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Office of Business Affairs

Travel

Travel Reimbursement Summary

The Travel Reimbursement Summary should be completed as soon as possible upon completion of the trip. The information should then be used to complete the State of Oklahoma Travel Voucher. It is necessary that the information be as accurate as possible; otherwise, it may result in a claim rejection by the Office of State Finance and delay reimbursement of expenses.

Any limitations imposed upon travel reimbursements by account sponsors must be reflected in completion of the Summary. If reimbursement is to be made from multiple accounts, a Travel Reimbursement Summary must be completed for each account.

Instructions for Completion of the Form:

1. Account Number: Six digit cost center number.
2. Name of Account: Name of cost center.
3. Date: Current month, day, and year.
4. Claimant's Name: Name of individual requesting reimbursement.
5. Social Security Number: Social Security number of individual requesting reimbursement. It is extremely important that this number be correct. An incorrect number may cause claim rejection at the State level and delay reimbursement.
6. Is Claimant a State Official or Employee? Mark "yes" or "no."
7. Official Duty Station: The town in which claimant is employed.
8. Nature of Official Business: Specific nature of business at each point of travel must be indicated.
9. Indicate point travel status began: Self-explanatory. Each point visited: Self-explanatory. Point travel status ended: Self-explanatory
10. Indicate hour and date travel status: Beginning and ending time, date, and year of trip.
11. Mileage claimed: (at $.365 per mile) Map: Number of miles from starting location to point or points visited back to ending location Vicinity: Number of miles if travel is required at location visited Total Mileage: Total of map and vicinity miles Amount: Multiply total mileage by $.365
12. Public Transportation: Mode: Describe mode of public transportation between points of travel (bus or airline) Amount: Receipts must be provided
13. Meals (Not to exceed $25.00 per day in state; $26 out-of-state): The total amount of reimbursement for Meals and Incidental Expenses must be transferred to the "Amount" line.
14. Lodging (Not to exceed $40 per night in state; $40 out-of-state): The total amount of lodging reimbursement requested. Original receipt must be attached to Summary (see page 2-26 of M.A.P. for additional information.)
15. Subsistence: A procedure providing for per diem allowance in lieu of subsistence has been established. This provision is intended to cover all charges for meals and lodging when ordinary meal and lodging expenses are not claimed, such as when an employee stays with relatives or friends during their travel status. The rates are $35.00 per day for in-state travel and $36.00 per day for out-of-state. This allowance will also be based on "overnight" travel status.
16. Itemized Local Transportation Cost: Description and amount of local transportation. If more than two lines are needed, you may attach a separate sheet. Receipts must be attached.
17. Itemized Miscellaneous Cost: Description and amount of miscellaneous expenses. If more than two lines are needed you may attach a separate sheet. Receipts must be attached.
18. Total Amount Claimed: Total amount of reimbursement requested.
19. All reimbursements for this trip are included on this form (e.g., travel paid from two accounts): Mark "yes" or "no." If "no", attach copy of any other Travel Reimbursement Summary pertaining to this trip.
20. Remarks: Any additional comments that the claimant feels would help understanding and processing the travel voucher. If additional space is needed, you may attach additional sheets.

State of Oklahoma Travel Voucher

The State of Oklahoma Travel Voucher is prepared after completion of the trip; information comes primarily from the Travel Reimbursement Summary and must be consistent with that form. Please read the General Travel Policies page before completing this form.

All travel vouchers (claims) must be accompanied with required receipts and/or documentation.

Instructions for Completion of the Form:

1. Fund: Three-digit fund number - 290, 430, 444, 600, or 650. (444 Fund should be used in place of Fund 351 for travel vouchers.)
2. Claim No.: To be completed by the Office of Business Affairs.
3. Claim of: Name of individual requesting reimbursement.
4. Social Security Number: Social Security number of individual requesting reimbursement. It is extremely important that this number be correct. An incorrect number may cause claim rejection at the State level and delay reimbursement.
5. Is Car State Owned?: Mark "yes" or "no." If mileage reimbursement is not being claimed, leave blank.
6. Is Claimant a State Official or Employee?: Mark "yes" or "no." If claimant is not a state official or state employee, contact the Travel clerk.
7. Account, Sub-Activity, Object, Amount, Total Amount, OSF Audited by: To be completed by the Office of Business Affairs.
8. Nature of Official Business: Specific nature of business at each point of travel must be indicated.
9. Assignment, Warrant No., Date, Claimant: To be completed by the Office of Business Affairs.
10. Show point travel status began, each point visited and the point travel status ended: Name the locations of the point where travel status began, each point visited, and the point where travel status ended.
11. Date - Year, month, day: The dates the trip was initiated and terminated.
12. Mileage claimed: Map: Total miles per map from point trip began to point(s) visited to ending location; indicate if mileage is not being claimed Vicinity: Number of miles if travel is required at location(s) visited
13. Travel Status Hour: Entered: Time of day trip began Ended: Time of day trip ended
14. Number of:
    1. Days: Number of days of trip
    2. Hours: Number of hours over the number of days of trip. For example: If trip was 4-1/2 days, enter 4 in the day column and 12 in the hour column.
15. Per Diem Amount: Total amount reimbursable for per diem
16. Lodging Amount: Total amount of lodging reimbursement requested.
17. Total Per Diem Lodging: Total of per diem and lodging requested.
18. Total of Column
19. Total Miles: Total number of miles driven if personal vehicle was used. This must equal the information recorded in Item 14. If personal vehicle was not used, leave blank.
20. Per Mile: The current reimbursement rate per mile is $.365. If personal vehicle was not used, leave blank.
21. Total Amount to be Reimbursed for Personal Vehicle: Multiply total miles times $.345. If personal vehicle was not used, leave blank.
22. Mode of Public Transportation & Amount Claimed: List type of public transportation and amount claimed for each type.
23. Total Public Transportation: Total amount of public transportation.
24. Itemized Local Transportation Cost: List type and amount for each type.
25. Total Local Transportation: Total amount of local transportation costs.
26. Itemized Miscellaneous Cost: Itemize the type and amount of miscellaneous costs.
27. Total Miscellaneous: Total miscellaneous cost.
28. Total Amount Claimed: Total amount of reimbursement requested.
29. Claimant: Individual requesting reimbursement must sign and date request.
30. Agency's Approving Officer: To be completed by Office of Business Affairs.