Oklahoma State University-Oklahoma City

In-State Travel Procedures

 

Request for Approval

 

Approval of a supervisor or Division Head is required prior to registration or making travel arrangements.

 

Mileage

 

If a vehicle is not available and you choose to take you own vehicle, mileage reimbursement is .55 per mile (effective 01-01-2009). Mileage must be turned in on monthly basics. Mileage logs should only list one month at a time.

 

Lodging

 

Lodging reservations must be booked at the designated Conference site hotel and secured with the employee’s personal credit card. If approved to use your P-card for lodging, a preauthorization form must be completed. If you have questions, please contact purchasing.

 

If the Conference site hotel will accept direct billing, and approval has been received from your Vice President, contact Janet Bryant and a purchase order number will be provided.

 

If lodging is not available at the designated site hotel, and there is not a secondary hotel, you may stay at any other hotel as long as the price is not more than the designated hotel site.

 

If there is not a conference site hotel, Oklahoma County per diem rate for hotel is $81.00 plus tax. If you are traveling out side Oklahoma County per diem rate for hotel is $70.00 plus tax.

 

Reimbursement for lodging requires the original check-out statement from the hotel showing a $0.00 balance. Reimbursement will cover the room rate, including tax and phone calls made to Oklahoma State University-Oklahoma City only. Room service billed to your hotel room is considered a per diem expense and will not be included in lodging reimbursement.

 

Per Diem

 

Oklahoma County rate is $49.00 per 24 hour period, Tulsa area rate is $44.00 per 24 hour period. If travel is out side of these two counties, the per deim rate is only $39.00 per 24-hour period.

 

The 24-hour period begins when the employee starts travel status and ends when the employee stops travel status. Travel status can begin up to 24 hours prior to a conference start time and end up to 24 hours after conclusion. Over night stay is required to receive per diem.

 

There is a deduction of ¼ of the per diem rate for meals provided by the conference. Continental breakfast is not considered a meal.

 

Room service charged to a hotel bill is considered a per diem expense.

 

Filing the Reimbursement Form

 

The travel reimbursement form must be completed within ten days following the completion of your trip.

 

The travel reimbursement form is available at OSU-OKC website under Travel Information. Complete the form, attach all required documentation and submit to Business Services for processing.