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In-State Travel Procedures

Request for Approval

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

For non-employee in state and out of state travel, please fill out the Non-Employee Out of State Travel Request and Airline Ticket Requisition.  Please complete according to the instructions listed under the Out-of-State Travel/Airline Ticket Requisition Procedures listed on the OSU-OKC website under Travel Information. This will need to be submitted to Purchasing thirty days before the trip takes place.  

Mileage

If a vehicle is not available and you choose to take you own vehicle, mileage reimbursement is .50 per mile (effective 01-01-2019). 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 Tamra Raymond at (405) 945-3348 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 within the standard rate.

If there is not a conference site hotel, Oklahoma City per diem rate for hotel is $95.00 plus tax. If you are traveling outside Oklahoma City per diem rate for hotel is $94.00 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 City rate is $61.00 per 24-hour period, if travel is outside of Oklahoma City, the per diem rate is only $55.00 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. Overnight 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.