OSU Travel Section Seven

GENERAL GUIDELINES FOR GRANTS AND CONTRACTS TRAVEL VOUCHER PREPARATION

GENERAL GUIDELINES:

1. The travel voucher should be filed within ten (10) days of the completion of the trip.

2. The travel voucher must be typed.

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

4. The travel voucher must be filed on the "State of Oklahoma Travel Voucher" form.

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

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

7. All 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.

8. Travel vouchers for Ledger 5 accounts (grants and contracts) should be sent to the Grants and Contracts Financial Administrators in 402 Whitehurst prior to being submitted to University Accounting.

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

10. If expenses for one trip are filed on two or more vouchers, please note the supplemental claim number(s). Also, provide a copy of all supplemental claims previously processed.

11. If the airline tickets is "prepaid by OSU", please provide a note to that effect on the travel voucher.

12. Receipts are required for airfare, lodging, registration, car rental, and misc. supplies. If a required receipt is lost, an affidavit is required.

13. Actual and Necessary expenses can be reimbursed for grants and contracts only when the grant or contract specifically includes such language.

14. University Accounting, after pre-audit of the claim, will stamp the face of all claims being submitted for actual and necessary expenses outside the limits of the State of Oklahoma Travel Reimbursement Act).

15. Travel vouchers for Ledger 5 account (grants and contracts) for actual and necessary expenses should be accompanied with the following statement from the Grants and Contracts Office:

I hereby certify that this claim for reimbursement is authorized under the provisions of Section 4, HB No. 1377 O.S.L. 1979, and the amounts claimed are authorized and being paid from funds received under contract or grant agreement identified as:

_____________________________________________________________________________________

OSU Account Number and Title

A copy of said contract or grant agreement shall be furnished upon request.

_____________________________________________________________________________________

Research Director

_____________________________________________________________________________________

Director, Grants and Contracts Financial Administration

INSTRUCTIONS FOR TRAVEL

VOUCHER PREPARATION

GRANTS AND CONTRACTS

STATE EMPLOYEES - IN STATE TRAVEL

1. Date

Enter the date the travel voucher is being prepared.

2. Payee Name

Enter the name of the employee 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.

3. Account

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

4. Campus Address

Enter the campus address to which the travel check 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.

Green card - If you wish to pick up the check instead of having it mailed, please attach a green card to the top of the travel voucher. The green card should have the name and telephone number of the person wishing to be contacted. Note: The green card does not eliminate the need for an address on the voucher.

5. Oklahoma State University Account Number

Enter the account number information as follows:

EC (entry code) - Always use the number 45.

A (agency) - Enter the appropriate agency number.

L (ledger) - Enter the appropriate ledger number.

Dept. (department) - Enter the appropriate department number.

Sub code - Use 5010.

FY (fiscal year) - Enter the last two digits of the appropriate fiscal year. (Example: 1993=93).

BC (bid code) - Always use the number 4.

ME - Do not use at this time.

6. State Funding Number

Enter the appropriate fund and agency associated with the above OSU account number:

Fund - See Table B, Section 6.

Agency - See Table B, Section 6.

Order No. - Do not use at this time.

Claim No. - Do not use at this time.

7. Social Security No.

Enter the social security number of the employee submitting the travel voucher. Note: The State Finance Office uses this number to verify the claimant as a state employee. If the number is inaccurate or does not belong to the employee named in 2, the State Finance Office will reject the travel claim.

8. 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.

9. Total

Enter the grand total for this travel voucher.

10. Account

Enter the last six digits of the state funding number associated with the above OSU account number.

The state funding numbers can be found in Table B, Section 6.

11. Sub-activity

Enter 00001.

12. Object Code

Enter the appropriate object code for the type of expense being claimed. These object codes can be found in Table A, Section 6. Please use the codes for in-state travel.

13. Amount

Enter the total amount associated with each object code.

14. Is Car State-Owned?

Indicate if any vehicle used was state-owned. For this purpose, a federally-owned vehicle would also be indicated as state-owned. If a personal car was used, give the license tag number (A tag number is not necessary for state or federally-owned cars). If no car was used, leave blank.

15. 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. Note: If the employee does assign the voucher, a check for the full amount of the travel voucher will be sent to the assignee.

16. Is Claimant a State Employee or Official?

Choose Yes. 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.

17. 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.

18. Total Amount $

Enter the sum of the amount column. This should be the total to be paid. This amount should equal the totals found in #9 and #36.

19. 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.

20. 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 reserved, blocked off, or rate reductions were granted for the conference(s). Note: Conference designation is not required when filing for actual and necessary expenses.

21. 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.

22. Date 19__ 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. 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.

23. Mileage Claimed

Map-If mileage is being claimed, enter the actual direct mileage as found on the Table C in Section 6. The mileage (one way and round trip) from Stillwater to various points in Oklahoma, can be found in this table.

Vicinity - Any excess mileage claimed after reaching each point should be entered here.

24. 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.

25. 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.

26. Per Diem Amount (object code 211200)

Per Diem/Meals - Enter the lesser of the actual meals expense or the allowable meals reimbursement for each phase of the trip(s). Meal reimbursement rates can be found on Table F, Section 6. No meals reimbursement will be allowed for periods of less than overnight.

0 - 3 hours $ 00.00

Over 3 - 9 hours inclusive $ 6.25

Over 9 hours - 15 hours inclusive $ 12.50

Over 15 hours - 21 hours inclusive $ 18.75

Over 21 hours $ 25.00

Note: If no meals are being claimed for this trip, please place "N/C" in this space.

Per diem in lieu of subsistence. This is to be used for employees who stayed with relatives, friends, or who for other reasons do not have lodging expenses to claim. They may add $10.00 per day to their per diem. Be sure to indicate in the body of the voucher that "per diem in lieu of subsistence is being claimed." Enter the lesser of the actual per diem or the allowable per diem reimbursement for each phase of the trip(s). Per diem charts can be found on Table E, Section 6. Important: If per diem in lieu of subsistence is claimed, reimbursement for lodging, for the same trip, cannot be claimed. No per diem will be allowed for periods of less than overnight.

0 - 3 hours $ 00.00

Over 3 - 9 hours inclusive $ 8.75

Over 9 hours - 15 hours inclusive $ 17.50

Over 15 hours - 21 hours inclusive $ 26.25

Over 21 hours $ 35.00

Note: If no meals are being claimed for this trip, please place "N/C" in this space.

Note There is no limit for per diem or meals when filing for actual and necessary expenses.

27. Lodging (Receipt required) (object code 211500)

Enter the lesser of the actual lodging or $40.00 per night. If the employee shared a room with a non-state employee, the state employee may claim the lesser of the cost for a single room or $40.00 per night. If the employee shared a room with another state employee, each state employee may claim the lesser of one-half the room costs up to $40.00 per night.

If the hotel is a designated conference site, actual lodging expenses not exceeding the single room rate offered for the conference may be claimed. If the employee shares a room with another state employee(s), each state employee may claim only his/her part of the total room cost (provided it is at the conference rate).

Important: The hotel bill must include each employee's name, all itemized daily charges, the name and address of the hotel, the room rate per night, and show a -0- balance or provide some other document showing the bill was paid in full.

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

Note: If the claim is for actual and necessary expenses, there is no limit on lodging costs.

28. Total Per Diem/Lodging

Enter into this column, the total Per Diem and lodging for each line.

29. Totals

On this line, please supply totals for the following columns:

Map mileage

Vicinity mileage

Meals Amount

Lodging

Total Per Diem/Lodging

30. Mode of Public Transportation & Amount Claimed

Travel by a privately-owned or chartered airplane - The employee (on official business for the state) may be reimbursed in an amount which, when added to per diem or meals and lodging for that trip, does not exceed the equivalent of automobile mileage plus per diem or meals and lodging. If more than one state employee is involved, a listing of all persons with their avoided per diem or meals and lodging, must be included on the claim with a statement that no other travel reimbursement claims will be filed in conjunction with this travel.

31. Total Miles (object code 211100)

Enter the total of the map and vicinity miles and multiply that total by $0.28 to arrive at the total mileage reimbursement.

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

32. Itemized Local Transportation Costs (object code 211300)

Taxi , Limousine, City Bus, Airport Shuttle - (no receipt required unless the total is substantial) -Enter the total for each expense category.

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

32A. Notes

Add any notes about extraordinary occurrences. Example: The Claimant was on vacation for 2 days.

33. Itemized Miscellaneous Costs (object code 211400)

Registration fee - 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 State Finance has, in the past, accepted a copy of a cancelled check or a credit card receipt in lieu of a conference issued receipt.

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 and refreshments such as coffee, tea, soft drinks, and etc. provided during meeting breaks are not considered meals for the purpose of this procedure

Telephone - Reimbursement for communication charges incurred during in-state 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.

Parking - Parking fees must be itemized (i.e. enter the total parking expense on the appropriate line on the travel claim).

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 aircraft.

Laundry (under certain circumstances, involving extended travel and/or emergencies).

34. Total Misc.

Enter the total of all items included and described in 33.

35. Total Local Transp.

Enter the total of all items included and described in 32.

36. Total Amount Claimed

Enter the total of 29, 31, 34, and 35. This amount should equal the total found in 9 and 18.

Supplemental Claim

If the voucher is the second or third voucher for the same trip, please supply copies of all other vouchers pertaining to the same trip.

37. Affidavit

Employee's Name - Enter the employee's name.

Claimants Signature/Date - The employee must sign and date the voucher here.

Notary signature/Date/Seal - A notary must sign, date, and notarize the voucher. Note: A vouched cannot be accepted for review without the notary's seal.

38. 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.

39. Initials Indicating Review

After the Grants and Contracts Financial Administrator has reviewed the travel voucher, s/he will initial the voucher in this location.

40. Approval of Actual and Necessary Expenses

If the grant or contract allows the reimbursement of expenditures outside the State of Oklahoma Travel Reimbursement Act, the Grants and Contracts Financial Administrator will complete this information.

STATE EMPLOYEES - OUT OF STATE TRAVEL

1. Date

Enter the date the travel voucher is being prepared.

2. Payee Name

Enter the name of the employee 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. If the individual is a non-OSU employee, the agency number is no longer required.

3. Account

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

4. Campus Address

5. Oklahoma State University Account Number

Enter the account number information as follows:

EC (entry code) - Always use the number 45.

A (agency) - Enter the appropriate agency number.

L (ledger) - Enter the appropriate ledger number.

Dept. (department) - Enter the appropriate department number.

Sub code - Use 5020.

FY (fiscal year) - Enter the last two digits of the appropriate fiscal year. (Example: 1996=96).

BC (bid code) - Always use the number 4.

ME - Do not use at this time.

6. State Funding Number

Enter the appropriate fund and agency associated with the above OSU account number:

Fund - See Table B, Section 6.

Agency - See Table B, Section 6.

Order No. - Do not use at this time.

Claim No. - Do not use at this time.

7. Social Security No.

Enter the social security number of the employee submitting the travel voucher. The State Finance Office uses this number to verify the claimant as a state employee. If the number is inaccurate or does not belong to the employee named in 2, the State Finance Office will reject the travel claims.

8. 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.

9. Total

Enter the grand total for this travel voucher.

10. Account

Enter the last six digits of the state funding number associated with the above OSU account number.

The state funding numbers can be found in Table B, Section 6.

11. Sub-activity

Enter 00001.

12. Object Code

Enter the appropriate object code for the type of expense being claimed. These object codes can be found in Table A, Section 6. Please use the codes for out-of-state travel.

13. Amount

Enter the total amount associated with each object code.

14. Is Car State-Owned?

Indicate if any vehicle used was state-owned. For this purpose, a federally-owned vehicle would also be indicated as state-owned. If a personal car was used, give the license tag number (A tag number is not necessary for state or federally-owned cars). If no car was used, leave this space blank.

15. Assignment

16. Is Claimant a State Employee or Official?

Choose yes. 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.

17. 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.

18. Total Amount $

Enter the sum of the amount column. This should be the total to be paid. This amount should equal the totals found in 9 and 36.

19. 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.

20. Is Hotel Designated Conference Site? (Documentation required)

voucher is for actual 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). Note: No documentation required if the and necessary expenses.

21. Points Visited

22. Date 19__ 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. Note: If the trip is complete, make certain a "completed" date is included. If the trip is continuing, make certain a note of that fact appears on the face of the travel voucher.

23. Mileage Claimed

Map - If mileage is being claimed, enter the actual direct mileage from Tables C and D in Section 6. The mileage (one way and round trip) from Stillwater to various points in Oklahoma, can be found in Table C. The mileage (one way and round trip) from Stillwater to various other key cities in North America can be found in Table D.

Vicinity - Any excess mileage claimed after reaching each point should be entered here.

Mileage in lieu of airfare - If the employee travels by privately-owned vehicle, reimbursement for mileage cannot exceed coach airfare.

Cost Comparison - Regardless of mode of travel, reimbursement for out-of-state transportation costs cannot exceed that of coach airfare. 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). Section 5 - "Cost Comparison" provides the recommended format for the cost comparison to be presented with the voucher. Note: This is not required if the travel voucher is for actual and necessary

The employee may claim the actual costs of the alternate method of travel up to what would have been the total costs for a flight to and/or from the same destination(s).

24. 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 meals, per diem, or lodging on out-of-state and in-state trips will not begin more than twenty-four (24) hours before or continue more than twenty-four (24) hours after the objective of the trip.

Forty-eight hour rule - 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.

25. No. of Days/Hrs

Enter the name of days and/or hours in travel status for each phase of the trip(s).

26. Per Diem Amount (object code 212300)

0 - 3 hours $ 00.00

Over 3 - 9 hours inclusive $ 6.50

Over 9 hours - 15 hours inclusive $ 13.00

Over 15 hours - 21 hours inclusive $ 19.50

Over 21 hours $ 26.00

Note: If no meals are being claimed for this trip, please place "N/C" in this space.

0 - 3 hours $ 00.00

Over 3 - 9 hours inclusive $ 9.00

Over 9 hours - 15 hours inclusive $ 18.00

Over 15 hours - 21 hours inclusive $ 27.00

Over 21 hours $ 36.00

Note: The above limits are not applicable if the travel voucher is for actual and necessary expenses.

27. Lodging (Receipt required) (object code 212600)

The Legislature has designated a number of cities in the United States as "high rate areas." Reimbursement for lodging in a high rate area is not to exceed $65.00 per night. For a listing of these areas, please see Section 6.

If the hotel is a designated conference site, actual lodging expense may be claimed not to exceed the single room rate offered for the conference. If the employee shares a room with another state employee(s), each state employee may claim the lodging expenses proportionate to the number of state employees sharing the room, not to exceed the conference room rates for that size room.

Important: The receipt must include the employee's name, all itemized daily charges, the name and address of the hotel, the room rate per night, and show a -0- balance or some other indication that the bill was paid in full.

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

Note: The above limits are not applicable if the travel voucher is for actual and necessary expenses.

28. Total Per Diem/Lodging

Enter into this column, the total per diem (meals) and lodging for each line.

29. Totals

On this line, please supply totals for the following columns:

Map mileage

Vicinity mileage

No. of Days/Hours

Per Diem (Meals) Amount

Lodging

Total Per Diem/Lodging

30. Mode of Public Transportation & Amount Claimed (object code 212200)

If OSU prepaid the airline ticket, please note "Airline Ticket Prepaid by OSU" in this space.

31. Total Miles (object code 212100)

Enter the total of the map and vicinity miles and multiply that total by $0.28 to arrive at the total mileage reimbursement.

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

32. Itemized Local Transportation Costs (object code 212400)

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

32A. Notes

Add any notes about extraordinary occurrences. Example: The Claimant was on vacation for 2 days.

33. Itemized Miscellaneous Costs (object code 212500)

Registration fee - 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 State Finance has in the past accepted a copy of a cancelled check or a credit card receipt in lieu of a conference issued receipt.

Telephone - Reimbursement for business-related communication charges during out-of-state travel must be itemized (i.e. enter the total on the appropriate line of the travel voucher).

When the telephone expense is "substantial" in the eyes of the Office of State Finance, they may request documentation or additional information.

The Office of State Finance will not reimburse expenses for personal phone calls (except where allowed for actual and necessary expenses).

Parking - Parking fees must be itemized (i.e. enter the total parking expense on the appropriate line on the travel voucher).

Turnpike Tolls - Turnpike toll fees must be itemized (i.e. enter the total turnpike toll expense on the appropriate line on the travel voucher). Pro-rate cost for any time spent on annual leave.

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:

Gasoline for a rental car

Fax costs

Freight costs to ship materials back to home base

Tapes, books, and other materials from a conference or workshop

Passport or visa fees

Laundry (under certain circumstances, involving extended travel and/or emergencies).

34. Total Misc.

Enter the total of all items included and described in 33.

35. Total Local Transp

Enter the total of all items included and described in 32.

36. Total Amount Claimed

Enter the total of 29, 31, 34, and 35. This amount should equal the total found in 9 and 18.

Supplemental Claim

If the voucher is the second or third voucher for the same trip, please supply copies of all other vouchers pertaining to the same trip.

37. Affidavit

Employee's Name - Enter the employee's name.

Claimants Signature/Date - The employee must sign and date the voucher here.

Notary Signature/Date/Seal - A notary must sign, date, and notarize the voucher. Note: A claim cannot be accepted for review without the notary's seal.

38. Approvals

39. Initials Indicating Review

After the Grants and Contracts Financial Administrator has reviewed the travel voucher, s/he will initial the voucher in this location.

40. Approval of Actual and Necessary Expenses

STATE EMPLOYEES - OUT OF COUNTRY TRAVEL

1. Date

Enter the date the travel voucher is being prepared.

2. Payee Name

3. Account

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

4. Campus Address

5. Oklahoma State University Account Number

Enter the account number information as follows:

EC (entry code) - Always use the number 45.

A (agency) - Enter the appropriate agency number.

L (ledger) - Enter the appropriate ledger number.

Dept. (department) - Enter the appropriate department number.

Sub code - Use 5030.

FY (fiscal year) - Enter the last two digits of the appropriate fiscal year. (Example: 1993=93).

BC (bid code) - Always use the number 4.

ME - Do not use at this time.

6. State Funding Number

Enter the appropriate fund and agency associated with the above OSU account number:

Fund - See Table B, Section 6.

Agency - See Table B, Section 6.

Order No. - Do not use at this time.

Claim No. - Do not use at this time.

7. Social Security No.

8. 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.

9. Total

Enter the grand total for this travel voucher.

10. Account

Enter the last six digits of the state funding number associated with the above OSU account number.

The state funding numbers can be found in Table B, Section 6.

11. Sub-activity

Enter 00001.

12. Object Code

Enter the appropriate object code for the type of expense being claimed. These object codes can be found in Table A, Section 6. Please use the codes for out-of-country travel.

13. Amount

Enter the total amount associated with each object code.

14. Is Car State-Owned?

15. Assignment

16. Is Claimant a State Employee or Official?

Choose yes. 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.

17. Nature of Official Business

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

18. Total Amount $

Enter the sum of the amount column. This should be the total to be paid. This amount should equal the totals found in 9 and 36.

19. 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.

20. Is Hotel Designated Conference Site? (Documentation required)

Choose Yes or No. I 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 (See Attachment A, Section 6).

Note: Designation documentation is not required if the voucher is for actual and necessary expenses.

21. Points Visited

22. Date 19__ Mo. Day

Enter beginning and ending dates for the various phases of the trip(s).

23. Mileage Claimed

Map - If mileage is being claimed, enter the actual direct mileage found in Tables C and D in Section 6. The mileage (one way and round trip) from Stillwater to various other points in Oklahoma, can be found in Table C. The mileage (one way and round trip) from Stillwater to key North American cities can be found in Table D.

Vicinity - Any excess mileage claimed after reaching each point should be entered here.

Cost Comparison - Regardless of mode of travel, reimbursement for out-of-state transportation costs cannot exceed that of coach airfare. 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). (Section 5 - "Cost Comparison" provides the recommended format for the cost comparison to be presented with the claim. This is not required if the voucher is for actual and necessary expenses).

The employee may claim the actual costs of the alternate method of travel up to what would have been the total costs for a flight to and/or from the same destination(s).

24. 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.

Forty-eight hour rule - Reimbursement for meals, per diem, of lodging on out-of-country trips will not begin more than forty eight (48) hours before or continue more than forty eight (48) hours after the objective of the trip.

25. No. of Days/Hrs.

Enter the name of days and/or hours in travel status for each phase of the trip(s)

26. Per Diem Amount (object code 211200)

0 - 3 hours $ 00.00

Over 3 - 9 hours inclusive $ 6.50

Over 9 hours - 15 hours inclusive $ 13.50

Over 15 hours - 21 hours inclusive $ 19.50

Over 21 hours $ 26.00

Note: If no meals are being claimed for this trip, please place "N/C" in this space.

0 - 3 hours $ 00.00

Over 3 - 9 hours inclusive $ 9.00

Over 9 hours - 15 hours inclusive $ 18.00

Over 15 hours - 21 hours inclusive $ 27.00

Over 21 hours $ 36.00

Note: The above limits are not applicable if the voucher is for actual and necessary expenses.

27. Lodging (Receipt required) (object code 212600)

Enter the lesser of the actual lodging or $40.00 per night. If the employee shared a room with a non-state employee, the state employee may claim the lesser of the actual costs for single room or $40.00 per night. If the employee shared a room with another state employee, each state employee may claim the lesser of one-half the room costs up to $40.00 per night.

Important: The hotel bill must include the employee's name, all itemized daily charges, the name and address of the hotel, the room rate per night, and show a -0- balance or some other indication that the bill was paid in full.

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

Note: If the voucher is for actual and necessary expenses, the above limits may not apply.

28. Total Per Diem/Lodging

Enter into this column, the total per diem (meals) and lodging for each line.

29. Totals

On this line, please supply total for the following columns:

Map mileage

Vicinity mileage

No. of Days/Hours

Per Diem (Meals) Amount

Lodging

Total Per Diem/Lodging

30. Mode of Public Transportation & Amount Claimed (object code 212200)

If OSU prepaid the airline ticket, please note "Airline Ticket Prepaid by OSU" in this space.

31. Total Miles (object code 212100)

Enter the total of the map and vicinity miles and multiply that total by $.28 to arrive at the total mileage reimbursement. Note: If no mileage is being claimed, place "N/C" in this space.

32. Itemized Local Transportation Costs (object code 212400)

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

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

32a. Foreign Exchange Rates and Other Notes

In this space, please make a note of the exchange rate used to convert the foreign currency used back to U. S. dollars. If a credit card was used, you may call your credit card company to determine the exact exchange rate used.

Add any notes about extraordinary occurrences.

33. Itemized Miscellaneous Costs (object code 212500)

Registration fee - 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. The receipt must 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 State Finance has, in the past, accepted a copy of a cancelled check or a credit card receipt in lieu of a conference issued receipt.

meal was provided. These circumstances could include such situations as special dress requirements, diet restrictions, transportation availability, and 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 and refreshments such as coffee, tea, soft drinks, etc. provided during meeting breaks are not considered meals for the purpose of this procedure.

Telephone - Reimbursement for business-related communication charges during out-of-country travel must be itemized (i.e. enter the total on the appropriate line of the travel voucher).

When the telephone expense is "substantial" in the eyes of the Office of State Finance, they may request documentation or additional information.

Parking - Parking fees must be itemized (i.e. enter the total parking expense on the appropriate line on the travel voucher).

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

Gasoline for a rental car

Fax costs

Freight costs to ship materials back to home base

Tapes, books, and other materials from a conference or workshop

Passport or visa fees

Laundry (under certain circumstances, involving extended travel and/or emergencies).

34. Total Misc.

Enter the total of all items included and described in 33.

35. Total Local Transp.

Enter the total of all items included and described in 32.

36. Total Amount Claimed

Enter the total of 29, 31, 34, and 35. This amount should equal the total found in #9 and #18.

37. Affidavit

Employee's Name - Enter the employee's name.

Claimants Signature/Date - The employee must sign and date the voucher here.

Notary Signature/Date/Seal - A notary must sign, date, and notarize the voucher. Note: A voucher cannot be accepted for review without the notary's seal.

38. Approvals

Travel vouchers will be approved for payment only be 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.

39. Initials Indicating Review

After the Grants and Contracts Financial Administrator has reviewed the travel voucher, s/he will initial the voucher in this location.

40. Approval of Actual and Necessary Expenses

NON-STATE EMPLOYEES

1. Date

Enter the date the travel voucher is being prepared.

2. Payee Name

Enter the name of the claimant submitting the travel claim.

3. Account

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

4. Campus Address

Enter the campus address to which the travel claim should be sent. An off-campus address may be used.

5. Oklahoma State University Account Number

Enter the account number information as follows:

EC (entry code) - Always use the number 45.

A (agency) - Enter the appropriate agency number.

L (ledger) - Enter the appropriate ledger number.

Dept. (department) - Enter the appropriate department number.

Sub code - Use 5010, 5020 or 5030 (whatever is appropriate).

FY (fiscal year) - Enter the last two digits of the appropriate fiscal year. (Example: 1996=96).

BC (bid code) - Always use the number 4.

ME - Do not use at this time.

6. State Funding Number

Enter the appropriate fund and agency associated with the above OSU account number:

Fund - See Table B, Section 6.

Agency - See Table B, Section 6.

Order No. - Do not use at this time.

Claim No. - Do not use at this time.

7. Social Security No.

Enter the social security number of the claimant submitting the travel claim. If the claimant is a foreign national, See Section 5 - "Social Security Numbers for Foreign Nationals".

8. 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.

9. Total

Enter the grand total for this travel claim.

10. Account

Enter the last six digits of the state funding number associated with the above OSU account number.

The state funding numbers can be found in Table B, Section 6.

11. Sub-activity

Enter 00001.

12. Object Code

All costs will be coded to only one object code. Enter 2131.

13. Amount

Enter the total amount of the voucher.

14. Is Car State-Owned?

15. Assignment

If the claimant 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. Note: If the claimant does assign the voucher, a check for the full amount of the travel voucher will be sent to the assignee.

16. Is Claimant a State Employee or Official?

Choose No.

17. 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 attended or the task performed while in traveling on behalf of the State.

18. Total Amount $

Enter the sum of the amount column. This should be the total to be paid. This amount should equal the totals found in #9 and #36.

19. 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.

20. Is Hotel Designated Conference Site? (Documentation required)

Choose Yes or No. If Yes is chosen, the claimant 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

Note: Conference designation is not required if the voucher is for actual and necessary expenses.

21. 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 listed in chronological order and include any point for which there was lodging expense.

22. Date 19__ Mo. Day

Enter beginning and ending dates for the various phases of the trip(s

23. Mileage Claimed

Map - If mileage is being claimed, enter the actual direct mileage. The mileage (one way and round trip) from Stillwater to various other points in Oklahoma, can be found in Table C, Section 6.

Vicinity - Any excess mileage claimed after reaching each point, should be entered here.

Cost Comparison - Regardless of mode of travel, reimbursement for out-of-state transportation costs cannot exceed that of coach airfare. If a claimant 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). Section 5 - "Cost Comparison" provides the recommended format for the cost comparison to be presented with the claim, This is not required if the voucher is for actual and necessary expenses.

The claimant may claim the actual costs of the alternate method of travel up to what would have been the total costs for a flight to and/or from the same destination(s).

24. Travel Status Hour

Entered - Enter the time of day the claimant entered into travel status.

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

Twenty-four hour rule - Reimbursement for meals, per diem, or lodging on will not begin more than twenty-four (24) hours before or continue more than twenty-four (24) hours after the objective of the trip, except as noted below.

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 (see Attachment B Section 6).

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 meals, per diem, 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.

25. No. of Days/Hrs.

Enter the name of days and/or hours in travel status for each phase of the trip(s).

26. Per Diem Amount

In-State Out-of-State

0 - 3 hours $ 00.00 $00.00

Over 3 - 9 hours inclusive $ 6.25 $ 6.50

Over 9 hours - 15 hours inclusive $ 12.50 $13.00

Over 15 hours - 21 hours inclusive $ 18.75 $19.50

Over 21 hours $ 25.00 $26.00

Note: If no meals are being claimed for this trip, please place "N/C" in this space.

In-State Out-of-State

0 - 3 hours $ 00.00 $00.00

Over 3 - 9 hours inclusive $ 8.75 $ 9.00

Over 9 hours - 15 hours inclusive $ 17.50 $18.00

Over 15 hours - 21 hours inclusive $ 26.25 $27.00

Over 21 hours $ 35.00 $36.00

Note: The above limits are not applicable if the voucher is for actual and necessary expenses.

27. Lodging (Receipt required)

Enter the lesser of the actual lodging or $40.00 per night. If the claimant shared a room with another non-state employee, the claimant may claim the lesser of the actual costs for the single room or $40.00 per night. If the claimant shared a room with a state employee, each individual may claim the lesser of one-half the room costs up to $40.00 per night.

If the hotel is a designated conference site, actual lodging expense may be claimed not to exceed the single room rate offered for the conference. If the claimant shares a room with a state employee(s), each individual may claim the lodging expenses proportionate to the number of individuals (in official travel status for the State) sharing the room, not to exceed the conference room rates for that size room.

Important: The hotel bill must include the claimant's name, all itemized daily charges, the name and address of the hotel, the room rate per night, and show a -0- balance or some other indication that the bill was paid in full.

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

Note: The above limits are not applicable if the voucher is for actual and necessary expenses.

28. Total Per Diem/Lodging

Enter into this column, the total per diem (meals) and lodging for each line.

29. Totals

On this line, please supply totals for the following columns:

Map mileage

Vicinity mileage

No. of Days/Hours

Per Diem (Meals) Amount

Lodging

Total Per Diem/Lodging

30. Mode of Public Transportation & Amount Claimed

Travel by a privately-owned or chartered airplane - The claimant (on official business for the state) may be reimbursed in an amount which, when added to per diem or meals and lodging for that trip, does not exceed the equivalent of automobile mileage plus per diem or meals and lodging. If more than one state employee is involved, a listing of all persons with their avoided per diem or meals and lodging, must be included on the claim with a statement that no other travel reimbursement claims will be filed in conjunction with the travel. If OSU prepaid the airline ticket, please note "Airline ticket prepaid by OSU" in this space.

31. Total Miles

Enter the total of the map and vicinity miles and multiply that total by $0.28 to arrive at the total mileage reimbursement.

32. Itemized Local Transportation Costs

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

33. Itemized Miscellaneous Costs

Registration fee - Registration fees for claimants attending workshops, conferences, meetings, and 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 State Finance will accept a copy of a cancelled check or a credit card receipt in lieu of a conference issued receipt.

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 claimant 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, and etc. Exceptions would not include the claimant merely choosing not to attend the function. For State Finance Office auditing purposes, a signed statement by the claimant of his or her nonparticipation in the meal function (for which an exception is being claimed) must be included with the travel claim. Note: Continental breakfasts and refreshments such as coffee, tea, soft drinks, etc. provided during meeting breaks are not considered meals for the purpose of this procedure.

Telephone - Reimbursement for communication charges incurred during in-state travel must be justified as to their necessity. Reimbursement for business-related communication charges during out-of-state travel must be itemized (i.e. enter the total on the appropriate line of the travel voucher). When the telephone expense is "substantial" in the eyes of the Office of State Finance, they may request documentation or additional information.

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

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

Gasoline for a rental car

Fax costs

Freight costs to ship materials back to home base

Tapes, books, and other materials from a conference or workshop

Passport or visa fees

Laundry (under certain circumstances, involving extended travel and/or emergencies).

34. Total Misc.

Enter the total of all items included and described in 33.

35. Total Local Transp.

Enter the total of all items included and described in 32.

36. Total Amount Claimed

Enter the total of 29, 31, 34, and 35. This amount should equal the total found in 9 and 18.

37. Affidavit

Employee's Name - Enter the claimant's name.

Claimants Signature/Date - The claimant must sign and date the voucher here.

Notary Signature/Date/Seal - A notary must sign, date, and notarize the voucher. Note: A voucher cannot be accepted for review without the notary's seal.

38. Approvals

39. Initials Indicating Review

After the Grants and Contracts Financial Administrator has reviewed the travel voucher, s/he will initial the voucher in this location.

40. Approval of Actual and Necessary Expenses