Date

Enter the date the travel voucher is being prepared.

Payee Name

Enter the name of the claimant submitting the travel voucher.  Please supply the name as it appears on payroll records.  For individuals with recent name changes, include both names on the travel voucher.

Account

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

Campus Address

Enter the campus address to which the travel check or notice of deposit should be sent.  The check may be mailed to an off-campus address if such an address is provided on the voucher.  See Section 5 - Campus Address, for more information.  Be sure to include the plus four zip code.  If the claimant is an employee participating in payroll direct deposit, his or her travel reimbursement may be made to the same account, and a “Notice of Deposit” will be emailed.

Oklahoma State University Account Number
Enter the account number information 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 four digits of the appropriate fiscal year. (Example:  2018).

Official Duty Station

Enter the location of the employee’s regular work location - for example, Stillwater, OK.  Non-employees should enter the word “None”.

Campus Wide ID or Social Security No.

Enter the campus wide ID, if applicable, or social security number of the claimant or payee listed on the travel voucher.  The Office of Management and Enterprise Services uses the social security number to verify the claimant as a state employee, in the case of employees.  If the number is inaccurate or does not belong to the employee named in 2, University Accounting will reject the travel claim.

Prepared By/Phone

Enter the name and the phone number of the person who should be contacted in the case the OSU Travel Section has any questions concerning the voucher.

Total

This amount will be calculated automatically on the travel voucher.

Object Code

The appropriate object codes will be entered automatically if the correct travel voucher form is chosen.  These object codes can be found in Table A, Section 6.

Account Code

The appropriate Account Codes will be entered automatically if the correct travel voucher form is chosen. These account codes can be found in Table A, section 6.

Amount

The total amount for each account code and object code will be automatically calculated.

Is Car Government-Owned?

Indicate if any vehicle used was state or federal government-owned.  If a personal car or state- or federally-owned car was used, give the car tag number.  If no car was used, leave blank.

Assignment

If the employee requesting reimbursement wishes to have the check written to another individual, s/he will enter the name of the individual, the date and sign the assignment box.  Note:  If the employee does assign the voucher, a check for the full amount of the travel voucher will be sent to the assignee.  Prepare a separate travel voucher if only one expense should be assigned to another individual and cross-reference the travel voucher numbers in the supplemental claim section of the travel voucher (See number 37 below).

Is Claimant a State Employee or Official?

Choose yes if the claimant is employed by the state of Oklahoma.  If the employee will not be on the state payroll by the time the travel voucher is processed, please add a note to that effect.  Choose no if the claimant is not employed by the state of Oklahoma.

Nature of Official Business

Enter a brief description of the nature of the trip(s).  Be brief but specific about the name of the conference(s) attended or the task(s) performed while in official travel status.

Meeting Times

Enter the beginning date and time of each conference, workshop, or meeting attended.  Enter the ending date and time of each conference, workshop, or meeting attended.  Attach an agenda to provide documentation regarding meeting times.  If an agenda does not exist, please write on voucher “No Agenda provided.”  Provide documentation or a statement if early or late attendance is required.

Is Hotel Designated Conference Site?  (Documentation required)

Choose Yes or No.  If Yes is chosen, the employee must supply an announcement, notice, or flyer from the conference sponsor evidencing that fact (for each conference attended).  An acceptable document should contain: 1) conference name(s), 2) conference dates and times, and a 3) list of hotels (and associated room rates) in which rooms were blocked off, or rate reductions were granted for the conference(s).  If lodging site was designated by employer, include necessary documentation. 

Total Amount $

This total amount will be calculated automatically in the spreadsheet.  This will be the total to be reimbursed.  This amount should equal the totals found in #9 and #36.

Points Visited

Enter the point(s) where the travel status for each trip began, each point visited, and the point where the travel status ended.  Be sure the points visited are in the order they were visited and include any point for which there was lodging expense.  Include the locations of the airport as well.

Date 20__ Mo. Day

Enter beginning and ending dates for the various phases of the trip(s).  The 31 day rule limits the reimbursement period to 31 days.  See Section 5 for more information about the 31 day rule.  Please enter the calendar year of the trip, and not necessarily the fiscal year.  Note:  If the trip is complete, make certain a date closing the trip is included.  If the trip is continuing, make certain a note of that fact appears on the face of the travel voucher.

Mileage Claimed

If mileage is being claimed, enter the actual direct mileage as found on a website, such as Mapquest or Google Maps.  Exact addresses must be entered into the search parameters. A printout from the website must be attached to the travel voucher documenting the mileage being claimed.  If a destination does not have a specific address, please indicate an estimated destination, such as “5 miles northwest of Stillwater” and provide beginning and ending odometer readings to justify the mileage claimed.

If a traveler leaves from home and goes directly to the business destination or returns to home directly from the duty station on a normal work day, the traveler is limited to the lesser of miles to/from the home or to/from the duty station.  On a weekend or holiday, the traveler may claim directly from his/her home. 

Mileage may be entered with a decimal or it may be rounded but only the final total for the voucher should be rounded.  For example, a trip of 11.4 miles each way should not be rounded to 11 miles each way.  It should be totaled to 22.8 miles and then rounded up to 23.

Mileage in lieu of airfare - If the employee travels by privately-owned vehicle, reimbursement for mileage cannot exceed a coach airfare quote plus mileage to and from the airport.  The coach airfare quote for cost comparison should be obtained from a state contracted travel agency.  In situations where multiple employees travel together by motor vehicle out-of-state, the coach airfare quote may be multiplied by the number of travelers who are traveling together in the same vehicle.  If an employee chooses another mode of travel other than by air, s/he must provide a cost comparison between the actual cost of transportation and the cost of the airline ticket (had s/he flown to the destination).  Other expenses, such as baggage fees and local transportation, cannot be used in a cost comparison because the costs are considered too variable.

Some situations, such as transporting large or heavy equipment, may require driving instead of flying.  In these situations a cost comparison is not necessary as long as documentation or a statement is given regarding the need for ground transportation.

Travel Status Hour

Entered - Enter the time of day the employee entered into travel status.  Military time is not necessary.

Ended - Enter the time of day the employee ended travel status.

Twenty-four hour rule - Reimbursement for per diem (meals) and lodging will not begin more than twenty-four (24) hours before the first meeting time or continue for more than 24 hours after the last meeeting, unless certain exceptions, explained below, apply.

Forty-eight hour rule
1)  Based on airfare savings:  Under limited circumstances involving airline travel, reimbursement may begin as many as forty-eight (48) hours before and extend as many as forty-eight (48) hours after the objective of the trip.

If the purpose of the trip begins on Monday, reimbursement status cannot begin earlier than Saturday.

If the purpose of the trip begins on Tuesday, reimbursement status cannot begin earlier than Sunday.

If the purpose of the trip ends on Friday, reimbursement status cannot end later than Sunday.

If the purpose of the trip ends on Thursday, reimbursement status cannot end later than Saturday.

The voucher will include a detailed cost comparison of the additional per diem, or meals and lodging versus the savings on airfare.  The airfare rate used in the comparison must come from the same travel agency where the ticket was purchased. 

The total reimbursement cannot exceed the amount of eligible reimbursement if the twenty-four hour rule were adhered to, including the airfare rate available at that time.

2.)  International Travel - Reimbursement for per diem (meals) and lodging will not begin more than forty-eight (48) hours before or continue more than forty-eight hours after the objective of the trip.  International travel is defined, for this purpose, as travel outside the contiguous 48 U.S. states.

No. of Days/Hrs - Enter the number of days and/or hours in travel status for each phase of the trip(s).  This information is critical for the evaluation of allowable per diem or meals.

Per Diem Amount

Per diem/Meal rates follow those of the federal government (effective July 1, 2001), and vary by city.  See www.gsa.gov in order to look up per diem/meal rates for a particular city or location.  The applicable daily rate must be entered into the per diem “rate” column.

Per diem is only reimbursable for periods in which an overnight stay is documented.  Evidence of an overnight stay may include a lodging bill or claiming per diem in lieu of subsistence if staying with family or friends (see below).  If no meals are being claimed for this trip, please place “N/C” in this space.

Per diem in Lieu of Subsistence.  This is used for employees who stayed with relatives or friends and therefore do not have lodging expenses to claim.  This does not apply to trips where a third party paid for lodging.  They may add $10.00 per day to the maximum per diem/meal reimbursement rate.  The applicable daily rate, including the additional $10.00, must be entered into the per diem “rate” column, and it should be noted in the body of the voucher that “per diem in lieu of subsistence” is being claimed.  If per diem in lieu of subsistence is claimed, no lodging reimbursement can be claimed for the same trip.

In some situations, a traveler may be delayed by extreme weather conditions or flight cancellations.  If this is documented on the travel voucher, per diem may be able to be extended beyond the normal 24/48 hour rule.

Lodging (Receipt required)

Enter the lodging expense as evidenced by the lodging bill. The hotel bill must include each claimant’s name, all itemized daily charges, the name and address of the hotel, the room rate per night, and show a zero balance or provide some other document showing that the bill was paid in full.  Other acceptable lodging bills include the bills that state the balance “will be charged” to a credit card. Reimbursement will be limited to the room rate, applicable tax, and any mandatory fees charged by the hotel.  All room service should be removed from the lodging portion of the bill as this is included in per diem.  Other expenses such as internet, parking, and telephone should be applied to the appropriate section of the travel voucher for reimbursement.

A distance test of 60 miles applies when determining if lodging may be claimed.  The traveler’s destination must be at least 60 miles away from his/her duty station in order to claim lodging.

If a hotel was designated (see item 18 above), attach documentation from the conference sponsor stating the single/double room rate.  A hotel will be considered “designated” if any one of three conditions apply: 1) a block of rooms was reserved at the hotel, 2) a discounted room rate was offered to participants, or 3) the conference took place in the hotel.  The traveler may choose to stay at any hotel but the reimbursable room rate cannot exceed the room rate designated by the conference. 

If OSU is a sponsor of the purpose of business, then the sponsoring department may designate their own hotel.  On the OSU Travel website, travel.okstate.edu, a form called the “Designated Lodging Form” should be filled out and signed prior to the trip. 

If a hotel was not designated by the conference, then the allowable room rate cannot exceed the maximum lodging rate established by the federal government and published on www.gsa.gov. 

If the conference is being held at a meeting room in a hotel and not at a convention center or other venue, then the traveler may stay at that particular hotel and reimbursement will not exceed the standard single/double room rate charged by the hotel.  Suites will be limited to the standard single/double room rate of the hotel.

If the claimant shared a room with another employee or conference participant, each claimant/employee may claim the lesser of one-half the room costs up to the maximum rate for that city.  If one claimant paid the entire lodging bill, that claimant may claim the entire amount but the travel voucher for each person should reference how lodging was paid.

In cases of emergency, such as inclement weather or flight delays, exceptions may be made to some policies.  Please contact University Accounting for approval of exceptions.

Note:  If no lodging is being claimed for this trip, please place “N/C” in this space.

Total Per Diem/Lodging

This total will be automatically calculated on the travel voucher.

Totals

Totals here will be automatically calculated:

Map mileage, Vicinity mileage, No. of Days/Hours, Per Diem Amount, Lodging, and

Total Per Diem/Lodging

Mode of Public Transportation & Amount Claimed

Commercial air travel reimbursement - Purchases of commercial airline tickets must be made through state contracted travel agencies unless specific special circumstances exist.  If OSU prepaid for the airline ticket, please check the box in the space for Agency Direct Purchase.  If the airline was prepaid by OSU purchasing card, please check the box in the space for “Authorized Use of OSU Purchasing Card for Airfare.”  For authorization to use the OSU Purchasing Card, contact Pcard Administration. 

For domestic flights, coach or economy airfare is allowed.  For international flights, travelers may fly up to business class.

Travel by a privately-owned or chartered airplane – Use of a privately-owned or chartered plane for out-of-state travel is limited to the coach airfare quote from a state contracted travel agency.  Use of a privately-owned or chartered place for in-state travel is limited to mileage.

Total Mileage

The total mileage will be automatically calculated in the spreadsheet and will be calculated using the current mileage rate set by the State of Oklahoma.

Note:  If no mileage is being claimed, place "N/C" in this space.

Itemized Local Transportation Costs 

Taxi, Limousine, City Bus, Airport Shuttle, etc. - Enter the total for each expense category (no receipt required unless the receipt is $25 or more).

Local Car Rental (receipt required) - Attach a copy of the rental car billing/receipt.  Note:  Any reimbursement for gasoline (other than charges on the rental car billing) should be itemized in the Itemized Miscellaneous Costs section.

Reimbursement for local transportation within the state of Oklahoma is limited to mileage at the rate set by the State of Oklahoma.

Tips for local transportation cannot exceed 15% of the fare.

Foreign Exchange Rates and Other Notes

Attach a website printout for each expense when using websites, such as OANDA, to convert foreign exchange rates.  Currency conversions should be converted on the day of the receipt.  Credit card statements may be attached in lieu of foreign currency conversion printouts.

Please add any necessary explanations for any unusual circumstances. 

Itemized Miscellaneous Costs

Registration fee (receipt required) - Registration fees for state employees and authorized officials attending workshops, conferences, meetings, etc. may be reimbursed based upon the submission of a receipt for the fees. 

Note:  The receipt must:  1) include the name and date(s) of the conference, 2) show the amount paid, and 3) show a balance of -0- (or be stamped "Paid").  The Office of Management and Enterprise Services will accept a copy of a canceled check, front and back, or a credit card receipt in lieu of a conference issued receipt, as long as separate documentation of the amount is attached.

Registration fees when meals are included - One-fourth of one day's meals or per diem reimbursement will be deducted from the reimbursement limit for each meal provided and included in the registration fee(s).  Exceptions will apply where special circumstances prevented the employee from participating in the function at which the meal was provided.  These circumstances could include such situations as special dress requirements, diet restrictions, transportation availability, etc.  Exceptions would not include the employee merely choosing not to attend the function.  For State Finance Office auditing purposes, a signed statement by the employee of his or her non participation in the meal function (for which an exception is being claimed) must be included with the travel claim.  Note:  Continental breakfasts, some box lunches, snacks, and refreshments such as coffee, tea, soft drinks, and etc. provided during meeting breaks need not be considered meals for the purpose of this procedure.

Telephone - Reimbursement for business-related communication charges incurred during travel must be justified as to their necessity.  When the telephone expense is "substantial" in the eyes of the Office of State Finance, they may request documentation or additional information.  Personal phone calls will not be reimbursed.

Parking - Parking fees must be itemized (i.e. enter the total parking expense on the appropriate line on the travel claim).  Parking expenses should be prorated to remove personal days outside the 24 hour rule.

Turnpike Tolls - Turnpike toll fees must be itemized (i.e. enter the total turnpike toll expense on the appropriate line on the travel voucher).  

Misc. Supplies - Reimbursement for miscellaneous supplies must be itemized and documented with a receipt.  A description of each item purchased must be included with the receipt.  Examples of items that might fall into this category are:

Fax costs, Freight costs to ship materials back to home base, tapes, books, and other materials from a conference or workshop, gasoline for a state-owned vehicle, and laundry (under certain circumstances involving extended travel and/or emergencie) passport or visa fees, gasoline for rental car, baggage fees.

Baggage Fees - For trips less than a week, one personal bag is allowed each way.  For trips lasting a week or longer, two personal bags are allowed each way.  Any bags that contain necessary business materials are reimbursable.

Some miscellaneous expenses (other than registration) do not require a receipt if under $25.

Total Misc.

This total will be automatically calculated in the spreadsheet.

Total Local Transp.

This total will be automatically calculated in the spreadsheet.

Total Amount Claimed

This total will be automatically calculated in the spreadsheet.

Supplemental Claim

If the voucher is the second or subsequent voucher for the same trip, please supply copies of all other vouchers pertaining to the same trip and list other T numbers in the space provided.  This should also be used in cases of assignments.

Affidavit

Claimant’s Signature/Date - The employee must sign and date the voucher here.  Faxed, scanned and electronic singatures are acceptable.  Departments may not sign on behalf of the traveler unless they provide proof of power of attorney.

Approvals

Travel vouchers will be approved for payment only by the elected or appointed head of any state department, board, commission, institution or agency, or their designated administrative employees.  Each department, school, or college may have other approval policies not covered in this manual.  In-state travel requires at least one approval signature other than the traveler.  Out-of-state and out-of-country travel requires at least two approval signatures other than the traveler.

Actual & Necessary

If a Grant and/or Contract which is paying for the travel specifically allows for rates in excess of those allowed by the state travel reimbursement act, those higher rates will prevail.  The Grants Officer must provide documentation from the grant specifically stating that higher rates are allowable.

Initials Indicating Review

After the Grants and Contracts Financial Administrator has reviewed the travel voucher, s/he will initial the voucher at the bottom.