The Southeastern Oklahoma State University Travel Policy has been developed in accordance with Oklahoma State Statutes, and the Office of Management and Enterprise Services State Accounting Manual. Employees on official travel for the state may be reimbursed for authorized and approved travel expenses essential to the transaction of official business. Other persons who are not state employees, such as volunteers, students, etc., who perform substantial and necessary work or service for the state may also be reimbursed for expenses incurred during official, authorized travel.
Employees traveling on official travel 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 as authorized by their agency are responsible for the preparation and submission of their travel claim, although the agency should assist in such preparation when appropriate and/or provide training in the process. The traveler 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 information claim form.
All expenses claimed for reimbursement must be fully denoted and properly declared under the appropriate section of the Travel Information 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 Information Claim Form. The employee’s signed affidavit affirms that all travel was performed as indicated and that the voucher 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. This includes the certification that “No frequent travel miles earned from any official state transportation have been used for personal transportation purposes.” By their signature on the affidavit, the employee is held liable under possible penalty of law for any falsified expense or misstatement of voucher.
All travel claims for reimbursement for travel expenses must be submitted on approved Travel Information Claim Form with expenses itemized. Payment shall be subject to the availability of the amounts in the agency’s budget. The traveler is responsible for preparation and submission of their travel information claim form. Proper completion of all pertinent information fields 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.
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. 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, 2016” 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. Paid receipts or other evidence of payment must be provided for each expense item for which a receipt is required as the basis of payment (e.g., lodging, registration, tolls, parking, other actual and necessary expense items)
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)
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” the Tag Number – Required for both University and Personal vehicles. If “Passenger”list the driver.
Is claim for overnight travel?: Mark “Yes” or “No.” If “Yes” complete “Lodging” and “Per Diem”
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, 2016″ 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 (actual dates and times) that; Point Travel Begins and Ended, Enter Town travel begins and Town travel ended, and 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
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.
Attach All Seasons Airfare Quote Google Maps for all pointed visited (NEW) – (print and attach). Use Google Maps maps.google.com – physical address to physical address; Standard mileage allowed from campus sites to and from DFW listed below:
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. If No Paid receipt a copy of credit card statement, or a copy of cancelled check (front and back)
Meals When meals are provided through the cost of registration or package plan paid by the agency or directly by the employee and reimbursed, the employee’s daily meals expense allowance shall be adjusted by 1/4 for each meal provided or actual meal cost if known via a receipt or event documentation. (Per Diem calculation on page 2)
Tolls Attach original Paid receipt; If No receipt Complete “Lost Receipt Form”
Parking Fees Attach original Paid receipt; If No receipt Complete “Lost Receipt Form”
Cab fare – Local Transportation Refers to transportation to and from the airport. Attach original Paid receipt. If No receipt; Complete “Lost Receipt Form”
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 and attach original Paid Receipt.
Lodging and Per Diem (Meals) Expenses for Overnight / International Travel State agencies are allowed direct purchase of lodging for employees. Direct purchase of lodging facilities can be made by obtaining reservations directly with the facility by processing a purchase order in the Distributed Purchasing System (DPS).
Overnight Travel Reimbursement Costs – complete page 2 Per Diem Rate information (Print and Attach); Go to www.gsa.gov/perdiem
Lodging: Are you claiming lodging? If claim is for overnight travel Mark “Yes” or “No”
Per Diem: Are you claiming per diem? If claim is for overnight travel Mark “Yes” or “No”
Calculate days for meals provided in registration
Authorization for Out-of-State Overnight / International Travel
Overnight / International Travel Request