Regulations regarding the reimbursement of travel expenses are specified in the Oklahoma statutes. The Office of State Finance has the responsibility of interpreting these statutes and issuing guidelines with which all state agencies must comply.
Based on these statutes and guidelines, listed below are step-by-step instructions for completing the State of Oklahoma Travel Voucher. If further assistance is needed, please contact Financial Services at 325-3021.
Please provide the name and telephone number for the preparer of the claim in order to expedite processing the claim in the event of any questions.
If a state-owned or University vehicle was driven during the time the individual was in travel status, please check YES________. For any other type vehicle, please check NO_________.
When using a state-owned vehicle, fuel should be purchased with the credit cards issued. If the state-issued credit cards cannot be used, reimbursement for fuel is allowed with proper receipts and should be placed in the Itemized Miscellaneous Cost section of the State of Oklahoma Travel Voucher.
If other expenses should be made payable to the claimant or different sources, a State of Oklahoma Travel Voucher should be prepared for each of these sources. The voucher should then be identified as a supplemental claim in the lower portion Show Point Travel section.
- Travel Status Hour, both beginning and ending times, must be completed for overnight travel whether or not per diem and/or lodging are being claimed.
Please Note: The time between midnight and 1:00 AM should be written with zeros before the minutes. For example 0030 for 12:30 AM.
- Number of Days/Hours is calculated from the dates and times listed in previous columns. If personal travel time was taken, enter only the number of days and hours in which official business was conducted.
- Per Diem covers the reimbursement of meal and incidental expenses. Some examples of incidental expenses are tips, emergency laundry, refreshments such as beverages and snacks, etc. The claimant must be in travel status for at least eighteen hours or overnight status in order to request reimbursement for per diem.
If the claimant is in travel status for a period of eighteen hours or more and per diem is not being claimed, a statement about this fact should be included in the lower portion of this section. Example: "No per diem will be claimed," "Per Diem was provided by sources outside the University," " or "Per diem was claimed on a previous claim".
Per Diem and Incidental Costs are currently reimbursed according to the federal rates. Here is the link for the per diem and lodging rates, http://www.gsa.gov. Click on the appropriate state on the United States map to view the rates for that state. There will be a listing of high rate cities and counties for that state. In a shaded area above the high rate cities and counties, there is listed the standard rate for all other locations. To see if the city is in one of the high rate counties, click on the link to the National Association of Counties website also in the upper section of this screen to see if that city is in a high rate county. Again, if the city is not in a high rate county or listed as a high rate city, then the standard rate listed in the shaded area above the high rate city for that state will apply.
For reimbursement purposes, a day is broken into quarters. For quarter days, you will need to divide the rate by four and then multiple it by the number of quarter days the individual was in travel status.
A higher rate of per diem in lieu of lodging can be claimed when family or friends have provided lodging in a private home. A note to this effect must be included on the face of the claim. Depending on City, State the rate can be increased by ten dollars daily.
Listed below is a chart that can be used to compute the amount allowable for the quarter days if per diem was $39.00 per day:
Example: for Standard Rate Per diem in lieu of lodging
0 up to 3 hr No amount allowed
over 3 up to 9 hr = 1/4 9.75 12.25
over 9 up to 15 hr = 1/2 19.50 24.50
over 15 up to 21 hr = ¾ 29.25 36.75
Over 21=1 day 39.00 49.00
The per diem amount is calculated by multiplying the number of days by the applicable day rate and the number of quarter days by the quarterly amount.
Special Note: If meals were provided to the claimant as part of a registration fee paid by purchase order or paid by other sources, etc., please indicate the number of meals provided. For each meal provided, the per diem reimbursement should be reduced by one quarter (¼) day.
Note: "Continental breakfasts" receptions, and refreshments, such as coffee, tea, soft drinks, etc., provided during meeting breaks are not considered meals.
Also, exceptions may apply if there were special circumstances which prevented the claimant from participating in the function at which the meal was provided. Examples of special circumstances would include special dress requirements, diet restrictions, transportation availability, etc. A statement signed by the claimant attesting to the special circumstances of non-participation in the meal function must accompany the invoice or the State of Oklahoma Travel Voucher.
Payment or reimbursement would not be permissible in instances where the claimant merely chose not to attend the function. A statement signed by the claimant attesting to the special circumstances of non-participation in the meal function must accompany the invoice or the State of Oklahoma Travel Voucher.
- Lodging Amount includes only the amount the claimant was charged for lodging and lodging tax. In order to request reimbursement for lodging, an itemized paid lodging receipt must accompany the State of Oklahoma Travel Voucher. Please note that the lodging receipt must indicate "Paid" or zero balance or have a credit card receipt attached or show being charged to a credit card.
All receipts in foreign currency must be converted to the US dollar amount. Click here to obtain conversion rates, www.oanda.com/converter/classic.
Lodging is currently reimbursed according to the federal rates. Here is the link for the per diem and lodging rates for travel within the US, http://www.gsa.gov. Click on the appropriate state on the United States map to view the rates for that state. There will be a listing of high rate cities and counties for that state. In a shaded area above the high rate cities and counties, there is listed the standard rate for all other locations. To see if the city is in one of the high rate counties, click on the link to the National Association of Counties website also in the upper section of this screen to see if that city is in a high rate county. Again, if the city is not in a high rate county or listed as a high rate city, then the standard rate listed in the shaded area above the high rate city for that state will apply. When retrieving a lodging rate please review effective dates to ensure that the travel status dates are within this time period. For travel outside the US use http://www.state.gov to determine the per diem rates.
If an individual is attending a conference, meeting, workshop or similar event conducted at a designated location, actual lodging expenses may be reimbursed not to exceed single room rate. The designated lodging documentation such as conference brochures, letters from conference sponsors, etc., must be attached to the claim.
Individuals who choose to acquire less expensive lodging in lieu of the designated lodging shall be reimbursed the actual lodging expense not to exceed the single room rate of the designated lodging. Support from the conference sponsor must accompany the State of Oklahoma Travel Voucher to verify the single room rate of the designated lodging. The lodging rates at the designated lodging will be compared with the amount requested for reimbursement to ensure it does not exceed the amount allowable.
Please note when choosing this option, reimbursement for local transportation between the optional lodging and the meeting site is allowable. However, local transportation to and from the conference site cannot exceed the rate of designated lodging amount each day.
If a room is shared with an individual who is not filing a claim, the claimant may request reimbursement for single room rate. Please note the following information on the lodging receipt: "Shared with non-employee. Claiming single rate." or "Single/double rate same."
If two or more employees share a room, but the rate for the room is the same regardless of the number of occupants, reimbursement can be made to the individual paying for the room. In this case, please note the following on the other occupants travel claims: “conference rate charged/shared room with claimant”. Please indicate claimant’s name.
If there were multiple travelers in a room, one individual paid the entire lodging bill, and the room rate was more than allowed for one traveler, the other individual(s) would request reimbursement for the lodging expense or complete a travel voucher for the lodging and assign the proceeds to the individual who paid. The name(s) of the other employee(s) who will be claiming a portion of the lodging reimbursement should be referenced in the lower portion of this section.
Individuals who are in overnight travel status but request no lodging reimbursement should provide a statement in the lower this section. For example, "Lodging is being paid by another source", etc.
A University department may prearrange and designate lodging sites if they meet the following criteria:
- Agency must be the sponsor of the meeting, conference, etc.;
- Designated lodging must be approved and notice issued prior to beginning a trip; or
- Meetings, conference, etc. must be conducted at designated lodging site, a block of rooms must be arranged, or the participants must receive rate reductions.
If a department meets the above criteria, the Agency-Sponsored Designated Lodging Notice, http://www.ou.edu/controller/fss/dwnload/contaa1.doc, can be completed or the department can prepare its own notice or brochure listing the designated lodging site. The following data that would be required for the notice would include:
- Department’s name;
- Date of notice;
- Date of conference, meeting, etc.;
- Purpose of travel;
- Hotel name;
- Hotel address;
- Single room rate.
The Agency-Sponsored Designated Lodging Notice must accompany the claimant’s participating State of Oklahoma Travel Voucher.
- Total Per Diem Lodging should be entered in this space.
For this section, the Totals should be extended to the bottom of each column.
- The sum of the map and the vicinity mileage should be placed in the space beside Total Miles and should be multiplied by the current mileage reimbursement rate. Click here to view the current rate. The total should be placed in the right-hand column.
- Public Transportation refers to the primary type of transportation used to reach the claimant's destination. The most common mode of transportation for out-of-state travel is airline.
As a reminder, University faculty, staff, students and non-university employees traveling on University funds, including grants and contracts and agency special departments to out-of-state destinations, must receive prior written approval from his or her appropriate supervisor or appointed designee with budgetary authority (Department Head, Vice President, Chair, Principal Investigator, Dean, and Provost). Documentation of the approval shall be maintained in the departmental files of the traveler and/or the funding sponsor and shall be subject to compliance review by Internal Auditing. Upon completion of the authorized travel (in-state or out-of-state), the travel voucher submitted for reimbursement must be approved by the traveler's appropriate supervisor with budgetary authority.
When booking air travel through one of the University contract travel agencies, travelers must provide the agent sufficient information to enable the travel agency to bill the airfare to the proper campus and department. In addition, travelers should complete the appropriate authorization form before purchasing the tickets. The information required by the travel agent will be:
- University financial information (e.g., Norman Campus – Department number, Health Sciences Center – chart field combination).
- Traveler's identification number (EMPLID).
- Whether the traveler is a U.S. citizen (yes or no).
- Department number.
- Travel authorization/reference number.
- Department track/reference. An optional twenty-five (25) character field may be used by department to further identify travel.
- Notes. A twenty-five (25) character comments/purpose field for optional use by departments.
Airfare is automatically charged to the University’s department through a ghost card and then subsequently internally billed to the appropriate campus/department/account.
Fees associated with changing a traveler’s itinerary for a business purpose or an emergency are allowable expenses. If change fees are incurred while in travel status, documentation must be submitted with the travel voucher submitted for reimbursement of the additional fees.
Consolidators are companies that buy in volume and reduce the prices to the customer accordingly. The most frequent use of a consolidator is in booking international tickets. Since prices on consolidator tickets rarely match the amounts paid, these tickets should be booked and paid for through an authorized travel agency. Each of the contracted travel agencies has access to all consolidators.
The exceptions for not purchasing an airline ticket from one of these agencies are:
- Air travel services secured at a lower cost from another source.
- Travel was initiated on an emergency basis--such as changing itinerary en route or emergency travel after hours.
- Air travel originated from a location outside the state, making it impractical to arrange for air travel through a state agency.
- Air travel was part of a package arranged by an organization scheduling a meeting or conference.
The passenger airfare ticket or an itinerary showing a zero balance or method of payment must be submitted with the travel claim.
Special Note: If the claimant did not purchase the airline ticket from a state-contracted travel agency and does not meet one of the above exceptions, a written memorandum stating the reason for non-compliance, signed by the claimant, should be attached to the State of Oklahoma Travel Voucher. Also the coach airfare comparison from a state-contracted travel agency must be noted on the face of the claim.
There is no provision for the reimbursement or payment of a first-class airline ticket.
If the primary transportation is not being claimed because it was purchased directly by the University, was paid for by other sources, or is not being claimed, please circle "YES" at the applicable question on the travel claim form.
A claimant may request reimbursement for airline tickets purchased by the individual from a state-contracted travel agency. The listing of travel agencies currently under contract can be located on the Purchasing website at http://www.ou.edu/purchasing/contracts/services.html#business.
If other transportation sources were used such as train or bus, list the type of transportation and the amount paid. Paid receipts must be attached.
The total for this section should be extended to the far right-hand column in the Total Public Transportation.
Upon completion of the form, forward the State of Oklahoma Travel Voucher with the original receipts to Financial Services (if grant or contract department, submit to the grant and contract administrative offices).