Travel Request Form

Domestic travel must be submitted at least FOUR (4) WEEKS in advance of the trip, and international travel must be submitted at least SIX (6) WEEKS before the trip. It is more important now than in the past that international travel be 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.)

Click here for news & updates regarding travel. Click here for information on international travel insurance.

Specific instructions for navigating the AIRS website can be found here.

Click NEXT to begin filling out the form.

Your name must exactly match the ID you will use for travel. If you are traveling internationally, your name must exactly match the name on your passport.

Be sure to provide the Associate Department Head with the complete conference program, or a link to a PDF version on the conference website.

The Department requires documentation that you have been accepted as a participant in the conference you are requesting funds to attend. Acceptable documentation include: 1.) E-mail letter of acceptance; 2.) Letter of acceptance sent by post; 3.) Paper copy of conference program with your name listed as speaker/panel participant; or 4.) Conference website with your name listed as speaker/panel participant.

If you will miss classes, you must list dates missed and who will be covering which classes, or the travel request will be denied by OSU. Note: You will still need to submit an Absence from Campus Form. 

Please provide estimated dates and times if you currently do not know.

Please provide your emergency contact in case of an emergency. 

• Reimbursement will not exceed the quoted state-rate price through OSU'S approved travel agency, 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.'
• Some airlines are now charging a fee for changing advanced seat assignments. 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.
• PikePass can now be used to park at the Tulsa airport. For more information, click here.

• Click here for domestic lodging rates in the continental U.S., excluding Alaska. (Be sure to set state you are traveling to.)
• Click here for International lodging rates, including Alaska and outside the continental U.S. (Be sure to select country you are traveling 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 lodging rates beginning 10/01/2022: OKC = $104, Tulsa and all other Oklahoma locations = $98

• Click here for Domestic per diem rates in the continental U.S., excluding Alaska. (Be sure to click on state you are travelling to.)
• Click here for International per diem rates, including Alaska and outside the continental U.S. (Be sure to 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 10/01/2022: OKC $64, Tulsa and all other Oklahoma locations = $59

Oklahoma State University now requires the cost of conference registration in travel requests. Membership dues are not reimbursable.

• This includes all travel costs (mileage, taxi, public transportation, etc.) other than airfare.
• For mileage outside of Oklahoma, click here. For mileage inside of Oklahoma, click here.
• The University does not reimburse for in-state cab fare or rental cars for in-state travel.
• The limit for all combined tips for local transportation, such as taxi drivers, is 20%.
• For official mileage, please use a website such as QuickMaps or Google Maps. Enter 205 Morrill, Stillwater OK for your starting address and an exact ending address.
• It is 75 miles between here and Will Rodgers World Airport and 71.6 miles between here and Tulsa International Airport. If more than one route is given, the shortest distance must be used.
• Allowable mileage rate is $0.585 / 58.5¢ per mile.

Note(s): If reserving a Motor Pool vehicle, the authorized driver must be 21 years or older to drive vans or buses. In addition, the Precision Driver Training Certification is REQUIRED if transporting students in the 12 person van, 15 person van, and ADA 15 person bus. For more information on the Precision Driver Training Certification or to sign up for the training, please e-mail: chris.hoffman@okstate.edu. There is a $150 fee to complete this training.

Car tag number needs to be added if claiming mileage to/from airport or driving to destination.

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

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. 

Please add any specific information regarding your trip as appropriate: personal side trip, stay with friends or family, etc.

If you have a travel reward or are using funds other than your department allowance, please mention them.