REPLACED SECTION - NOT
CURRENT
1. The
a. Non-employee travel is covered under the policy if the travel expenses were:
(1) Incurred by a student traveling
at the University's request.
(2) Incurred at the University's request by
an individual in the course of seeking employment with the University.
(3)
Provided for in a grant and contract for a conference participant
when no other fees for the individual's service or participation will be made.
(4) Incurred by an individual
who has volunteered his services and payment for the individual's services will not be made.
b. For tax
reporting purposes, travel expenses incurred by a
Travel expenses incurred by a non-resident alien vendor (e.g., consultant,
speaker, etc.) are not allowed for certain visa types (e.g. B-2, WT, etc.). It is recommended the visa type be
reviewed by Human Resources, Office of Special Actions, to determine
allowability of travel expense reimbursement prior to
the engagement.
c. Claims for
reimbursement of travel expenses shall not cover periods of over 31 days. In cases where the travel period is continuous beyond 31
days, subsequent claims for expense reimbursement must be
filed as necessary to cover the extended period.
d. Employees who
travel on University business may apply for a University sponsored, individual
responsibility corporate travel card. The corporate
card should only be used for reimbursable business travel expenses (airline,
hotel, car rental, restaurant etc.). The card is issued
in the traveler's name and responsibility for payment rests with cardholder. Applications are available in the Purchasing
Department.
2.
Employees' Responsibility
Employees traveling on official business for the University
are expected to exercise the same care in incurring expenses that a prudent
person would exercise if traveling on personal business.
Excess costs, circuitous routes, delays, luxury accommodations and
services unnecessary or unjustified in the performance of official business are
not acceptable and should be avoided as a standard
practice.
The traveler should obtain appropriate receipts for all
applicable charges and keep a personal record of all miscellaneous expenditures
chargeable to the University, noting each item as the expense is incurred. In this way, all necessary information will be accumulated
and available to assist in the preparation and submission of the State of
Travel must be necessary for the proper execution of official
University business or in justifiable pursuit of the University's educational
objectives. Meetings and conferences attended must be
of a professional nature that will increase the attending individual's
usefulness to the University.
University faculty, staff, students and non-university
employees traveling on University funds, including grants and contracts and
agency special accounts to out-of-state destinations, must receive prior written
approval from his or her appropriate supervisor or appointed designee with
budgetary authority (Department Head, Vice President, Chair, Principal
Investigator, Dean, Provost). Documentation of the
approval shall be maintained in the departmental files of the traveler and/or
the funding account sponsor and shall be subject to compliance review by
Internal Auditing. Approval for routine in-state
business purposes will not require prior approval. Upon
completion of the authorized travel (in-state or
out-of-state), the travel voucher submitted for reimbursement must be approved
by the traveler's appropriate supervisor with budgetary authority.
4.
Limits of Expense
a. Reimbursement
for University travel is based on actual and
reasonable expenses incurred, subject to the limitations established by the
University's travel policies (i.e. STRA).
b. If travel
expenditures are to be paid from a grant or contract account, travel
policies of the grant or contract may specify reimbursement of expenses at a
rate different from the amount allowed by the University's travel policies. Contact the Grants and Contracts Accounting Office
concerning questions about these reimbursements.
c. An
expense that is at the official station of an employee will not be
reimbursed. The "official station" is
defined as the designated location where the employee primarily performs
his/her responsibilities.
d. The limits on
travel expense reimbursement specified in this policy are not to be construed as
an indication of the amounts that should be spent.
These are only maximum amounts above which reimbursement cannot be
made. University employees' travel expenditures should
be as conservative as good taste and circumstances permit.
e. Specific
policies that apply to various types of travel expenses are listed on the next
several pages. If there are any questions about
reimbursement of expenses, contact the Travel Office.
f.
Employees who are required to attend hearings or meetings of any
congressional committee/subcommittee or federal agency, board, or commission can
be reimbursed for their actual and necessary travel and lodging expenses with
the appropriate University approval.
1. Transportation
for persons traveling singly should be by common carrier (air, train,
bus) whenever practical. Advantage must be taken of
round trip rates when available. Travel must be by the
most direct route possible; any individual voluntarily traveling by an
indirect route must bear the extra expense.
2. Regardless of
the mode of transportation (including privately owned vehicles), reimbursement
for out-of-state transportation shall not exceed that of coach airfare plus
other allowable transportation costs (i.e. shipping charges).
3. Commercial Air Travel
a. Air travel
accommodations should be limited to coach class airfare only. Subject to exceptions at Subsection 3(e), travelers are
responsible to book air travel through one of the contracted travel agencies and
at the most economical rates using normally traveled routes.
In the event that a traveler chooses a higher fare than the lowest
applicable fare, it will be noted as an exception and reported
by the travel agency to the University.
(1)
In order for employees to take advantage of special cost savings on
domestic airfares, reimbursement of expenses may be allowed to start up to
forty-eight (48) hours before and/or forty-eight (48) hours after the object of
travel. The State of
(2)
Travel to foreign destinations may begin as early as forty-eight (48)
hours before and/or extend forty-eight (48) hours after the object of travel
regardless if there is a cost savings.
(3)
In order for employees to further
participate in airfare cost savings, reimbursement of expenses may be
allowed to start up to seventy-two (72) hours before and/or extend seventy-two
(72) hours after the object of travel, provided:
(a)
The travel is in conjunction with a three (3) or four (4) day holiday
weekend;
(b)
The first/last day of the object of travel is immediately preceding
and/or following the weekend day/holiday;
(c) The extra day(s) of travel
is a weekend day or holiday immediately adjacent to the weekend, i.e., Friday or
Monday; and,
(d)
There is a demonstrated cost savings to the University.
The reimbursement request must
include a detailed cost comparison of additional meals, lodging and other expenses versus the savings on airfare if
the standard twenty-four (24) hour requirement was adhered to.
b. Air carrier
selection cannot be biased by any traveler's frequent flyer affiliation or
benefits. The lowest cost air travel will take
precedence over frequent flyer programs. Any employee
choosing a more expensive flight may be required to reimburse the University for
any excess costs.
c. Frequent
flyer miles earned on travel funded by the University are maintained and
redeemed individually by University personnel. Whenever
practicable, personnel should redeem frequent flyer miles earned while traveling
on University business to fund other University business travel. Frequent flyer miles earned while traveling on University
business may not be exchanged for cash. Likewise, the
University cannot reimburse personnel for their use.
d. When the
traveler's itinerary includes a personal travel component in conjunction with a
business component, the traveler may not have the travel agency bill the
University's account for the personal travel component of the airfare.
e.
Travelers should book all air transportation through one of the
University contracted airline travel agencies shown at OU Purchasing - University Contracts, unless
circumstances satisfy one of the following exceptions.
(1)
Air travel was initiated on an emergency
basis and time did not allow using a contracted travel agency, e.g., changing
itinerary en-route or emergency travel after hours.
(2)
Airfare is part of a package arranged by the organization scheduling
the meeting or conference.
(3)
From time to time the traveler may find an Internet fare that is
lower in price than a fare available from a contracted travel agent. In order to book such a fare and be reimbursed for it, the
traveler must produce documented objective evidence that the fare is lower than
that which can be secured by the agent. Examples of
this type of evidence are an itinerary, email, or memo from the agent,
documenting the best fare that could be obtained for the travel involved. The date and time of the evidence and information must be
proximate to the date and time of the lower Internet fare.
Other types of objective evidence may be considered, but in no case shall
a mere written statement by the traveler be sufficient.
The final decision rests with the University travel
office.
The ticket may be booked using the traveler's personal funds
and reimbursed per the University travel reimbursement policy.
The traveler must attach all such documented objective evidence to the
travel reimbursement form when submitting to the travel office. In addition, the traveler must complete a travel data sheet
that will provide the University the pertinent travel data regarding the
trip. This form can be found
at http://www.campustravel.com/form/.
Only tickets with verifiable savings will be reimbursed. The traveler understands and accepts that the protections,
features, and services that would otherwise accompany an agency-issued ticket
may not be available. If it is
established by the travel office, or by subsequent audit, that an equal
or lower fare was available through one of the authorized agencies, no or only
partial reimbursement may be allowed, and collection action from the traveler
may be taken if necessary.
When booking air travel, travelers must provide the agent sufficient
information to enable the travel agency to bill the airfare to the proper campus
and account. In addition, travelers should complete the
appropriate authorization form before purchasing the tickets and then process
according to University procedures. The
authorization form should include:
(a) University accounting information
(e.g., Norman Campus - account number,
(b) Traveler's social security
number.
(c) Whether the traveler is a
(d)
Object code or general ledger account.
(e)
Travel authorization/reference number.
(f) Department
track/reference. An optional twenty-five (25) character field
may be used by department to further identify travel.
(g) Notes. A
twenty-five (25) character comments/purpose field for optional use by
departments.
f.
Airfare is automatically charged to the
University's account and then internally billed to the appropriate
campus/account/cost center.
g. Travelers will
be required to submit management data to the University for travel not booked
through one of the University contracted travel agencies.
Required data will include, but not be limited to, passenger name,
carrier (AA, United, Delta, etc.), who ticket was
purchased from, routing information, and fare paid.
h. Fees associated
with changing a traveler's itinerary for a business purpose or an emergency are
allowable expenses. If change fees are incurred while in travel status, documentation must be
submitted with the travel voucher submitted for reimbursement of said
fees.
i.
Consolidators are companies that buy in volume and reduce the prices
to the customer accordingly. The most frequent use of a
consolidator is in booking international tickets. Since
prices on consolidator tickets rarely match the amounts paid, these tickets
should be booked and paid for through an authorized travel agency. Each of the contracted travel agencies has access to all
consolidators.
Any questions concerning the purchase of air travel should be directed to the Travel Office.
4. Domestic Train/Bus Travel
A receipt or ticket stub for transportation fare must
be submitted with the request for reimbursement.
Documentation submitted must include amount paid and dates traveled.
At the time the out-of-state travel is planned, a coach
airplane fare quote should be obtained from one of the University contracted
travel agencies. The name of the travel agency, date
obtained, and the amount of the quote must be indicated on the State of
5. Public Transportation
This refers to local transportation at the traveler's
destination and includes taxi, limousine, bus, subway, etc.
Receipts are required for any single expense of $25.00 or more. If the total of any type of expenditure, e.g., taxi, is
$25.00 or more but each single expense was under $25.00, indicate the number of
trips in brackets beside the total.
6. Reimbursement of Leased or Rented
Automobiles
Reimbursement for automobiles leased or rented within this
state from car rental agencies or private parties, to be
used in lieu of a privately owned vehicle on official business for the
State, shall not exceed the rate provided for the use of a privately owned
automobile.
The actual cost, including insurance, of leasing or renting a
vehicle outside of this state to be used on official business for the State
shall be reimbursed subject to approval by account sponsor unless otherwise
directed at the dean or director level. Justification
for the vehicle rental must be included on the State of
7. University vehicles shall not be used or
assigned on a long-term basis by a single individual using University funds. Vehicles may
be leased by departments on a monthly basis only if there are unusual or special
circumstances, or there is a clear and continuing need for use by more than one
person on a frequent basis. Departments with a need for
a vehicle on a long-term basis should send a request in writing to the Vice
President for Administrative Affairs asking for a waiver.
The need for a leased vehicle should be clearly
defined and must clearly be a continuing or ongoing requirement.
University departments may rent vehicles from the Motor Pool
for travel to official functions, i.e., conferences, meetings, field trips, or
similar activities, for a period not to exceed the length of the time necessary
to complete the trip. The Motor Pool will require an
authorization signed by the Org Sponsor for short-term rentals. The authorization may be for multiple rentals if it fits
for the specific conditions under which rentals will occur.
8. Privately Owned Automobile/Plane
For in-state travel, reimbursement for privately owned
automobile/plane is limited to the rate of $0.485 per mile on and after January
1, 2007. Reimbursement for out-of-state travel is
limited to the lesser amount of a coach class airfare versus the map mileage
calculated at $0.485 per mile on and after January 1, 2007.
At the time the out-of-state travel is planned, a coach airplane fare
quote should be obtained from one of the University contracted travel
agencies. The name of the travel agency, date obtained,
and the amount of the quote must be indicated on the State of
The reason for the exception to this requirement must be noted on the State of
Vicinity Travel. This refers to travel that is in
excess of map mileage performed in a privately owned vehicle while
conducting University business. It may include
transportation by private auto to and from the airport or other public
transportation terminal. The reimbursement rate is
$0.485 per mile on and after January 1, 2007.
Mileage may be obtained from the MapQuest web site at http://www.mapquest.com/.
If you need assistance determining the correct map mileage, contact the
Travel Office.
9. Bus Charters
Anyone chartering a bus for group travel should verify the
company is licensed by the state(s) in which it operates and is in good
standing. The recommended minimum amount of liability
insurance is $5,000,000. An "Insurance Certificate"
stating the above, and naming The Board of Regents of The University of Oklahoma
as an "additional insured" in connection with the chartered trip should be
requested from the bus company, and forwarded to the Purchasing Department for
filing. Any questions related to bus charters should be directed to the Purchasing Department.
10. Travel Insurance
University travelers booking air transportation through one
of the contracted travel agencies that is billed directly to the University's
First USA ghost card qualify for up to $500,000 in travel accident
insurance. If there is a loss of life, the maximum
$500,000 coverage is still in effect.
Travelers should be aware that when flying on a no-charge
tour conductor pass or other airline-issued, no-charge ticket, First
C. Meals
and Lodging Expense
1. Reimbursement for meals and
lodging shall not begin more than twenty-four (24) hours before or continue more
than twenty-four (24) hours after the objective of the trip, such as the
meeting, workshop, conference, etc.
2. In order for employees to
take advantage of special weekend cost savings airfares, reimbursement of
expenses may be allowed to start up to 48/72 hours before and/or extend 48/72
hours after the date of the date of the object of travel.
Notwithstanding any savings involved, the extra day of travel must be a
weekend day, i.e., Saturday or Sunday. The claim must
include a detailed cost comparison of additional meals, lodging and other expenses versus the savings on airfare.
Travel under the 48/72-hour extended rule (see Subsection
B(3)(a)) shall not be allowed if the costs of extra lodging and meals along with
the discounted airfare exceed the costs of travel under the standard 24-hour
rule as shown in the cost comparison. In addition, the
48/72-hour extended rule shall not apply where travel is by privately owned
automobile in lieu of coach class airline fare,
regardless of any direct savings that may be demonstrated.
3. If meals and lodging are furnished as a package plan, reimbursement may be
based upon a combined receipt but at a daily rate not to exceed the rate that
would have been allowed for separate meals and lodging (the receipt must reflect
a breakdown between meals, lodging, registration, etc.).
4. The travel distance
performed must be such that the employee cannot reasonably leave from and return
to his/her home or office location at the start or close of each day's work
schedule. The reasonableness guideline used for the
distance test is 60 map miles (one-way) or more.
However, if the travel does not meet the distance guideline, that is,
one-way mileage is less than 60 miles, and there are valid reasons for waiving
the distance test, the approving official should provide written
clarification/explanation of the travel purpose and requirements and reasons for
allowance of the expense(s) reimbursement.
5. Direct purchase of food
and/or lodging by the University for employees/volunteers is
allowed provided the following criteria are met:
a. Event is conducted or sponsored by the University;
b. A formal notice
or announcement from the University to the attending employees is attached as
supporting documentation; and
c. Each
employee is in travel status for more than eighteen hours.
If the University sponsored event meets the above criteria
and cost exceeds $2,500, the department must submit a requisition to the
Purchasing Department with the supporting documentation listed below prior to
entering into travel status. If the cost is $2,500 or
less, the department must submit this documentation along with supporting
invoices to Accounts Payable for payment.
(1)
Description of the travel objective;
(2)
Reference the statutory authority (74 O.S.
Section 500.2);
(3)
A separate accounting of the contracted daily cost of food and
lodging (this amount cannot exceed the total daily rate allowed by the state
statutes); and
(4) A list of attending individuals
and their social security numbers.
If State of
6. Reimbursement for Meal Expenses
a. There will be
reimbursement for meal expenses only in connection with overnight travel
status. The basic guideline for overnight travel status
without support of an overnight public lodging receipt is 18
hours.
b. Reimbursement
of per diem expenses is based on the provisions of the Internal Revenue Code and
the rates issued by the Government Services Administration.
To obtain these rates for travel, access the GSA
web site. Both per diem and lodging reimbursement
rates are listed as either within the continental United States (CONUS) or outside the continental United States (OCONUS). At this web site, click on
Domestic Per Diem Rates for the CONUS rates or on
If the travel is to a location that is within the county of
the key city, the traveler will qualify for the per diem rate of that city. If the lodging receipt does not indicate the CONUS/OCONUS city, the traveler must provide a statement on
the travel reimbursement claim similar to the following:
"I certify the public lodging place named on the lodging
receipt is located in the corporate limits or county of the CONUS city of travel."
If the location of travel is not listed on the web site, the
federal standard rate for per diem (meals and incidentals) will apply. The current federal standard rate is $39.00 per day ($9.75
per quarter).
c.
"Continental breakfasts" and refreshments, such as coffee, tea, soft
drinks, etc., provided during meeting breaks are not considered meals. Also, exceptions may apply if there were special
circumstances that prevented the claimant from participating in the function at
which the meal was provided. Examples of special
circumstances would include special dress requirements, diet restrictions,
transportation availability, etc. Payment or
reimbursement would not be permissible in instances where the claimant merely
chose not to attend the function. A statement signed by
the claimant attesting to the special circumstances of non-participation in the
meal function must accompany the invoice or the State of
7. When a traveler is in
overnight status and stays with friends or relatives, the traveler is entitled
to an additional $10.00 per day ($2.50 per quarter) that is intended to cover
all charges for meals and lodging. To determine the
appropriate rate under this policy, add $10.00 to the per diem rate for the
location of travel and divide by four to get the amount per quarter, if
applicable.
8. Reimbursement for Lodging
a. Requests for
reimbursement for lodging must be accompanied by an itemized paid
receipt from the hotel, motel, etc.
b. Reimbursement
of lodging expenses is based on the provisions of the Internal Revenue Code and
the rates issued by the Government Services Administration.
To obtain these rates, access the GSA
web site. Lodging reimbursement rates are listed as
either within the continental United States (CONUS) or
outside the continental United States (OCONUS). At this web site, click on Domestic Per Diem Rates for the
CONUS (continental
If the location of travel is not listed on the web site, the
federal standard rate for lodging will apply. The
current federal standard rate is $60.00 per day plus any applicable taxes. If the actual room rate is greater than the maximum
allowable rate, the taxes should be prorated
accordingly.
c. If a
hotel/motel is designated by the conference, the actual rates will be paid, not
to exceed single occupancy rate, if a document is attached from the conference
indicating that this was a designated hotel/motel. A
list of recommended or convenient hotels is not sufficient as designation by the
conference sponsor.
d. If an activity
is sponsored by a University department, that department may designate lodging
for the activity by completing in advance the Agency-Sponsored Designated
Lodging Notice. The following sections must be completed on the form.
(1)
From
(2)
To Whom it May Concern
(3)
Name of Meeting/Conference or Purpose of Travel
(4)
Meeting/Conference Dates
(5)
Pre-arrangement Date
(6)
Hotel Name and Address
(7)
Type (listed directly below this section of the form are the
available options)
(8)
Single Rate
(9)
Sponsor's Approval
e. Persons
attending meetings, workshops or conferences that are conducted at a designated
hotel, motel or other public lodging place who choose to acquire less expensive
public lodging shall be reimbursed the actual lodging expense not to exceed the
single room rate and the single occupancy rate charged by the designated public
lodging place. When choosing this option, the STRA provides for the reimbursement of local transportation
between the two sites to the extent that the cost does not exceed the difference
between the cost of the designated lodging and the cost of the optional lodging.
D.
Miscellaneous Travel Expense
1. All miscellaneous travel
expenses must be itemized on the State of Oklahoma
Travel Form 19 located at http://www.ouhsc.edu/financialservices/AP/AP_Forms.asp.
2. Reimbursement may be claimed for the following miscellaneous expenses.
a. Communications. Business
related telephone, telegraph, or fax charges.
b.
Registration fees. If reimbursement is
being requested for registration fees, a paid receipt or other evidence of
payment must be attached. If meals were included in the
registration fee, the number of meals provided should be indicated on the form
and one-fourth of one day's per diem allowance should be deducted for each meal
provided. Meals are reimbursed under the per diem
section of the State of
If registration fees are being processed against an
established purchase order, the invoice must show the name and date(s) of the
conference, workshop, etc., and the name(s) of the person(s) who
attended.
The related State of
Note: "Continental breakfasts" and refreshments, such as
coffee, tea, soft drinks, etc., provided during meeting breaks are not
considered meals. Also, exceptions may apply if there
were special circumstances that prevented the claimant from participating in the
function at which the meal was provided. Examples of
special circumstances would include special dress requirements, diet
restrictions, transportation availability, etc. Payment
or reimbursement would not be permissible in instances where the claimant merely
chose not to attend the function. A statement signed by
the claimant attesting to the special circumstances of non-participation in the
meal function must accompany the invoice or the State of
c. Gas, oil, and
repairs for University vehicles. Attach receipts.
d. Parking fees and
toll road charges.
Attach receipts if $25.00 or more.
Airport parking at the
e. Optional business
activities.
Attach a paid receipt and itemize any optional business
activities. These expenses should be "essential and
necessary" activities that are related and connected with the general purpose of
the conference, meeting, seminar, etc. A statement
signed by the claimant attesting that these activities were essential and
necessary expenses and a brief description of their importance must accompany
the State of
3. Reimbursement may not
be claimed for the following expenses:
a. Personal
services such as haircuts, shoe shines, etc.
b. Gas, oil, and
repairs to privately owned vehicles. This is
covered in the allowance for private vehicles of $0.485 per mile on and
after January 1, 2007.
E.
Reimbursement for Travel Expenses
1. After completion of travel,
the claimant should complete and sign a State of Oklahoma Travel
Voucher (OU 220-1-E) to obtain reimbursement for
expenses.
2. The claimant shall indicate
on the State of
3. The claimant should enter
each expense amount in the appropriate space. If the trip involves overnight travel status and not all
of the major categories of reimbursement are being claimed - per diem, lodging,
transportation and registration - include a statement across the face of the
claim as to why these expenses are not listed. Questions regarding
completion of the forms should be directed to the
Travel Office.
4. The claimant should forward
the following items to the Sponsor for approval:
a. The completed
State of
b. The original of
all required receipts (lodging, transportation, registration fees, rental
vehicle charges, gas, oil, and repairs to a University vehicle). If the original receipts are not available, an explanation
on the front of the State of
c. The
original of any required letters of justification to explain unusual expenses of
amounts claimed.
5. The Sponsor, or claimant's
supervisor when the Sponsor is the claimant, must review and approve the
expenditures claimed, sign the form in the appropriate area, and forward the
entire package to the Travel Office.
6. Expenses Incidental to Travel by Persons
with Disability
Payment may be authorized for extraordinary expenses incurred
in connection with travel by persons with a disability as defined by law. (Ref: Americans With Disabilities Act 1990; Rehabilitation Act of
1973, as amended, 29 U.S.C. 701, et seq.)
More information on the reimbursement of these types of
expenses is available from the Travel Office.
7. Reimbursement for Nonrefundable Travel
Expenses in Connection with Canceled Travel
Reimbursement of prepaid travel expenses may be allowed when
the travel is canceled for legitimate reasons. Only the
portion of the prepaid expense that is nonrefundable is reimbursable. Claims for such reimbursements should not be filed on a
State of
8. (Reserved)
9. The Travel Office or other
designated department will audit and process the claim for payment.
10. Warrants or Notices of Deposit will be
mailed to the address indicated on the State of
11. All forms referenced in this policy
are available on the University's web site.
Adopted 2-9-04.