General Guidelines for Travel Voucher Preparation
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
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The travel voucher must be typed, printed, or otherwise legible.
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The employee's department is responsible for the preparation and submission of the travel voucher.
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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.
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A travel voucher may be used for both state and non-state employees.
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All approvals and signatures must be on the travel voucher before it is submitted to University Accounting for processing.
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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.
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Travel vouchers for grant accounts should be sent to Grants and Contracts Financial Administration in 401 Whitehurst prior to being submitted to University Accounting.
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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.
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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.
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If the airline ticket is prepaid, please make a note to that effect on the travel voucher.
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Do not send receipts that are not required.
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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.