neither the city nor the county are listed on the per diem listing, it is considered a standard CONUS destination.

Statewide Accounting Manual – Travel pages 181 – 260 (PDF)

This link will take you to the Office of Management and Enterprise Services website where the Statewide Accounting Manual is published. 50.30 Travel Vouchers, Pages 181 – 260 travel reimbursement procedures.

Record of Lost Receipts Form (Excel©)

Travel Log Form (Excel©)

SE Foundation Forms

Equipment forms

Student Travel Forms