Initial Request for Travel Funds: Estimated Expenses

Please check the right sidebar for information and changes in procedure.

A red asterisk (*) indicates required information.

Domestic travel needs to be submitted at least TWO WEEKS in advance of the trip, and International travel needs to be submitted at least a MONTH before the trip. It is more important now than in the past the International Travel is submitted on time, as additional procedures are being put in place:

"Please be aware that some new services being performed by International Studies and Outreach, such as registration with the Department of State's online travel registration system, require additional processing time. Requests to countries on the State Department's travel warning list require additional review by the Office of Risk and Property Management, consequently travelers should allow additional processing time." (Robert J. Sternberg, Provost and Senior Vice-President.)

Please do not tape or highlight receipts. Please do not write on receipts. If notes are necessary, please put them on a separate page.

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• If you use another browser (like Internet Explorer), you will have to do your own math for the Total Estimated Expenses blank.

 

Your Information*

Conference Documentation

• The Department requires documentation that you have been accepted as a participant in conferences you are requesting funds to attend.
• Acceptable materials are:
  • E-mail letter of acceptance
  • Letter of acceptance sent by post
  • Paper copy of conference program with your name listed as speaker/panel participant
  • Conference website with your name listed as speaker/panel participant

Estimating Expenses

Lodging Expenses

• Click for Domestic lodging rates (continental U.S., excluding Alaska)
  • Click on state you are travelling to.
• Click for International lodging rates (Alaska, and outside the continental U.S.)
  • Select country you are travelling to.
• Multiply the number of days you will be traveling by the lodging rate. Enter this total in the field below.
• If cost is greater than the allowable lodging rate, you will only be fully reimbursed for a designated Conference Hotel. (Please enter the more expensive of the two in this blank.)
• In-State allowable rates beginning 04/01/2013: OKC = $81, Enid = $103, Tulsa and other Oklahoma locations = $77

Meals and Incidental Expenses (M&IE) Per Diem

• Click for Domestic per diem rates (continental U.S., excluding Alaska)
  • Click on state you are travelling to.
• Click for International per diem rates (Alaska, and outside the continental U.S.)
  • Select country you are travelling to.
• Please be sure you have the correct year selected when filling out a travel request.
• Do not use the “Max Per Diem Rate" column. That is the total of lodging and meals.
• Multiply the number of days you will be traveling by the M&IE Per Diem rate. Enter this total in the field below.
• In-state travel will only receive per diem for overnight stays.
• In-State allowable M&IE rates beginning 04/01/2013: OKC = $66, Enid, $56, Tulsa and other Oklahoma locations = $46

Air Fare*

• Reimbursement will not exceed the quoted state-rate price through OSU'S approved travel agency (International Tours), which Robert will procure. You may call him to compare prices before buying your ticket.

• Click here for a list of the TSA's permitted and prohibited items.
• Some airlines have begun charging a fee for checked bags.
  • The additional cost for the first bag is reimbursable as a miscellaneous expense.
  • The cost of the second bag is reimbursable if the traveler can document and justify the business need of the second bag, such as having an extended stay or carrying business materials. This justification does not include 'bringing personal items.'
• American Airlines has begun charging a fee for changing advanced seat assignments, and other airlines may soon follow.  This fee is not reimbursable per the Office of State Finance, unless the seat change is a medical necessity.  The medical necessity should be documented on the travel voucher if the traveler is claiming reimbursement of the fee.  Changing a seat assignment so that a traveler may sit next to a co-worker or spouse is considered a luxury and is not reimbursable.
• The accrual of personal frequent travel miles when purchasing a ticket is no longer allowed.

I also certify that no frequent travel miles earned from any official state transportation have been used for personal transportation purposes.

*If you arrange your own ticket, Robert must receive a copy of your itinerary.

Other Transportation Costs

• If you are driving, reimbursement may not exceed the quoted state-rate ticket price through OSU’s approved travel agency (International Tours).
• Robert can get this quote for you.
• The University does not reimburse for in-state cab fare.

• For official mileage for travel inside OK, click here and select Oklahoma Mileage Table in far left navigation bar.
• For official mileage for travel outside OK, click here and calculate distance.

Conference Registration

• OSU now requires the cost of conference registration in travel requests.

Miscellaneous Expenses

• Include any allowable miscellaneous expenses in this total, excluding conference registration.

Total Estimated Expenses

• This is the total of your estimated expenses. It is not a guarantee that the entire amount will be approved for reimbursement.

• Receipts must be turned in for all expenses claimed except per diem.
  • You will not be reimbursed for expenses on receipts you do not submit.

International Insurance* (For First Time Travelers)

• The University offers insurance through ACE Executive Assistance Services at no charge to individuals travelling internationally. This insurance is available to faculty traveling internationally on Professional business even if no University funds are being used. To get insurance in this case, fill out the travel form as normal putting in 0.00 for all estimated expenses and "Travel is at no expense to the University" in the Remarks section.The University no longer provides insurance to spouses of OSU employees.

• Click here for more information and requirements

Dates and Times

Conference Information*

• All of this information is required.

• Include both beginning and ending dates and times of conference/research. 
• If presenting a paper, note the date and time of your presentation in the first blank.
• Give Robert the complete conference program, or a link to a pdf version on the conference website

Destination & Travel Information*

• All of this information is required.

• Please estimate the date/time of your travel if you do not yet know it.

Classes Missed*

• If you will miss classes, you must list dates missed and whio will be covering which classes, or the travel request will be denied by OSU.

Will you be missing any classes?*

Emergency Contact Information*

• You will still need to submit an Absence from Campus Form.

Other Remarks

Please add any specific information regarding trip as appropriate – personal side trip, stay with friends or family, funding from other sources, etc.

Submit

Information Needed for Travel Funds Reimbursement

*****New Travel Voucher Requirements (10-5-2009)*****

When a reimbursement voucher has been processed through the system, it will not be finalized until you have approved it online. (International travel requests are not included in this new system... yet.)

An e-mail will be sent from OSU AIRS (fim@okstate.edu) to the e-mail address you provide, with the subject line "OSU AIRS - New [Travel Request] / [Voucher] Awaiting Approval."

You must open the email and follow the directions (click the link & approve) in order to finish your travel request and/or voucher processing.

If you did not recieve an email or if you have lost the response email, please go directly to the AIRS log-in page at the following link: https://airs.okstate.edu/DW/AIRS/Login.aspx

Specific instructions for navigating the AIRS website can be found at: http://english.okstate.edu/internal/airs_approval_instructions.html.

 

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In order to speed-up reimbursement for travel to conferences, save the following items and give them to Robert upon your return:

• A printed copy of the Conference Agenda*
• An itemized “zero balance” hotel receipt, if you are claiming lodging.
• All other receipts related to your travel.

The Conference Agenda needs to show:

• registration fee
• number of meals provided through conference registration
• beginning and ending conference dates and times. (If meeting times are not explicitly stated, please provide copies showing the times of the first and last session. )
• the name and rate of the designated hotel, if one exists. (In order to be reimbursed for lodging at the conference hotel if it exceeds the allowable lodging rate, the agenda must say, “conference hotel”, “designated hotel”, or something similar.  It can not simply list hotels in the area.)

*If the agenda is several pages long, copies of the pages showing those particular items will be sufficient.  If no agenda will be provided, please see Robert Estes about what will be needed.

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International Travel Insurance Information

OSU'S Policy through Worldwide Assistance Covers:

• referrals to doctors or hospitals
• evacuation costs
• guarantees for payment of medical expenses
• For more information, contact the Divison of International Studies and Outreach (x6642)

Faculty/Staff or students travelling abroad should send the following information to Bob Stallbaumer

• Departure date and return date
• Destination
• Passport #
• Travel itinerary

OSU covers the cost of this insurance. However, the information noted above must be provided in advance for individuals to be covered.

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