Oklahoma State University - Tulsa
Oklahoma State University - Tulsa

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Business Affairs - Travel Guidelines

Travel Guidelines

Employee Travel Guidelines

All employees should use the AIRS system to record travel details. A step-by-step guide is available to assist you in this process.

Guideline for Out-of-State Travel Request & Airline Procurement
  1. Call state approved travel agency 
    (Total Travel 492-3980)
    • discuss ticketing choices and pricing
    • research other sources for airfare purchasing or
    • contact the Business Affairs Coordinator for Travel to research other options for you. 

      If a savings is discovered, and you choose to purchase airfare from another source, a quote must be obtained from Total Travel indicating the price they offered to verify the savings. This can be emailed to you at the time of your initial inquiry.

 

Non-Employee General Travel Guidelines

Non-Employee Guidelines for all travel reimbursements

  • Before any person travels on behalf of OSU, an out-of-state Trip request needs to be completed if they are traveling outside the State of Oklahoma, or if they are from out of state traveling into the State of Oklahoma
  • The completed, signed trip request needs to be submitted to the Travel Coordinator in Business Affairs
  • Once the traveler completes the trip, all travel documentation needs to be submitted to the Travel Coordinator in Business Affairs – the coordinator will complete the trip voucher
  • Once the voucher is complete, the Travel Coordinator will return the voucher to the individual that prepared the trip request to obtain original signatures
  • Once the signatures are obtained, the signed voucher will be returned to the Travel Coordinator for processing of the payment

 

Guideline for Mileage Log

  • Record mileage for a one month period using the Mileage Log
  • Send completed Mileage Log Form [doc] to the Business Affairs Coordinator for Travel.
  • The Travel Coordinator will then process the forms
  • You will receive the completed travel claim via interoffice mail
  • Obtain all original signatures and return to Travel Coordinator for processing


Guideline for Out-of-State Travel Request & Airline Requisition

  1. Call state approved travel agency 
    (Total Travel 492-3980)
    1. discuss ticketing choices and pricing
    2. research other sources for airfare purchasing or
    3. contact the Business Affairs Coordinator for Travel to research other options for you. 

      If a savings is discovered, and you choose to purchase airfare from another source, a quote must be obtained from Total Travel indicating the price they offered to verify the savings. All reimbursements will be limited to the State Contracted Agency Quoted amount.
  2. Non-Employees – An approved trip request must be completed and submitted to the Travel Coordinator in Business Affairs before any airfare is purchased
    1. Complete requested information on form (make sure FY is correct and State Contracted Agency on the bottom)
    2. Obtain appropriate signatures
    3. Mail completed, signed form to Travel Coordinator in Business Affairs

      Note: When choosing to use another source for ticketing, only the amount quoted by the state contract agency will be reimbursable.
  3. If the traveler chooses to use the State Contracted Agency Total Travel, please make sure to notify your Travel Coordinator in Business Affairs. The Travel Coordinator will then work directly with Total Travel to make the purchase. The traveler will receive their itinerary electronically via email from Total Travel. Please note that the Travel Coordinator is not authorized to purchase any airfare without an approved trip request.

After Non-Employee has Completed Travel

  • Send all coordinating materials, original receipts, and all travel information to the Travel Coordinator in Business Affairs
  • Forms will then be processed by the Travel Coordinator
  • You will receive a completed travel claim via interoffice mail
  • The Claimant/Traveler will need to sign as well as all approving signatures will need to be obtained. All signatures must be original.

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Non-Employee Step-by-Step Guide

Out-of-State Travel - Flying or Driving

  1. Submit Request
    Complete the Out-of-State Travel Request and Airline Requisition Form [xls]
  2. Obtain Approval / Authorization Signatures
  3. Make Necessary Travel Arrangements
    All Out-of-State Travel Requests and Airline Requisitions must be submitted in advance of the trip.
    1. Register for Conference or Meeting 
      After receiving approval to attend, register and pay for the conference or meeting in one of four ways:
      1. P-card: Three Criteria must be met by the conference to use the P-card use this form to make sure they are met.
      2. Purchase order
      3. Direct billing
      4. Self payment
        The most likely type of payment will be with a P-card, but each conference is unique in their approach to payment so make sure to check with the conference coordinators as to the payment options they allow.
        See the submission/reimbursement guidelines for more details or contact the Travel Coordinator.
    2. Arrange Transportation 
      1. Airline ticket purchases for Out-of-State Travel submission only: Commercial airline tickets for out-of-state travel must be purchased from an approved travel agency as established by the Division of Central Services. Contact the travel coordinator to help facilitate arrangements.
      2. Exceptions may include when air travel services:
          1. can be secured elsewhere at a cost less than what was quoted by the State Contracted Agency
          2. originates from a location outside the state and it would be impractical to arrange for the air travel through an approved state travel agency (please note there are other requirements for this type of purchase, please contact your Travel Coordinator for more information)
          3. are necessitated by an emergency and time does not permit utilization of an approved state travel agency
    3. Transportation Other than Air
      To be reimbursed the entire amount, you must prove that it is financially a better choice (cheaper) for the college. To do this get a price quote from a state contracted travel agency listing air expenses and turn in with the receipt for the method of travel you chose. Please note that you are limited to the flight quote rate plus mileage to/from your official duty station to airport.
    4. Other Forms of Transportation
      Automobiles, trains or buses do not need to be approved and paid for in advance. These will be expenses you incur and then are reimbursed for after your trip. Please see the transportation reimbursement guidelines for more details on this topic. OSU-CHS has state vehicles available as well. To arrange for usage contact Institutional Services at extension 8222.
    5. Automobile Usage, Costs and Other Forms of Transportation
      1. Leased or rented automobiles: Reimbursement for automobiles leased or rented within Oklahoma from car rental agencies or private parties, to be used in lieu of a privately owned vehicle on official business for the state, will not exceed the rate provided for the use of a privately owned automobile. The actual cost of leasing or renting an automobile outside the state of Oklahoma, to be used on official business for the state, will be reimbursed subject to approval.
      2. Mileage eligible for reimbursement for privately owned vehicle: Mileage is limited from your official duty station to your destination. Mileage from home can only be claimed on a holiday or weekend or if it is a shorter distance from your home to your destination than from your official duty station.
      3. Parking: Actual expenses for parking may be reimbursed by providing receipts. Valet parking is considered a luxury, not a necessity and the Claimant will be limited to the non-valet rate.
      4. Gasoline Reimbursement: Gasoline costs for leased or rented automobiles may be reimbursed in full when a receipt is submitted.
      5. Taxi: Taxicab fares may be reimbursed for out of state on the basis of necessity. A receipt is necessary. Please note that we are limited to 15% tip.
      6. Bus/Train: Travel by bus will be reimbursed at a rate not to exceed the normal charge of such conveyance, and in no instances will the rate exceed coach class airfare.
      7. Turnpike Tolls: Actual cost for turnpike tolls may be reimbursed in full.
    6. Reserve Hotel Room 
      Call the designated conference hotel or site and ask what form of payment they accept. Most hotels will expect a credit card number to reserve the room and will not allow for direct billing or purchase orders. This being the case, the most frequent method is for the traveler to use his or her own credit card to reserve and pay for the room and then submit their receipts for reimbursement after the trip. If traveler would like assistance paying for the hotel room, the Business Affairs office does have a travel Pcard that room and tax can be paid on. The expense must meet pcard requirements for this option. Please contact your Travel Coordinator for more information.
      1. Designated conference hotel or site:Any state officer or employee, while in official travel status, attending a previously arranged meeting, workshop or such similar event, conducted at the designated location as evidenced by the sponsor's announcement or notice, will qualify for actual lodging expense reimbursement not to exceed the single occupancy room rate charged by the designated hotel, motel, or other public lodging place. Employees or claimants choosing to acquire less expensive lodging at another hotel, motel, or other public lodging place may be reimbursed the actual lodging expense not to exceed the single occupancy room rate charged by the designated hotel, motel, or public lodging place. Under these circumstances, the claimant will not be reimbursed for local transportation costs incurred while traveling between the chosen lodging site and the designated hotel site unless an overall cost savings is demonstrated.
      2. Cost comparisons:Regardless of mode of travel, reimbursement for out of state transportation costs cannot exceed that of coach airfare plus mileage to and from the airport. If an employee or claimant chooses another mode of travel other than by air, s/he must provided a cost comparison between the actual cost of transportation and the cost of the airline ticket (had s/he flown to the destination).
      3. Meals:
        1. Included in registration: One fourth of one day's meals will be deducted from the per diem.
        2. Continental breakfasts: Continental breakfast and refreshments such as coffee, tea, soft drinks, etc., provided during meeting breaks are not considered meals for the purposed of deducting meal provided with registration. *See also Meals Included in Registration.
        3. Other meals: See per diem topic on the FAQ page.
        4. Friendly reminder: When the itinerary does not specify a designated hotel, a hotel needs to designated by the department before the trip is taken. A designated hotel form needs to be signed and dated before the trip.
  4. Fax Completed Form
    Fax this form to the Travel Coordinator (918-594-8552) the same day as the airline ticket arrangements are made.
  5. Mail Completed Original Form
    Mail the completed original form to the Travel Coordinator via interoffice mail.
  6. Take Trip
  7. Upon return of the trip, please submit all travel documentation to Travel Coordinator to complete Voucher 
    Submit the worksheet with the following receipts and itineraries/schedules for reimbursement.
    1. Send Original Receipts
      with zero balances and conference itineraries/schedules to the Travel Coordinator. These may include:
      1. Airline ticket
      2. Conference itinerary/schedule
      3. Designated hotel verification
      4. Itemized hotel bill (single room rate)
      5. Paid registration fee
      6. Miscellaneous supplies (with purpose stated)
      7. Business phone calls (usually shown on hotel bill)
      8. Parking and tolls
      9. Any other pertinent receipts
      10. Leased or rented automobiles, taxi
    2. Miscellaneous Supplies and Costs
      1. Fax Charges: If an employee or claimant requires the use of fax services while in official travel status, they may file for reimbursement. A receipt for the charges is required.
      2. Business materials: Materials purchased for business purposes, such as presentation materials, may be reimbursed with receipts and purpose of materials stated.
    3. Phone Costs
      1. Telephone calls: Business related telephone calls may be reimbursed in full. If they are on your hotel bill please designate on the bill which calls were for business and which were personal calls.
      2. Cell phone calls: These may only be reimbursed if they are business related, if they are not part of a free plan (i.e. 500 minutes free for $30 per month), and if they are itemized on the travelers cell phone bill indicating the total amount owed for the calls. The bill, with the traveler's name, can act as a form for reimbursement.
  8. Travel Reimbursement Voucher
    The Travel Coordinator will prepare the travel reimbursement voucher for you to sign. The travel voucher will be delivered to University Accounting to be processed for reimbursement.

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In-State Travel Reimbursement (Driving)

  1. Register for Conference or Meeting
    If applicable. See above.
  2. Arrange Transportation
    See above.
  3. Reserve Hotel Room
    If applicable. See above.
  4. Take Trip
  5. Submit all trip documentation to Travel Coordinator
  6. Travel Reimbursement Voucher
    The Travel Coordinator will prepare the travel reimbursement voucher for you to sign. The travel voucher will be delivered to University Accounting to be processed for reimbursement.
For more information you may read through the various topics alphabetically in the Glossary of General Guidelines.

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