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Out-of-State Travel Procedures

Request for Approval

Approval of the out-of-state travel and airfare estimate form must be obtained thirty days in advance, and prior to registration or finalizing travel arrangements. The out-of-state travel form requires the approval of your immediate supervisor or Department Head, your Vice President, Purchasing and the President. The electronic form is available on the OSU-OKC website under travel. Complete the form on-line, print and submit for required signatures.

Airfare estimates are obtained by contacting the current state-approved travel agent, Anthony Travel and using the lowest airfare available. Usually it is non-refundable. The website to use is Concur Solution at https://www.concursolutions.com

Airfare estimates submitted on the form must be finalized within twenty-four hours to guarantee the quoted price. Submitting the form without all required signatures could delay finalizing the airfare and possibly result in a price increase.

If you elect to drive and a school vehicle is not available, you must provide an airline cost comparison with the out-of-state form. You will be reimbursed the lesser cost of mileage vs. the airline ticket amount submitted on your out-of-state travel form.

If you are traveling out of state for a OSU business trip and are not receiving any reimbursement, charging any travel expenses to your pcard or by purchase order, or if the trip is covered by an outside agency, you will still be required to complete an out of state travel request with no costs listed.  This is for insurance purposing the University and so that we know that you are out of the office on OSU business.  It will still need the approving signatures and to be submitted to Purchasing.  No travel number will be provided, since it is no cost and will not require a reimbursement.

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.  

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 pcard for lodging, a preauthorization form must be completed. No more than one night of lodging is permitted on the pcard ahead of the conference and there must be a full refund cancelation policy in place at the hotel. . 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 Conference 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, you will need to go to the gsa.gov website listed below and find out what the max lodging is for that city/state. If neither the city nor the county is listed, the location standard rate will be used for lodging.

https://www.gsa.gov/travel/plan-book/per-diem-rates

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.

Airfare

Airfare may only be reserved after all signatures are obtained on the travel request, submitted to Purchasing and given a travel number.

Airfare can be reserved through our contracted travel agency, Anthony Travel by logging onto the Concur Solutions website at https://www.concursolutions.com using your pcard.

Complimentary tickets (2 for 1 offers) are considered state property and can only be used by an employee of Oklahoma State University-Oklahoma City.

Per Diem

Out-of-State per diem rate is based on a 24-hour period. Rates may be obtained at https://www.gsa.gov/travel/plan-book/per-diem-rates by selecting the city/state you will be traveling to. If neither the city nor the county is listed, the location standard rate will be used for meals.

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.

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.

Parking, shuttle or taxi service is not considered a per diem expense and must have an official receipt for reimbursement

Registration

Registration should only be completed after all signatures are obtained on the travel request, submitted to Purchasing and given a travel number.

Registration may be paid by pcard or by purchase order submitted to Purchasing before the conference, but only if the conference meets the 3 criteria set by Oklahoma State University. OSU Criteria form must be completed and signed by the conference officials and is available on the OSU-OKC’s website under Travel Information

If the conference does not meet the criteria, then it can be paid through purchase order by invoice after the conference.  The other alternative is paying for the registration personally and being reimbursed through the travel reimbursement after the trip.

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 Purchasing for processing.