Is claimant a state official or employee? Check YES if claimant is:

Transcription

1 General Travel Prcedures Regulatins regarding the reimbursement f travel expenses are specified in the Oklahma statutes. The Office f State Finance has the respnsibility f interpreting these statutes and issuing guidelines with which all state agencies must cmply. Special Nte fr Freign Travel Please nte that travel t, and in-cuntry activities within certain destinatins may require a U.S. Gvernment license. Please cntact OU's Office f Exprt Cntrls (exprt@u.edu r (405) ) if yu will be traveling t r thrugh Cuba, Iran, Nrth Krea, Sudan r Syria. Based n these statutes and guidelines, listed belw are step-by-step instructins fr cmpleting the State f Oklahma Travel Vucher. If further assistance is needed, please cntact Financial Services at Prepared by Phne N. Please prvide the name and telephne number fr the preparer f the claim in rder t expedite prcessing the claim in the event f any questins. Is car state-wned? If a state-wned r University vehicle was driven during the time the individual was in travel status, please check YES. Fr any ther type vehicle, please check NO. The State Finance Office requires tag numbers fr persnal vehicles, state-wned, r University vehicle being driven if any types f expenses relating t the vehicle are being claimed, i.e. tlls, gas, mileage, etc. When using a state-wned vehicle, fuel shuld be purchased with the credit cards issued. If the state-issued credit cards cannt be used, reimbursement fr fuel is allwed with prper receipts and shuld be placed in the Itemized Miscellaneus Cst sectin f the State f Oklahma Travel Vucher. Is claimant a state fficial r emplyee? Check YES if claimant is: A full-time, permanent University emplyee; A part-time r temprary emplyee. (Type in Temprary beside the bxes YES and NO.); An emplyee f anther state agency, i.e. OSU, Health Science Center, etc. (Type in the agency beside the bxes fr YES and NO ); r An emplyee and an OU student. (YES n 3A and 3C) Is claimant a vlunteer? Check YES if claimant is:

2 An individual nt emplyed by the state and the nly cmpensatin the individual will receive is the reimbursement f travel expenses. An example wuld be an individual wh speaks at a seminar fr the University and nly request reimbursement f the travel expenses. Special Nte: D nt prcess a travel claim fr persns wh are receiving a fee fr services. Travel expenses need t be included n the invice with the fee. An OU retiree. (Please type Retiree beside the bxes fr YES and NO). Is claimant a student? If the claimant is a University f Oklahma student check Yes. City, State f Official Emplyment Site will be the lcatin that the claimant reprts t wrk. Fr mst emplyees, the site will be Nrman, OK. But fr emplyees hired t wrk full-time at a site away frm the campus, such as Tulsa, Bilgical Statin r an verseas branch f Advanced Prgrams, they wuld enter the city and state r cuntry f their fficial wrk assignment. Nature f Official Business shuld cntain a brief descriptin f the reasn fr the travel. If attending a cnference, please include the cnference name and dates. If there were ther activities in cnjunctin with the cnference such as set-up, pre-cnference wrkshp, etc., include these activities in the descriptin. If mre space is needed, additinal ntes can be made in the lwer sectin f the Shw Pints f Travel sectin. If attending a cnference, meeting, wrkshp, etc., attach a cnference agenda. The agenda is required by the Office f State Finance t verify the dates and number f meals prvided. D nt write r put any stamps in the blank area n the tp middle sectin f the frm. This space is utilized by Financial Services. Claim f: Shuld cntain the claimant's name. Please make sure the name is spelled crrectly. EMPLID/SSN: If the claimant is a University emplyee, enter the 6 digit number listed in the HR system. If claimant is a vlunteer r student, enter their student identificatin number r their scial security number. The bx t the right f Ttal Amunt Claimed shuld indicate the ttal amunt f reimbursement after all calculatins have been made. Assignment sectin f the State f Oklahma Travel Vucher shuld be cmpleted if the check shuld be made payable t smene ther than the individual submitting the claim. T cmplete this sectin:

3 Enter the name f the individual/rganizatin t whm the check shuld be made payable. Indicate the date f the claimant's signature by the Date. Claimant's signature is required. Please nte: Claimant s signature is als required at the bttm f the vucher where indicated. A few f the examples in which the Assignment sectin wuld be utilized are: Travel advances received frm the OU Fundatin, which must be reimbursed t that ffice. Reimbursement that must be returned t smene wh paid fr the expenses ther than the claimant. Special Nte: If the Assignment sectin has been cmpleted, the ttal amunt claimed n the Travel Vucher wuld be made payable t the payee listed in this sectin. If ther expenses shuld be made payable t the claimant r different surces, a State f Oklahma Travel Vucher shuld be prepared fr each f these surces. The vucher shuld then be identified as a supplemental claim in the lwer prtin Shw Pint Travel sectin. Shw Pint Travel sectin f the State f Oklahma Travel Vucher is cnsidered the bdy f the frm. The data required fr this sectin are: Pints f travel shuld include beginning and ending lcatin pints f travel and list all cities where University business was cnducted. If the trip includes traveling t multiple cities, the dates and times fr each city need t be listed separately n the frm s that per diem and ldging can be prperly calculated. Date(s) shuld include the Year, Mnth, and Day. If the travel began and ended n the same mnth, day and year, nly ne entry must be recrded. If the travel included travel t multiple cities with vernight stays, the ending date frm ne city wuld be beginning date fr the next city. Travel shall nt begin mre than twenty-fur (24) hurs befre r cntinue mre than twenty-fur (24) hurs after the bjective f the trip, such as the meeting, wrkshp, cnference, etc. Fr freign travel, travel shuld nt begin mre than frty-eight (48) hurs befre r cntinue after the bjective f the trip. In rder fr emplyees t take advantage f special weekend cst savings airfares, reimbursement f expenses may be allwed t start up t 48/72 hurs befre and/r extend 48/72 hurs after the date f the bject f travel. Ntwithstanding any savings invlved, the extra day f travel must be a weekend day, i.e., Saturday r Sunday. The claim must include a detailed cst cmparisn f additinal meals, ldging and ther expenses versus the savings n airfare. Travel under the 48/72-hur extended rule shall nt be allwed if the csts f extra ldging and meals alng with the discunted airfare exceed the csts f travel under the standard 24-hur rule as shwn in the cst cmparisn. In

4 additin, the 48/72-hur extended rule shall nt apply where travel is by privately-wned autmbile in lieu f cach class airline fare, regardless f any direct savings that may be demnstrated. If part f the trip included sme persnal travel, the business travel dates shuld be listed in this part f the frm fr the calculatin f per diem and ldging reimbursement but the actual travel dates shuld be nted at the bttm f this sectin. Example: If the claimant traveled 7/01/ and return 07/04/ and the fficial date fr business is 07/02/07 thrugh 07/04/07. A ntatin in the lwer unused prtin f this sectin shuld read: Actual travel dates were 7/1-7/4/07. Remainder f time is persnal and will nt being charged t the University. As a reminder, a single travel claim cannt claim mre than 31 cnsecutive days. Multiple travel vuchers may be filed fr trips fr an extended amunt f time. After the first vucher has been claimed, subsequent vuchers shuld be nted as in cntinuus travel status as supplemental vuchers. Mileage Claimed sectin shuld be cmpleted when a persnal car has been used and reimbursement fr mileage is being requested. The mileage must be separated int map and vicinity miles. Map mileage relates t the mileage frm ne city limit t anther. Vicinity mileage is the miles driven within a city r twn. Click here t see the list f recent mileage reimbursement rates. An example wuld be the mileage t Will Rgers Airprt frm OU main campus. The map mileage is 38 miles rund-trip (Nrman t OKC) and the vicinity mileage is 12 miles rund-trip. The ttal number f miles (50) wuld be reimbursed at the current mileage rate. If the number f map miles is nt knwn, please cntact Financial Services r access the fllwing web sites and If the claimant drve mre miles than the map miles, the difference shuld be entered in the vicinity clumn. (rund t whle number) T claim mileage frm Oklahma t anther state, please btain a cach airfare cmparisn frm a travel agency with a state cntract prir t the travel. The agency, amunt quted, and the date shuld be indicated n the face f the claim in lwer prtin f the Shw Pint Travel sectin. The lesser amunt f the mileage r the cach airfare can be claimed. Special Nte: If the claimant's usual wrk site is the campus in Nrman and travel is n a weekday, travel status must begin and end in Nrman r the lcatin where they reside, whichever is less.

5 Occasinally, extrardinary circumstances may arise making ut-f-state travel by cmmercial airplane impractical r unfeasible, such as trips t remte lcatins, multiple destinatin pints, transprt f materials r equipment, etc. Actual mileage can be claimed but the reasn fr the extrardinary circumstance must be dcumented n r with the State f Oklahma Travel Vucher. Travel Status Hur, bth beginning and ending times, must be cmpleted fr vernight travel whether r nt per diem and/r ldging are being claimed. 1:00 AM 0100 hurs 1:00 PM 1300 hurs 2:00 AM 0200 hurs 2:00 PM 1400 hurs 3:00 AM 0300 hurs 3:00 PM 1500 hurs 4:00 AM 0400 hurs 4:00 PM 1600 hurs 5:00 AM 0500 hurs 5:00 PM 1700 hurs 6:00 AM 0600 hurs 6:00 PM 1800 hurs 7:00 AM 0700 hurs 7:00 PM 1900 hurs 8:00 AM 0800 hurs 8:00 PM 2000 hurs 9:00 AM 0900 hurs 9:00 PM 2100 hurs 10:00 AM 1000 hurs 10:00 PM 2200 hurs 11:00 AM 1100 hurs 11:00 PM 2300 hurs 12:00 NOON 1200 hurs 12:00 MIDNIGHT 2400 hurs Please Nte: The time between midnight and 1:00 AM shuld be written with zers befre the minutes. Fr example, 0030 fr 12:30 AM. Number f Days/Hurs is calculated frm the dates and times listed in previus clumns. If persnal travel time was taken, enter nly the number f days and hurs in which fficial business was cnducted. Per Diem cvers the reimbursement f meal and incidental expenses. Sme examples f incidental expenses are tips, emergency laundry, refreshments such as beverages and snacks, etc. The claimant must be in travel status fr at least eighteen hurs r vernight status in rder t request reimbursement fr per diem. If the claimant is in travel status fr a perid f eighteen hurs r mre and per diem is nt being claimed, a statement abut this fact shuld be included in the lwer prtin f this sectin. Example: "N per diem will be claimed," "Per Diem was prvided by surces utside the University," " r "Per diem was claimed n a previus claim".

6 Per Diem and Incidental Csts are currently reimbursed accrding t the federal rates. Here is the link fr the per diem and ldging rates, Click n the apprpriate state n the United States map t view the rates fr that state. There will be a listing f high rate cities and cunties fr that state. In a shaded area abve the high rate cities and cunties, there is listed the standard rate fr all ther lcatins. T see if the city is in ne f the high rate cunties, click n the link t the Natinal Assciatin f Cunties website als in the upper sectin f this screen t see if that city is in a high rate cunty. Again, if the city is nt in a high rate cunty r listed as a high rate city, then the standard rate listed in the shaded area abve the high rate city fr that state will apply. Fr reimbursement purpses, a day is brken int quarters. Fr quarter days, yu will need t divide the rate by fur and then multiple it by the number f quarter days the individual was in travel status. A higher rate f per diem in lieu f ldging can be claimed when family r friends have prvided ldging in a private hme. A nte t this effect must be included n the face f the claim. Depending n City, State the rate can be increased by ten dllars daily. Listed belw is a chart that can be used t cmpute the amunt allwable fr the quarter days if per diem was $39.00 per day: Example: fr Standard Rate Per diem in lieu f ldging 0 up t 3 hr N amunt allwed ver 3 up t 9 hr = 1/ ver 9 up t 15 hr = 1/ ver 15 up t 21 hr = ¾ Over 21=1 day The per diem amunt is calculated by multiplying the number f days by the applicable day rate and the number f quarter days by the quarterly amunt. Special Nte: If meals were prvided t the claimant as part f a registratin fee paid by purchase rder r paid by ther surces, etc., please indicate the number f meals prvided. Fr each meal prvided, the per diem reimbursement shuld be reduced by ne quarter (¼) day. Nte: "Cntinental breakfasts" receptins, and refreshments, such as cffee, tea, sft drinks, etc., prvided during meeting breaks are nt cnsidered meals. Als, exceptins may apply if there were special circumstances which prevented the claimant frm participating in the functin at which the meal was prvided. Examples f special circumstances wuld include special dress requirements, diet restrictins, transprtatin availability, etc. A statement signed by the claimant attesting t the special circumstances

7 f nn-participatin in the meal functin must accmpany the invice r the State f Oklahma Travel Vucher. Payment r reimbursement wuld nt be permissible in instances where the claimant merely chse nt t attend the functin. A statement signed by the claimant attesting t the special circumstances f nn-participatin in the meal functin must accmpany the invice r the State f Oklahma Travel Vucher. Ldging Amunt includes nly the amunt the claimant was charged fr ldging and ldging tax. In rder t request reimbursement fr ldging, an itemized paid ldging receipt must accmpany the State f Oklahma Travel Vucher. Please nte that the ldging receipt must indicate "Paid" r zer balance r have a credit card receipt attached r shw being charged t a credit card. All receipts in freign currency must be cnverted t the US dllar amunt. Click here t btain cnversin rates, Ldging is currently reimbursed accrding t the federal rates. Here is the link fr the per diem and ldging rates fr travel within the US, Click n the apprpriate state n the United States map t view the rates fr that state. There will be a listing f high rate cities and cunties fr that state. In a shaded area abve the high rate cities and cunties, there is listed the standard rate fr all ther lcatins. T see if the city is in ne f the high rate cunties, click n the link t the Natinal Assciatin f Cunties website als in the upper sectin f this screen t see if that city is in a high rate cunty. Again, if the city is nt in a high rate cunty r listed as a high rate city, then the standard rate listed in the shaded area abve the high rate city fr that state will apply. When retrieving a ldging rate please review effective dates t ensure that the travel status dates are within this time perid. Fr travel utside the US use t determine the per diem rates. If an individual is attending a cnference, meeting, wrkshp r similar event cnducted at a designated lcatin, actual ldging expenses may be reimbursed nt t exceed single rm rate. The designated ldging dcumentatin such as cnference brchures, letters frm cnference spnsrs, etc., must be attached t the claim. Individuals wh chse t acquire less expensive ldging in lieu f the designated ldging shall be reimbursed the actual ldging expense nt t exceed the single rm rate f the designated ldging. Supprt frm the cnference spnsr must accmpany the State f Oklahma Travel Vucher t verify the single rm rate f the designated ldging. The ldging rates at the designated ldging will be cmpared with the amunt requested fr reimbursement t ensure it des nt exceed the amunt allwable. Please nte when chsing this ptin, reimbursement fr lcal transprtatin between the ptinal ldging and the meeting site is allwable. Hwever, lcal transprtatin t

8 and frm the cnference site cannt exceed the rate f designated ldging amunt each day. If a rm is shared with an individual wh is nt filing a claim, the claimant may request reimbursement fr single rm rate. Please nte the fllwing infrmatin n the ldging receipt: "Shared with nn-emplyee. Claiming single rate." r "Single/duble rate same." If tw r mre emplyees share a rm, but the rate fr the rm is the same regardless f the number f ccupants, reimbursement can be made t the individual paying fr the rm. In this case, please nte the fllwing n the ther ccupant s travel claims: cnference rate charged/shared rm with claimant. Please indicate claimant s name. If there were multiple travelers in a rm, ne individual paid the entire ldging bill, and the rm rate was mre than allwed fr ne traveler, the ther individual(s) wuld request reimbursement fr the ldging expense r cmplete a travel vucher fr the ldging and assign the prceeds t the individual wh paid. The name(s) f the ther emplyee(s) wh will be claiming a prtin f the ldging reimbursement shuld be referenced in the lwer prtin f this sectin. Individuals wh are in vernight travel status but request n ldging reimbursement shuld prvide a statement in the lwer this sectin. Fr example, "Ldging is being paid by anther surce", etc. A University department may prearrange and designate ldging sites if they meet the fllwing criteria: Agency must be the spnsr f the meeting, cnference, etc.; Designated ldging must be apprved and ntice issued prir t beginning a trip; r Meetings, cnference, etc. must be cnducted at designated ldging site, a blck f rms must be arranged, r the participants must receive rate reductins. If a department meets the abve criteria, the Agency-Spnsred Designated Ldging Ntice, can be cmpleted r the department can prepare its wn ntice r brchure listing the designated ldging site. The fllwing data that wuld be required fr the ntice wuld include: Department s name; Date f ntice; Date f cnference, meeting, etc.; Purpse f travel; Htel name; Htel address; Single rm rate.

9 The Agency-Spnsred Designated Ldging Ntice must accmpany the claimant s participating State f Oklahma Travel Vucher. Ttal Per Diem Ldging shuld be entered in this space. Fr this sectin, the Ttals shuld be extended t the bttm f each clumn. The sum f the map and the vicinity mileage shuld be placed in the space beside Ttal Miles and shuld be multiplied by the current mileage reimbursement rate. The ttal shuld be placed in the right-hand clumn. Public Transprtatin refers t the primary type f transprtatin used t reach the claimant's destinatin. The mst cmmn mde f transprtatin fr ut-fstate travel is airline. As a reminder, University faculty, staff, students and nn-university emplyees traveling n University funds, including grants and cntracts and agency special departments t ut-f-state destinatins, must receive prir written apprval frm his r her apprpriate supervisr r appinted designee with budgetary authrity (Department Head, Vice President, Chair, Principal Investigatr, Dean, and Prvst). Dcumentatin f the apprval shall be maintained in the departmental files f the traveler and/r the funding spnsr and shall be subject t cmpliance review by Internal Auditing. Upn cmpletin f the authrized travel (in-state r ut-f-state), the travel vucher submitted fr reimbursement must be apprved by the traveler's apprpriate supervisr with budgetary authrity. When bking air travel thrugh ne f the University cntract travel agencies, travelers must prvide the agent sufficient infrmatin t enable the travel agency t bill the airfare t the prper campus and department. In additin, travelers shuld cmplete the apprpriate authrizatin frm befre purchasing the tickets. The infrmatin required by the travel agent will be: University financial infrmatin (e.g., Nrman Campus Department number, Health Sciences Center chart field cmbinatin). Traveler's identificatin number (EMPLID). Whether the traveler is a U.S. citizen (yes r n). Department number. Travel authrizatin/reference number. Department track/reference. An ptinal twenty-five (25) character field may be used by department t further identify travel. Ntes. A twenty-five (25) character cmments/purpse field fr ptinal use by departments. Airfare is autmatically charged t the University s department thrugh a ghst card and then subsequently internally billed t the apprpriate campus/department/accunt. Fees assciated with changing a traveler s itinerary fr a business purpse r an emergency are allwable expenses. If change fees are incurred while in travel status,

10 dcumentatin must be submitted with the travel vucher submitted fr reimbursement f the additinal fees. Cnslidatrs are cmpanies that buy in vlume and reduce the prices t the custmer accrdingly. The mst frequent use f a cnslidatr is in bking internatinal tickets. Since prices n cnslidatr tickets rarely match the amunts paid, these tickets shuld be bked and paid fr thrugh an authrized travel agency. Each f the cntracted travel agencies has access t all cnslidatrs. The exceptins fr nt purchasing an airline ticket frm ne f these agencies are: Air travel services secured at a lwer cst frm anther surce. Travel was initiated n an emergency basis--such as changing itinerary en rute r emergency travel after hurs. Air travel riginated frm a lcatin utside the state, making it impractical t arrange fr air travel thrugh a state agency. Air travel was part f a package arranged by an rganizatin scheduling a meeting r cnference. The passenger airfare ticket r an itinerary shwing a zer balance r methd f payment must be submitted with the travel claim. Special Nte: If the claimant did nt purchase the airline ticket frm a state-cntracted travel agency and des nt meet ne f the abve exceptins, a written memrandum stating the reasn fr nn-cmpliance, signed by the claimant, shuld be attached t the State f Oklahma Travel Vucher. Als the cach airfare cmparisn frm a statecntracted travel agency must be nted n the face f the claim. There is n prvisin fr the reimbursement r payment f a first-class airline ticket. If the primary transprtatin is nt being claimed because it was purchased directly by the University, was paid fr by ther surces, r is nt being claimed, please circle "YES" at the applicable questin n the travel claim frm. A claimant may request reimbursement fr airline tickets purchased by the individual frm a state-cntracted travel agency. The listing f travel agencies currently under cntract can be lcated n the Purchasing website at If ther transprtatin surces were used such as train r bus, list the type f transprtatin and the amunt paid. Paid receipts must be attached. The ttal fr this sectin shuld be extended t the far right-hand clumn in the Ttal Public Transprtatin.

11 Itemized Lcal Transprtatin refers t expenses incurred fr transprtatin at the claimant's destinatin. Receipts are required fr any lcal transprtatin expense (ne way) f $25.00 r mre. A receipt is required fr a rental car. The receipt must indicate the name f the claimant, date rented and returned, and amunt paid. Justificatin fr rental car must be listed n the State f Oklahma Travel Vucher. If a rental car was btained t travel t an ut-f-state destinatin, the claimant must btain a cach airfare prir t traveling. The claimant will be reimbursed the lesser amunt f cach airfare plus estimated lcal transprtatin csts, actual mileage at the current mileage rate, r cst f the rental car plus gas, tlls, etc. Fr in-state travel, rental cars are reimbursed at the current mileage rate, the same as fr a persnal car. Other types f lcal transprtatin wuld be shuttle, taxi, etc. List the amunt t be reimbursed beside the type listed. If the amunt listed included multiple trips, in parenthesis, indicate the number f trips. As a reminder, any single expense f $25.00 r mre requires a paid receipt. If the type f transprtatin used is nt listed, type the descriptin and the amunt under the Other Lcal Transprtatin. The ttal fr this sectin shuld be entered in the right-hand clumn f the frm where Ttal Lcal Transprtatin is indicated. Itemized Miscellaneus Cst includes: Registratin fees require paid receipt, frnt and back f canceled check, r name tag frm the meeting. If registratin is nt being claimed and claimant attended a cnference, meeting r wrkshp, please indicate hw registratin was paid such as direct, Pcard, Other Surce, etc. Business-related telephne calls and justificatin written n the htel bill. Gas fr state-wned and rental vehicles; attach paid receipts. Parking, attach receipts if available, required if $25.00 r mre. Tll rad fees. Other miscellaneus csts must be itemized and paid receipts attached. Examples f this type f expense wuld be supplies, airprt taxes, field trips, etc. Internet must be business related and dcumented as such and paid receipts available. Fr freign travel, there may be csts fr passprts, departure taxes, and cnversin fees. These csts can be itemized under the ther miscellaneus cst sectin. The ttal fr this sectin shuld be entered in the right-hand clumn f the frm where Ttal Miscellaneus is indicated.

12 Ttal Amunt Claimed includes the ttal f Per Diem and Ldging, Mileage, Public Transprtatin, Lcal Transprtatin, and Miscellaneus Csts. The department may have a limit n the amunt f reimbursement. If the amunt is less than the Ttal Amunt Claimed, enter the amunt in the Maximum Amunt Apprved space. Enter the (Department) Number t which the reimbursement shuld be charged. Please indicate the address where the Reimbursement check shuld be mailed. This can be a designated persn in the department, if desired. Obtain the Claimant s signature and date signed. The State f Oklahma Travel Vucher cannt be prcessed withut the claimant's riginal signature. Obtain the date and Signature f the Spnsr r the claimant's supervisr when the claimant is the spnsr. The travel vucher submitted fr reimbursement must be apprved by the traveler's apprpriate supervisr with budgetary authrity. This apprval must be btained befre Financial Services can prcess the claim fr payment Financial Services will cmplete the Agency s Apprving Officer space. D nt write in this space Upn cmpletin f the frm, frward the State f Oklahma Travel Vucher with the riginal receipts t Financial Services (if grant r cntract department, submit t the grant and cntract administrative ffices).