OUT OF STATE TRAVEL REQUEST AND
AIRLINE TICKET REQUISITION
PURPOSE:
The Out-of-State Travel Request and Airline Ticket Requisition serves two primary purposes, often simultaneously:
1. As an out-of-state travel request, it is the form to be used to request prior approval for all travel outside of Oklahoma for state employees and non-state employees who are traveling on University funds.
2. As an airline ticket requisition, it is the form to be used to purchase an airline ticket if the airline ticket is to be billed directly to Oklahoma State University (for both state and non-state employees). Airline tickets should not be billed directly when using county funds.
GENERAL GUILDELINES FOR COMPLETION OF THE REQUEST:
State Employees
- One form must be completed for every trip outside of Oklahoma. This would include any travel that will not be reimbursed by Oklahoma State University or county (trips at “no cost”).
- The request should be typed or clearly legible.
- The subsequent travel voucher submitted to claim reimbursement should not exceed the total on the Out-of-State Travel Request and Airline Ticket Requisition. If the travel voucher does exceed the request by $50 or more, please provide a memo with the travel voucher explaining the difference. This memo must be sent or approved by the persons with proper signature authority.
- Purchases of commercial airline tickets should be made through state contract travel agencies. If you purchase airline tickets directly from an airline or internet source, you must provide a comparison from one of the state contracted travel agencies.If their quote is less than the airline or internet source price you will only be reimbursed the amount quoted from the state contracted travel agency.
Non-State Emloyees
- A request must be made whenever expenses will be claimed and/or whenever an airline ticket is being direct billed to Oklahoma State University.
- The request should be typed and clearly legible.
COMPLETION OF THE OUT-OF-STATE TRAVEL REQUEST
AND AIRLINE TICKET REQUISITION
- Travel Requisition Number
Enter the travel requisition number from the travel voucher that will be used to support the claim for reimbursement. If the travel claim will be paid from county funds write “County Funds” on this line. If no expenses will be filed, leave blank.
For Numbers 2-8, enter estimated expenses on these lines if you are expecting to be reimbursed by OSU or County funds. If no expenses are to be reimbursed, leave these blank and in “Description of Trip: Remarks” say “No expense – requesting official time only”, or “Expenses being paid by claimant – requesting official time only”, or “Expenses to be paid by other source” (identify source).
- Estimated Expenses: Lodging
Enter the best estimate of lodging expenses.
- Estimated Expenses: Per Diem (Meals)
Enter the best estimate of meal or per diem expenses. NOTE: If per diem in lieu of subsistence is being estimated, lodging estimates are not included.
- Estimated Expenses: Transportation
Enter the best estimate of airfare or car mileage expenses. Do not include airline tickets to be billed directly to Oklahoma State University. (NOTE: If driving, you will need an airfare comparison from one of the state contracted travel agencies and you will be reimbursed whichever is less.)
- Estimated Expenses: Other Expenses
Enter the best estimate of all other related and allowable expenses.
- Total of Above
Enter the sum of 2 through 5.
- Lodging – OSU Purchasing Card
NOTE: Extra P-Card training is required before using a P-Card to pay lodging. The P-Card holder and the approver must have completed the training.
Enter the total lodging expense being billed on P-Card.
- Airfare If Prepaid by OSU
Enter the airline expense to be billed directly to OSU.
- Airfare Prepaid OSU Purchasing Card
NOTE: Extra P-card training is required before using a P-Card to pay airfare. The P-Card holder and the approver must have completed the training.
Enter the airline expense being billed on P-Card.
10.Total Estimated Expenses
Enter the sum of 6 and 7. This total will be compared with the total claimed on the completed travel claim (plus prepaid airfare if applies).
11.Employee Name
Enter the employee’s name.
12.Title
Enter the employee’s job title at Oklahoma State University.
13.Campus Wide ID Number
Enter the CWID # for state employees and the Social Security number for non-state employees.
14.Account Title
Enter the title/name of the account to be charged.
15.Account Number
Enter the account number as follows (leave blank if paid by county funds or no-cost to the university):
A (agency) – always use the letters AC for Extension Accounts
L (ledger) – Enter the appropriate ledger account number
1 – State Extension Appropriations
4 – Federal Extension Appropriations
5 – Extension Grants
DEPT (department) – Enter the appropriate department number
FY (fiscal year) – Enter the last two digits of the appropriate fiscal year. This will change every July 1. Example: 2009-2010 = 10
Order Number – Do not use.
16.State Agency Cost/Non-Contracted Cost/Cost Savings
NOTE: Extra P-Card training is required before using a P-Card to pay airfare. The P-Card holder and the approver must have completed the training.
Enter the airline expense being billed on P-Card.
17.Prepared by/Extension/Date
Enter the preparer’s name, telephone extension, and the date the request is completed.
18.Description of Trip: Nature of Official Business, Including Meeting Times
Enter the name of the business trip, and the dates/times of the first meeting and last meeting.
19.Description of Trip: Destination, Including Dates & Times of Departure & Return
Enter the various destinations, and the beginning and ending dates of the trip. (REMEMBER: For travel time, generally you are allowed a maximum of 24 hrs. before your first meeting and 24 hrs. after your last meeting.)
20.Description of Trip: Remarks
Enter remarks about anticipated special occurrences that may be deemed “unusual”. Such as: “Taking annual leave before or after the business trip”, or “Expenses being paid by claimant – requesting official time only”, or “No Expense – requesting official time only”, or “Expenses to be paid by other source” (identify source) or “OSU account will be reimbursed by county agency account”.
21.Signatures: Applicant
The employee must sign and date the form.
22.Signatures: Approval
The completed form must be submitted to the appropriate department head or district director with sufficient time for approval. Two administrative signatures are required on all travel requests. All out-of-country requests (travel outside the 48 contiguous states) must be approved by the OSU Board of Regents..
23.Airline Ticket Purchase Authorization/Ticket Received By
The completion of this section is no longer required.
24.Employee Certification
Upon completion of a trip, which involved the airfare being directly billed to OSU, the employee will sign and date the original copy of the form attesting to the proper use of the ticket and then will attach it to their completed travel voucher. The signature must be the employee’s original signature.
TravelOutofStateReq.doc1 of 5October 2001