Forms

State Object Code Listing

Most Frequently Used State Object Codes (Excel©)

Out of State Travel Request

Out of State Travel Request Effective January 1, 2014 (Excel©)

All out of state travel must be approved by the President 30 days PRIOR TO TRAVEL. The criterion for approval of faculty and staff out of state travel is listed below and applies to both A and B funds.

  • Requirement for accreditation
  • Presentation at a conference
  • Requirement for certification
  • Requirement for holding an office in an organization

Attach the following items to Out of State Travel Request form:

  • Justification for out of state travel request
  • Brochure or literature showing the dates and times of the conference, designated hotel rate, and meals included in registration fee
  • Copy of Airfare Quote
  • Copy of registration form
  • Copy of per diem and lodging rates
  • Copy of mileage table (ODOT for Oklahoma travel; Mapquest for out of state travel – town to town no zip codes)

Original approved Out of State Travel Request is kept in Office of Finance. Email will be sent to all signatures with information required to book airfare with All Seasons Travel. The Office of Finance does not book airfare for you.

Travel Information Claim Form

Travel Information Claim Form Effective January 1, 2014 (Excel©)

The Travel Information Claim form should be completed as soon as possible after the trip. Reimbursement for overnight travel, attach the following items to the claim form:

  • Brochure or literature showing the dates and times of the conference, designated hotel rate, and meals included in registration fee
  • Copy of per diem and lodging rates (for overnight travel)
  • Copy of mileage table (ODOT for Oklahoma travel; Mapquest for out of state travel – town to town no zip codes)
  • Copy of Airfare Quote
  • Original receipt for registration fee – must be a paid receipt – copy of the registration form is helpful
  • Original Hotel receipt reflecting a zero balance
  • Miscellaneous original receipts requests for tolls, parking, baggage, cab fare, etc

If you are only claiming mileage for in state or local travel, you should submit no more than 30 days travel on one claim form.

Pre-Pay Registration Approval Form
Effective 9-1-2011

Pre-Pay Registration is subject to approval for advance payment only when failure to pay in advance would preclude the agency from contracting for those services – OSF Manual 319 (L). The use of the Pre-Pay Registration Form is valid if requirements are met and Dana Bell, Purchasing Office receives signed / dated copy 30 days prior to travel (if Out-of-State overnight travel – submit Out-of-State Request form to secure President’s signed approval to meet the 30 day requirement)

In-State and Out of State Travel
Pre-Pay Registration Approval 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.

State Travel Reimbursement Procedures (PDF)

This link will take you to the Office of Management and Enterprise Services website where the State Procedures Manual is published. Chapter 300, Section Number 330, Pages 50-97 deal with travel reimbursement procedures.

Record of Lost Receipts Form (Excel©)

Travel Log Form (Excel©)

SE Foundation Forms

Equipment forms

Student Travel Forms