Out of State Travel Instructions

All claims for reimbursement for travel expenses must be submitted on approved Travel Information Claim Form with expenses itemized. Travel Information Claim Form should be completed as soon as possible after the trip. To expedite payment for reimbursement of expenses attach all required documentation and secure all the proper signatures. If you have problems printing, go to “Page Setup” and adjust the scaling on the “Page” tab or call Kay Lynn Roberts x2977

Out-of-State Travel (DOCUMENTATION REQUIRED)

Out of State Travel Reimbursement (No Overnight Stay)

  • Mileage Chart (Print and Attach)
    • MapQuest website www.mapquest.com for Map Miles driven (actual Map not required)
      • Vicinity (use odometer)
  • Registration Fee
    • Attach Paid receipt for registration fee. Must be a paid receipt. Copy of the registration form is not sufficient.
    • If No paid receipt
      • Copy of credit card statement, or
      • Copy of cancelled check (front and back)
  • Tolls, parking, etc.

Out of State Travel Reimbursement (Overnight Stay)

  • Attach copy of approved Out-of-State Travel Encumbrance Request form
  • Mileage Chart (Print and Attach)
    • MapQuest website www.mapquest.com for Map Miles driven (actual Map not required)
      • Vicinity (use odometer)
    • If you choose to drive to meeting that generally requires Airfare
      • Complete “Airfare Comparison” Section A on page 2
        • Mileage reimbursement will be limited to All Seasons Airfare Quote plus mileage to DFW (200 miles allowed)
          • If mileage $ amount claimed is equal to or exceeds the limited $ amount – parking would not be allowed due to limitation
        • Attach All Seasons Airfare Quote
    • Mileage Chart not necessary for the following two out of state trips
      • Durant to DFW – 200 map mile and no vicinity
      • Durant to Grayson County College – 42 map and 18 vicinity
  • Registration Fee
    • Attach original Paid receipt for registration fee. Must be a paidreceipt.; Copy of the registration form is not sufficient.
      • If No paid receipt
        • Copy of credit card statement, or
        • Copy of cancelled check (front and back)
    • If meals were included in the registration fee, the number of meals provided should be indicated on the form and one-fourth of one day’s meal and incidental expense allowance should be deducted from the per diem for each meal provided. (Per Diem page 2)
  • Tolls, parking, cab fare, etc.
  • Lodging (if claiming lodging reimbursement)
    • Attach original itemized Paid receipt from hotel, motel, etc
    • If a hotel/motel is designated by the conference, the actual rates will be Paid, not to exceed single occupancy rate.
      • Documentation such as Brochure or Literature must be attached from the conference indicating that this was a designated hotel/motel.
        • A sponsor may arrange a meeting, workshop or similar travel objective to be held at a host or headquarters lodging facility. In such travel instances and when the hotel or motel isspecified by the sponsor’s announcement or notice (e.g., conference brochure), reimbursement may be allowed for the actual cost of lodging not to exceed the single occupancy room rate charge as indicated on the paid lodging receipt. (OSF Manual Chapter 330 C.2.b. (1) (a)
      • The single room rate must be specified on the conference literature.
      • If No designated hotel conference rate
  • Per Diem (if claiming per diem reimbursement)
    • Go to www.gsa.gov/perdiem (Print and Attach)
    • If personal time is taken while in travel status (travel starts more than 24 hrs prior to beginning of conference / meeting or travel ends more than 24 hrs after conference / meeting ends
      • If left more than 24 hrs prior – Per diem will begin at the time of the registration / meeting begins
      • If return later than 24 hrs after – Per diem will end at the time the conference / meeting ends
    • Documentation such as Brochure or Literature must be attached to verify per diem days allowable if claiming per diem reimbursement
      • Verify Beginning and Ending Dates and Times of the Conference or Meeting
        • Standard 24-Hour Travel Rule (unless personal time is part of travel time)
          • Reimbursement for meals and lodging expenses shall not extend more than 24 hours before and/or more than 24 hours after the date/time the object of travel (e.g. meeting, workshop, conference, etc) began and/or ended. OSF Manual Chapter 330C.1.b.(2)(a)
      • If meals were included in the registration fee, the number of meals provided should be indicated on the form and one-fourth of one day’s meal and incidental expense allowance should be deducted from the per diem for each meal provided.
        • Highlight meals provided
        • “Continental breakfasts” and refreshments, such as coffee, tea, soft drinks, etc., provided during meeting breaks are not considered meals.
          • Claimant may opt to count as a meal
  • Airfare
    • If Airfare booked thru All Seasons (No documentation required)
      • Enter Airfare Quote and Requisition Number in the “Misc/Overnight Costs No Cost Reimbursement” section on page 1 top left hand side of form
        • Requisition Number can be found on approved Out of State Travel Encumbrance form  (Ex:  R29682)
  • If Requesting Airfare reimbursement
    • Reimbursement is limited to All Seasons Quote
    • If airfare booked with another agent (e.g. Online, other agency)
      • Complete “AirFare Comparison” Section C on page 2
      • Attach All Season’s Airfare Quote
  • If you choose to drive to meeting rather than book Airfare
    • Complete “Airfare Comparison” Section A on page 2
      • Mileage reimbursement will be limited to All Seasons Airfare Quote plus mileage to DFW (200 miles allowed)
        • Attach All Seasons Airfare Quote