Purpose

The Out-of-State Travel Request and Airline Ticket Requisition serves two primary purposes:

1. As an out-of-state travel request it is the form to be used to request prior approval for all travel outside of Oklahoma for state employees.
   
   

2. As an airline ticket requisition it is the form to be used to purchase an airline ticket if that airline ticket is to be billed directly to Oklahoma State University (for both state and non-state employees).

Often, this single form serves both purposes simultaneously.

 

General Guidelines For Completion of the Request

State Employees

1. One form must be completed for every trip outside of Oklahoma.  This would include any travel that will not be reimbursed by Oklahoma State University.  Blanket requests can be submitted under special circumstances.  For more information about Blanket Requests, see the end of this section.
   
   

2. The request should be typed or clearly legible.  An Excel spreadsheet form is available through the OSU Travel website.
   
   

3. The subsequent travel voucher submitted for claim reimbursement should not exceed the total on the Out-of-State Travel Request and Airline Ticket Requisition.  If the travel voucher does exceed the request by $50 or more, please provide a memo with the travel voucher explaining the difference.  The memo must be sent or approved by the persons with proper signature authority (as detailed on page 3 of this section).
   
   

4. Purchases of commercial airline tickets must be made through state contract travel agencies unless specific special circumstances exist.  See Section 5 for further explanation about exceptions.

Non-State Employees

1. A request must be made only if an airline ticket is being direct billed to Oklahoma State University or if expenses are to be claimed.
   
   

2. The request should be typed and clearly legible.

 

Completion of the Form - State Employees

1. Travel Requisition Number

   Enter the travel requisition number from the travel voucher that will be used to support the claim for reimbursement.  These numbers are preprinted on the travel vouchers or, in the case of electronic spreadsheet vouchers, obtained in blocks of five or more from the travel section of University Accounting.
   
   

2. Estimated Expenses:  Lodging

   Enter the best estimate of lodging expenses.  See Section 5 - "Lodging" for additional details about allowable lodging expenses.  See thefederal government’s website for standard lodging rates for various cities.
   
   

3. Estimated Expenses:  Per Diem (Meals)

   Enter the best estimate of meal or per diem expenses.  Note:  If per diem in lieu of subsistence is being estimated, lodging estimates cannot be included.  See Section 5 - "Meals" or "Per Diem in lieu of subsistence" for additional details.  See the federal government’s website for per diem rates for various cities.
   
   

4. Estimated Expenses: Transportation

   Enter the best estimate of airfare expenses.  Do not include airline tickets to be billed directly to Oklahoma State University.
   
   

5. Estimated Expenses:  Other Expenses

   Enter the best estimate of all other related and allowable expenses.  See the example at the end of this section.
   
   

6. Total of Above

   Enter the sum of 2 through 5.  The Travel Section of University Accounting will compare this total to the total appearing on the travel claim for all claims for which the airline ticket is not prepaid.
   
   

7. Airfare If Prepaid by OSU

   Enter the best estimate of the airline expense to be billed directly to OSU.  Do not deduct any discount awarded from a state contracted travel agency.  Check the box next to “Prepaid OSU Purchasing Card” if the airline ticket was purchased using a departmental OSU Purchasing Card.
   
   

8. Total Estimated Expenses

   Enter the sum of 6 and 7.  The Travel Section of University Accounting will compare this total to the total appearing on the travel claim for all claims for which the airline ticket is prepaid.
   
   

9. Traveler Name

   Enter the name of the traveler.
   
   

10. Title

    Enter the employee's job title at Oklahoma State University.
    
    

11. Campus Wide ID

    Enter the traveler’s Campus-wide ID, if applicable.
    
    

12. Account Title

    Enter the title/name of the account to be charged.
    
    

13. Account number

    Enter the account number as follows:

COA (chart of accounts)- Enter the appropriate chart code.(1,2,3,4,5,6,7,8,9,M)

Fund Code - Enter the appropriate six digit department number.

FY (fiscal year) - Enter the last two digits of the appropriate fiscal year.  (Example:  2018=18)

Order Number - Do not use at this time.

1. State Agency Cost/Non-Contracted Cost/Cost Savings

   If the box for “Prepaid OSU Purchasing Card” is checked as stated in #7 above, then a quote from a state contract travel agency should be placed under the State Agency Cost and the actual cost of the airline ticket should be placed in the Non-Contracted Cost box.  The Cost Savings is the difference between the State Agency Cost and Non-Contracted Box. 
   
   

2. Prepared by/Extension/Date

   Enter the preparer’s name, telephone extension, and the date of the request.
   
   

3. Description of Trip:  Nature of Official Business, Including Meeting Times

   Enter the nature of the business trip, and the dates/times of the first and last meetings.
   
   

4. Description of Trip:  Destination, Including Dates & Times of Departure & Return

   Enter the various destinations, and the beginning and ending dates of the trip.
   
   

5. Description of Trip:  Remarks

   Enter remarks about anticipated special occurrences that may be deemed "unusual."  Some examples are:  Taking annual leave directly before, during, or after the business trip or taking an earlier flight to reduce the airline cost.
   
   

6. Signatures:  Applicant

   The traveler must sign and date the form.  If the traveler is not readily available, the department may sign for the traveler by signing the traveler’s name and then placing his or her initials after the signature.
   
   

7. Signatures:  Approval

   The completed form must be submitted to the appropriate department head, dean, director, and/or vice president with sufficient time for approval.  Two administrative signatures, other than the traveler, one of which must be a dean or vice president, are required on all requests for less than one week's duration, with the following exceptions:
   
   

8. The appropriate vice president will provide the final signature on the following requests from sources other than state funds (other than ledger 1 accounts):
   
   

   1. Blanket authorization for travel.

   2. Out-of-State travel requests in excess of one week's duration.
      
      

9. The appropriate vice president will provide the final signature on the following requests, regardless of funding:
   
   

   1. Travel requests for more than three employees attending the same meeting, seminar, etc.

   2. Travel requests for persons reporting directly to the vice president.
      
      

10. The president will provide the final signature on the following requests from state funds (ledger 1 accounts):
    
    

    1. Blanket authorization for travel.

    2. Travel requests in excess of one week's duration.

    3. Unusual requests, which in the vice president's opinion, should be reviewed by the president.
       
       

11. The president will provide the final signature on requests for persons reporting directly to him or her, regardless of funding.
    
    

12. The Board of Regents will continue to approve all out-of-country requests (interpreted to mean, in this case, travel outside the 48 contiguous states).
    
    

13. For various reasons, the OSRHE, OSU Board of Regents, or the president may implement temporary approval requirements.  Instructions will be provided by letter of memorandum during those periods.

14. Airline Ticket Purchase Authorization

    Not to be used at this time.
    
    

15. Ticket Received By

    When the ticket is received, the employee will sign and date the form acknowledging receipt of the ticket.  The employee will retain the Certification copy.
    
    

16. Employee Certification

    Upon completion of a trip which involved the prepayment of an airline ticket by OSU, the traveler will sign the form attesting to the proper use of the ticket.

 

Completion of the Form - Non-state Employees

Note:  Non-state employees are required to complete the Out-of-State Travel Request and Airline Ticket Requisition Form if an airline ticket is being billed directly to OSU on their behalf or if they will claim expenses.  Subsequently, the non-state employee will not be required to complete all sections of the form.  They need only complete the following sections:

Note:  Non-state employees CANNOT claim travel expenses if they are receiving an honorarium or fees for services rendered.

1. Travel Requisition Number

   Enter the travel requisition number from the travel voucher that will be used to support the claim for reimbursement.  These numbers are preprinted on the travel vouchers or, in the case of electronic spreadsheet vouchers, obtained in blocks of five or more from the Travel Section of University Accounting.
   
   

2. Airfare If Prepaid by OSU

   Enter the best estimate of the airline expense to be billed directly to OSU.  Do not include any discount awarded from a state contracted travel agency.  Purchases of commercial airline tickets must be made through state contract travel agencies unless specific special circumstances exist.  Check the box next to “Prepaid OSU Purchasing Card” if the airline ticket was purchased using a departmental OSU Purchasing Card.
   
   

3. Traveler Name

   Enter the name of the traveler.
   
   

4. Title

   Enter "Volunteer" or “Interviewee” to describe the task of the non-state employee.
   
   

5. Account Title

   Enter the title/name of the account to be charged.
   
   

6. Account Number

   Enter the account number as follows:
   
   

   COA (chart of accounts) - Enter the appropriate chart code.(1,2,3,4,5,6,7,8,9,M)
   
   

   Fund Code - Enter the appropriate six digit department number.
   
   

   FY (fiscal year) - Enter the last two digits of the appropriate fiscal year.  (Example:  2018=18)
   
   

   Order Number - Do not use at this time.
   
   

7. State Agency Cost/Non-Contracted Cost/Cost Savings

   If the box for “Prepaid OSU Purchasing Card” is checked as stated in #7 above, then a quote from a state contract travel agency should be placed under the State Agency Cost and the actual cost of the airline ticket should be placed in the Non-Contracted Cost box.  The Cost Savings is the difference between the State Agency Cost and Non-Contracted Box.
   
   

8. Prepared by/Extension/Date

   Enter the preparer's name, telephone extension, and the date of the request.
   
   

9. Description of Trip:  Nature of Official Business, Including Meeting Times

   Enter the nature of the business trip, and the dates/times of the first and last meetings.
   
   

10. Description of Trip:  Destination, Including Dates & Times of Departure & Return

    Enter the various destinations, and the beginning and ending dates of the trip.
    
    

11. Description of Trip:  Remarks

    Enter remarks about anticipated special occurrences that may be deemed "unusual."
    
    

12. Signatures:  Applicant

    The applicant must sign and date the form.  If the traveler is not readily available, the department may sign for the traveler by signing the traveler’s name and then placing his or her initials after the signature.
    
    

13. Signatures:  Approval

    The completed form, must be submitted to the appropriate department head, dean, director, and/or vice president with sufficient time for approval.  Two administrative signatures, one of which must be a dean or vice president, are required on all requests for less than one week's duration, with the following exceptions:
    
    

    A.  The appropriate vice president will provide the final signature on the following requests from sources other than state funds (other than ledger 1 accounts):
    
    

    a. Blanket authorization for travel.

    b. Out-of-State travel requests in excess of one week's duration.
    
    

    B.  The appropriate vice president will provide the final signature on the following requests, regardless of funding:
    
    

    a. Travel requests for more than three employees attending the same meeting, seminar, etc.

    b. Travel requests for persons reporting directly to the vice president.
    
    

    C.  The president will provide the final signature on the following requests from state funds (ledger 1 accounts):
    
    

    a. Blanket authorization for travel.

    b. Travel requests in excess of one week's duration.

    c. Unusual requests, which in the vice president's opinion, should be reviewed by the president.
    
    

    D.  The president will provide the final signature on requests for persons reporting directly to him, regardless of funding.
    
    

    E.  The Board of Regents will continue to approve all out-of-country requests (interpreted to mean, in this case, travel outside the 48 contiguous states).
    
    

    F.  For various reasons, the OSRHE, OSU Board of Regents, or the president may implement temporary approval requirements.  Instructions will be provided by letter of memorandum during those periods.
    
    

14. Airline Ticket Purchase Authorization

    Do not use at this time.
    
    

15. Ticket Received By

    When the ticket is received, the applicant will sign and date the form acknowledging receipt of the ticket.  The applicant will retain the Certification copy.
    
    

16. Traveler Certification

    Upon completion of a trip which involved the prepayment of an airline ticket by OSU, the traveler will sign the form attesting to the proper use of the ticket.

 

Blanket Requests

Under certain circumstances, it would be acceptable to prepare one request for a traveler making several trips to the same location (over the course of the fiscal year).  Blanket requests cannot be utilized if airfare costs are involved.  For more information, please feel free to contact the Travel Section of University Accounting, extension 45865.