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Step-by-Step Guide for Employees: AIRS pdf

Step-by-Step Guide for Non-Employee Travel

I. Out-of-State Travel - Flying or Driving
  A. Submit Request
Complete the Out-of-State Travel Request and Airline Requisition Form #
  B. Obtain Approval / Authorization Signatures
  C. Make Necessary Travel Arrangements
All Out-of-State Travel Requests and Airline Requisitions must be submitted in advance of the trip.
    1. Register for Conference or Meeting
After receiving approval to attend, register and pay for the conference or meeting in one of four ways:
      a. P-card: Three Criteria must be met by the conference to use the P-card use this form to make sure they are met.
      b. Purchase order
      c. Direct billing
      d. Self payment
      The most likely type of payment will be with a P-card, but each conference is unique in their approach to payment so make sure to check with the conference coordinators as to the payment options they allow.
      See the submission/reimbursement guidelines for more details or contact the Travel Coordinator.
    2. Arrange Transportation
      a. Airline ticket purchases for Out-of-State Travel submission only: Commercial airline tickets for out-of-state travel must be purchased from an approved travel agency as established by the Division of Central Services. Contact the travel coordinator to help facilitate arrangements.  We encourage the use of paperless ticketing, especially when an extra charge is engendered by using a paper ticket. Please request a paperless ticket whenever one is available.
      b. Exceptions may include when air travel services:
        i. can be secured elsewhere at a cost less than by the State Travel Division
        ii. originates from a location outside the state and it would be impractical to arrange for the air travel through an approved state travel agency
        iii. are necessitated by an emergency and time does not permit utilization of an approved state travel agency
        iv. are part of a package arrangement made by the organization scheduling the meeting or conference
    3. Transportation Other than Air
To be reimbursed the entire amount, you must prove that it is financially a better choice (cheaper) for the college. To do this get a price quote faxed from a state travel agency listing air expenses and turn in with the receipt for the method of travel you chose.
    4. Other Forms of Transportation
Automobiles, trains or buses do not need to be approved and paid for in advance. These will be expenses you incur and then are reimbursed for after your trip. Please see the transportation reimbursement guidelines for more details on this topic. OSU-CHS has state vehicles available as well. To arrange for usage contact Institutional Services at extension 8222.
    5. Automobile Usage, Costs and Other Forms of Transportation
      a. Leased or rented automobiles: Reimbursement for automobiles leased or rented within Oklahoma from car rental agencies or private parties, to be used in lieu of a privately owned vehicle on official business for the state, will not exceed the rate provided for the use of a privately owned automobile. The actual cost of leasing or renting an automobile outside the state of Oklahoma, to be used on official business for the state, will be reimbursed subject to approval.
      b. Mileage eligible for reimbursement for privately owned vehicle: For purposes of computing mileage eligible for reimbursement the individual's office is the starting point, except when the individual is leaving from his or her home and where his or her home is closer to his or her destination than is his or her office.
      c. Parking: Actual expenses for parking may be reimbursed in full by providing receipts.
      d. Gasoline Reimbursement: Gasoline costs for leased or rented automobiles may be reimbursed in full when a receipt is submitted.
      e. Taxi: Taxicab fares may be reimbursed for out of state on the basis of necessity. A receipt is necessary.
      f. Bus/Train: Travel by bus will be reimbursed at a rate not to exceed the normal charge of such conveyance, and in no instances will the rate exceed coach class airfare.
      g. Turnpike Tolls: Actual cost for turnpike tolls may be reimbursed in full.
    6. Reserve Hotel Room
Call the designated conference hotel or site and ask what form of payment they accept. Most hotels will expect a credit card number to reserve the room and will not allow for direct billing or purchase orders. This being the case, the most frequent method is for the traveler to use his or her own credit card to reserve and pay for the room and then submit their receipts for reimbursement after the trip. Please see the submission reimbursement guidelines for details.
      a. Designated conference hotel or site: Any state officer or employee, while in official travel status, attending a previously arranged meeting, workshop or such similar event, conducted at the designated location as evidenced by the sponsor's announcement or notice, will qualify for actual lodging expense reimbursement not to exceed the single occupancy room rate charged by the designated hotel, motel, or other public lodging place. Employees or claimants choosing to acquire less expensive lodging at another hotel, motel, or other public lodging place may be reimbursed the actual lodging expense not to exceed the single occupancy room rate charged by the designated hotel, motel, or public lodging place. Under these circumstances, the claimant will not be reimbursed for local transportation costs incurred while traveling between the chosen lodging site and the designated hotel site unless an overall cost savings is demonstrated.
      b. Cost comparisons: Regardless of mode of travel, reimbursement for out of state transportation costs cannot exceed that of coach airfare plus mileage to and from the airport. If an employee or claimant chooses another mode of travel other than by air, s/he must provided a cost comparison between the actual cost of transportation and the cost of the airline ticket (had s/he flown to the destination).
      c. Meals:
        i. Included in registration: One fourth of one day's meals will be deducted from the per diem.
        ii. Continental breakfasts: Continental breakfast and refreshments such as coffee, tea, soft drinks, etc., provided during meeting breaks are not considered meals for the purposed of deducting meal provided with registration. *See also Meals Included in Registration.
        iii. Other meals: See per diem topic on the FAQ page.
        iv. Friendly reminder: When the itinerary does not specify a designated hotel, a hotel needs to designated by the department before the trip is taken. A designated hotel form needs to be signed and dated before the trip.
  D. Fax Completed Form
Fax this form to the Travel Coordinator (918-594-8552) the same day as the airline ticket arrangements are made.
  E. Mail Completed Original Form
Mail the completed original form to the Travel Coordinator via interoffice mail.
  F. Take Trip
  G. Complete Reimbursement Form
Out-of-State/Overnight Reimbursement Form
  H. Submit Worksheet
Submit the worksheet with the following receipts and itineraries/schedules for reimbursement.
    1. Send Original Receipts
with zero balances and conference itineraries/schedules to the Travel Coordinator. These may include:
      a. Airline ticket
      b. Conference itinerary/schedule
      c. Designated hotel verification
      d. Itemized hotel bill (single room rate)
      e. Paid registration fee
      f. Miscellaneous supplies (with purpose stated)
      g. Business phone calls (usually shown on hotel bill)
      h. Parking and tolls
      i. Any other pertinent receipts
      j. Leased or rented automobiles, taxi
    2. Miscellaneous Supplies and Costs
      a. Fax Charges: If an employee or claimant requires the use of fax services while in official travel status, they may file for reimbursement. A receipt for the charges is required.
      b. Business materials: Materials purchased for business purposes, such as presentation materials, may be reimbursed with receipts and purpose of materials stated.
    3. Phone Costs
      a. Telephone calls: Business related telephone calls may be reimbursed in full. If they are on your hotel bill please designate on the bill which calls were for business and which were personal calls.
      b. Cell phone calls: These may only be reimbursed if they are business related, if they are not part of a free plan (i.e. 500 minutes free for $30 per month), and if they are itemized on the travelers cell phone bill indicating the total amount owed for the calls. The bill, with the traveler's name, can act as a form for reimbursement.
  I. Travel Reimbursement Voucher
The Travel Coordinator will prepare the travel reimbursement voucher for you to sign. The travel voucher will be delivered to University Accounting to be processed for reimbursement.
II. In-State Travel Reimbursement (Driving)
  A.

Register for Conference or Meeting
If applicable.  See above.

  B. Arrange Transportation
See above.
  C. Reserve Hotel Room
If applicable. See above.
  D. Take Trip
  F. Complete Reimbursement Form
In-State/Same Day Reimbursement Form
  G. Submit Worksheet
Submit the worksheet with receipts and itineraries/schedules for reimbursement. See above.
  H. Travel Reimbursement Voucher
The Travel Coordinator will prepare the travel reimbursement voucher for you to sign. The travel voucher will be delivered to University Accounting to be processed for reimbursement.

For more information you may read through the various topics alphabetically in the Glossary of General Guidelines.

 

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