Skip to main content
Apply

Administration and Finance

Open Main MenuClose Main Menu

Purpose

The travel voucher is an affidavit used by a state employee or other to claim reimbursement for expenses incurred while in official travel status.

 

General Guidelines

  1. The travel voucher must be typed, printed, or otherwise legible.

  2. The employee's department is responsible for the preparation and submission of the travel voucher.

  3. The travel voucher must be filed on the "State of Oklahoma Travel Voucher" form.  Either a pre-numbered form or an online form with a valid travel requisition number will be accepted.  Visit the Travel website for downloadable online travel vouchers at travel.okstate.edu.

  4. A travel voucher may be used for both state and non-state employees.

  5. All approvals and signatures must be on the travel voucher before it is submitted to University Accounting for processing.

  6. All original receipts and documentation should be stapled to the travel voucher.  Smaller receipts should be attached to a blank sheet of 8 1/2 x 11” paper.

  7. Travel vouchers for grant accounts should be sent to Grants and Contracts Financial Administration in 401 Whitehurst prior to being submitted to University Accounting.

  8. If any one of the following categories of reimbursement is not being claimed, please note "N/C" in the space for that category.  The categories are 1) meals/ per diem, 2) lodging, and 3) airfare/mileage.

  9. If expenses for one trip are filed on two or more vouchers, please note the supplemental claim number(s) in the space provided.  Please provide a copy of all supplemental claims.

  10. If the airline ticket is prepaid, please make a note to that effect on the travel voucher.

  11. Do not send receipts that are not required.

  12. Please choose the appropriate travel voucher for use between in-state, out-of-state, out-of-country, and non-employee.  The in-state voucher should be used when the state employee’s destination is within the borders of Oklahoma.  The out-of-state voucher should be used when the state employee’s destination is outside of Oklahoma but within the 48 contiguous United States.  The out-of-country voucher should be used when the state employee’s destination is outside the 48 contiguous United States, including Alaska and Hawaii.  The non-employee voucher should be used for all non-state employees, however enter the appropriate subcode for in-state, out-of-state, and out-of-country based on the guidelines listed above.

Back To Top
SVG directory not found.
MENUCLOSE