Travel Information

Official Business Travel – General Rules

The Southeastern Oklahoma State University Travel Policy has been developed in accordance with Oklahoma Statutes. Office of State Finance website http://www.ok.gov/OSF/documents/300.pdf Chapter 300, Sub Section 330 – Pages 50 – 97. The policy covers state officials and employees who are performing substantial and necessary work for the State of Oklahoma. Non-state employee travel is covered under the policy if the travel expenses were:

  1. Incurred by a student traveling at the University’s request
  2. Incurred at the University’s request by an individual in the course of seeking employment with the University

Travel expenses incurred by a vendor or consultant doing work or providing service under terms of a contract or agreement must be included in the total amount of the contract award.

Specific policies which apply to various types of travel expenses are listed on the next several pages. If you have any questions about reimbursement of expenses, call the Travel Clerk in the Office of Finance (ext. 2846).

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Employee’s Responsibility

Employees on official travel for the state may be reimbursed for authorized and approved travel expenses essential to the transaction of official business. Employees traveling on official business for the state are expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable and should be avoided as a standard practice.

Persons performing official travel should obtain appropriate receipts for all applicable charges and keep a personal record of miscellaneous expenditures chargeable to the state, noting each item as the expense is incurred. In this way, all necessary information will be accumulated and available for preparation and submission of the travel claim.

All expenses claimed for reimbursement must be fully denoted and properly declared under the appropriate section of the travel claim form. Reimbursable travel expenses are confined to those expenses that are essential to the transaction of official business in connection with the purpose of travel (i.e., “nature of official business”) as indicated on the travel claim form.

The employee must clearly state the purpose of travel or “Nature of Official Business” on the travel information claim form. The statement of purpose of travel should be concise, but clear enough that a person a part from the agency may understand the precise nature or purpose of the trip. For example, indication of “Meeting” for “Nature of Official Business” is too vague of a statement to convey the clear purpose of travel. A notation or statement, such as “Attend Office of State Finance Meeting on Travel Claim Preparation, May 3-5, 2007″ provides a better and more useful description of the purpose of travel.

The employee’s signed affidavit affirms that all travel was performed as indicated and that the claim for reimbursement represents a true and correct account of travel and related expenses. It is further implied from the traveler’s signature that any expenses claimed have not be reimbursed or otherwise provided for by other sources. By their signature on the affidavit, the employee is held liable under possible penalty of law for any falsified expense or misstatement of claim.

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Guidelines for Filing of the Travel Information Claim Form

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

The traveler is responsible for preparation and submission of their travel information claim form. Proper completion of all pertinent information is essential for prompt payment. Incorrect or partial completion of any of the required information risks rejection of the claim resulting in delays in the payment of expenses.

The employee must clearly state the purpose of travel or “Nature of Official Business” on the travel information claim form. The statement of purpose of travel should be concise, but clear enough that a person apart from the agency may understand the precise nature or purpose of the trip. For example, indication of “Meeting” for “Nature of Official Business” is too vague of a statement to convey the clear purpose of travel. A notation or statement, such as “Attend Office of State Finance Meeting on Travel Claim Preparation, May 3-5, 2007″ provides a better and more useful description of the purpose of travel.

Each point of travel (including en route stops for lodging) with its location (e.g., city and state) and the exact date and time of starting and ending overall travel must be shown on the claim form. This information is required in part to verify the use of the most direct route in travel.

An employee may be reimbursed only for expenses he/she personally incurred and is entitled to claim. All expenses claimed for reimbursement must be indicated under the appropriate sections provided on the travel information claim form. Original Paid receipts must be provided for each expense item as the basis of payment.

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Travel Reimbursement Guidelines

  • Claimant: Claimant’s Name
  • Vendor Number
    • Vendor number can be found on copy of a paid travel claim that has been returned with reimbursement check. Social Security Number has been removed.
  • Address
    • Address of Claimant
  • Account Number/Account Name/Limited $ Amount
    • 3 lines for account numbers and account names
    • If limited funding, include limited $ amount
  • Is Claimant a State Official or Employee?
    • Mark “Yes” or “No”
    • Do Not leave blank
  • Official Duty Station
    • Town Where Assigned Office is Located
    • Do Not leave blank
  • Misc/Overnight Costs – No Cost Reimbursement Requested (Informational Only) – top left hand side of form
    • Informational Only – Not to be included in the Reimbursement Cost Section
    • Information is required if claim is limited to funding
      • Enter Registration Fee Paid and Purchase Order Number
      • Enter Lodging Paid and Purchase Order Number
      • Enter Airfare Quote booked thru All Seasons Travel and Requisition Number (found on approved Out of State Travel Encumbrance form)
  • Is Claim Limited to Funding?
    • Mark “Yes” or “No”
      • If “Yes” fill in $ amount
  • Vehicle Used
    • Mark “Personal” “University” or “Passenger”
      • If “Personal” or “University”
        • Tag Number – Required for both University and Personal vehicles
      • If “Passenger”
        • List Driver
  • Is claim for overnight travel?
    • Mark “Yes” or “No”
      • If “Yes” complete “Lodging” and “Per Diem” sections – page 2
  • Nature of Official Business
    • The employee must clearly state the purpose of travel or “Nature of Official Business.” The statement of purpose of travel should be concise, clear enough that a person apart from the agency may understand the precise nature or purpose of the trip.
      • For example:
        • Indication of “Meeting” for “Nature of Official Business” is too vague of a statement to convey the clear purpose of travel. A notation or statement, such as “Attend Office of State Finance Meeting on Travel Claim Preparation, May 3-5, 2007″ provides a better and more useful description of the purpose of travel.
    • Do Not abbreviate

Each point of travel (including en route stops for lodging) with its location (e.g., city and state) and the exact date and time of starting and ending overall travel must be shown on the claim form. This information is required in part to verify the use of the most direct route in travel.

  • Beginning and Ending Travel – “Date” and “Time”
    • Enter Beginning Date and Time and Ending Date and Time
  • Point Travel Begins and Ended
    • Enter Town travel begins and Town travel ended
  • All Points Visited
    • List “All Points Visited” in order traveled
      • Examples:
        • DFW to Las Vegas, NV to DFW
        • Hugo to Idabel to Valliant to Rock Creek

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Mileage Reimbursement Guidelines

Travel must be by the most direct route possible, and any individual traveling by an indirect route must bear the extra expense. Regardless of the mode of transportation (including privately owned vehicles), reimbursement for out-of-state transportation shall not exceed that of coach airplane fare.

  • Map Miles
    • Must be the shortest distance between two points visited
      • For Example:
        • If official duty station is Durant and you live in Sherman, TX and leave from home to go to DFW – “Map” should be Sherman to Dallas – Not Durant to Dallas
    • 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 reimbursement would not be allowable due to limitation
        • Attach All Seasons Airfare Quote
    • Mileage Chart (Print and Attach)
      • Go to www.okladot.state.ok.us/hqdiv/p-r-div/howfar/okmile.htm for Oklahoma townships, or
      • MapQuest for small Oklahoma townships not listed on the ODOT site and townships outside State of Oklahoma
        • Mileage Chart not necessary for the following out of state trips
          • Durant to DFW – 200 Map No Vicinity is allowed
          • Durant to Grayson County College – 42 Map 18 Vicinity is allowed
  • Vicinity Miles
    • Refers to travel that is in excess of map mileage performed in a privately owned vehicle while conducting University business.
      • Use odometer to track vicinity miles

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Miscellaneous Reimbursement Costs

All miscellaneous travel expenses must be itemized on the Travel Information Claim Form and original Paid receipts attached

  • Registration Fee
    • Attach original 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)
    • 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 Fees
  • Cab fare – Local Transportation
    • Refers to transportation to and from the airport
    • Attach original Paid receipt
    • If No receipt
  • Telephone
    • Telephone charges may be reimbursed when incurred conducting University business
      • Memo of explanation must be attached
      • Attach original Paid receipt
  • Other Misc Costs
    • Internet charges may be reimbursed when incurred conducting University business
      • Memo of explanation must be attached
      • Attach original Paid Receipt

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Overnight Lodging and Per Diem (Meals) Expenses

Direct purchase of lodging facilities can be made by obtaining reservations directly with the facility and then processing a purchase order in the Distributed Purchasing System (DPS). The purchase order must be processed prior to the traveler’s departure and must include the following information: dates lodging will be required; name of individual(s) for whom lodging is to be provided; location; and purpose of trip.

Requests for reimbursement for lodging must be accompanied by an itemized paid receipt from the 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 must be attached from the conference indicating that this was a designated hotel/motel. The single room rate must be specified on the conference literature.

Persons attending meetings, workshops or conferences which are conducted at a designated hotel, motel or other public lodging place who choose to acquire less expensive public lodging shall be reimbursed the actual lodging expense not to exceed the single room rate and the single occupancy rate charged by the designated lodging place. When choosing this option, the claimant will not be reimbursed for local transportation (cab fare) cost incurred traveling between such optional lodging and the designated public lodging place.

Reimbursement for other charges (internet/telephone) appearing on the hotel receipt must be justified in writing. The reimbursement should be included in the itemized “Miscellaneous Reimbursement Costs” section on the appropriate line.

  • Overnight Travel Reimbursement Costs – complete page 2
    • Per Diem Rate information (Print and Attach)
    • Lodging: Are you claiming lodging?
      • If claim is for overnight travel Mark “Yes” or “No”
        • If “No” – Must state reason
          • Examples: Paid on PO, Stayed with relatives, or Other (explain)
          • If stayed with friends or relatives you have the option to claim a per diem allowance in lieu of subsistence – extra $10 on the “In Lieu of Subsistence Per Diem Days” line
        • If “Yes” – complete section
          • 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 is specified 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
          • Enter allowable reimbursement expense on page 1 “Lodging”
    • Per Diem: Are you claiming per diem?
      • If claim is for overnight travel Mark “Yes” or “No”
      • If “Yes” complete section
      • Use military time for “Time Left” and “Time Returned”
      • Per Diem Rate information (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 / time conference 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 is required 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)
        • Calculate per diem days based on date/time left and date/time returned
          • Use Per Diem Table (page 2)
        • Calculate days for meals provided in registration
          • 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

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Authorization for Out of State Overnight Travel

All out of state travel must be approved by the President in advance of purchasing airline tickets. The approved Out of State Travel Encumbrance Request is authorization to book your airfare with All Seasons Travel Agency.

Airfare may be booked by another agent (e.g. Online, other agency) only AFTER an Airfare Comparison has been received from All Seasons Travel. Airfare reimbursement is limited to All Seasons Quote (print and attach copy of All Seasons quote to travel reimbursement claim form)

Airfare:

  • If Airfare booked thru All Seasons (No reimbursement requested)
    • 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

Rental Car:

  • Justification must be completed on page 2
  • Personal trips

Travel Information Claim Form should be reviewed by someone other than yourself prior to sending to Office of Finance for processing to ensure that all required documentation is attached and all signatures have been secured.

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