Your Information

Employee Name: *

Title:

Campus-Wide ID:

E-mail Address: *

Lodging Expenses

• Estimate your total actual expense for lodging for all days.
• If cost is greater than the allowable lodging rate, it must be a designated Conference Hotel, in order to be fully reimbursed.
• See the links below if you need to see the established lodging rates.
• Example rates: OKC = $66, Tulsa = $64, other Oklahoma locations = $60

Total Lodging Expense: $ (Do not use commas or dollar signs. Format: 10000.00)

Meals and Incidental Expenses (M&IE) Per Diem

• Go to the appropriate website to find the M&IE rate allowed per day for the state you are traveling to.
• Use the “M&IE Rate” column, which is in the middle. (Do not use the“Max Per Diem Rate" column. That is the total of lodging and meals.)
• Mulitply the number of days you will be traveling, with the M&IE Per Diem rate. Enter this total in the field below. (You will not receive per diem in state unless you stay overnight.)
• M&IE Per Diem rates: OKC = $43, Tulsa = $31, other Oklahoma locations = $31

Domestic Lodging & Per Diem Rates: Scroll down to map of US and click on state you are traveling to.
Foreign Lodging & Per Diem Rates : Scroll down to country of travel. [Look here if traveling to Alaska, Hawaii, Puerto Rico, the Northern Mariana Islands, or Possessions of the United States.]

Total Meals and Incidental Expenses (M&IE) Per Diem: $ (Do not use commas or dollar signs. Format: 10000.00)

Air Fare

• Choose one of the transportation options below.*
• If making your own flight arrangements, Robert will need a copy of your itinerary.
• If you are making your own flight arrangements, reimbursement may not exceed the quoted state-rate ticket price through OSU’s approved travel agency (International Tours). Robert will get this quote. You may want to call Robert to compare prices before buying your ticket.
• For a list of permitted and prohibited items, see the TSA's "What to Know Before You Go" at this address: http://www.tsa.gov/travelers/airtravel/prohibited/permitted-prohibited-items.shtm#0
• Recently American Airlines began charging a fee of $15 for the first checked bag and $25 for the second checked bag.  The additional cost of $15 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. Similar fees from other airlines would also follow these standards of reimbursment.

Robert to arrange prepaid ticket
I will arrange ticket
I am not flying

Air Fare $ (Do not use commas or dollar signs. Format: 10000.00)
leave blank if you are not flying

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.
• Official mileage for travel inside OK is http://www.okladot.state.ok.us/  Select Oklahoma Mileage Table.
• For travel outside the state, use maps.yahoo.com to calculate distance.

If you are driving, please provide Car Tag #

Driving, Rental car, taxi, shuttle, etc. $

(Do not use commas or dollar signs. Format: 10000.00)
Allowable mileage rate= 0.585 per mile for travel incurred on and after July 1, 2008 through December 31, 2008.

Miscellaneous Expenses

Include any allowable miscellaneous expenses in this total, including the conference registration fee.

Total Miscellaneous Expenses $ (Do not use commas or dollar signs. Format: 10000.00)

Total Estimated Expenses

• Receipts must be turned in for all expenses claimed except per diem. 
• If receipts are not turned in, you will not be reimbursed for that amount!

Total of all Estimated Expenses $