Travel
AP Travel Office Contact
Information
Travel: 405.271.2038 ext. 46585
Fax Number: 405.271.3981
Travel Office Email: [email protected]
Website: http://www.ouhsc.edu/financialservices/ap/travel.asp
Page 1
Travel
Travel Process
Authorization to travel
Reimbursement
authorized
Make travel
arrangements
Travel claim reviewed
Submit claim to AP
Travel
Complete travel
Submit documentation
to Preparer
Page 2
Travel
Form 19
Page 3
Travel
Who Can Claim Travel
on a Form 19?
Yes:
I can claim Travel on a Form 19
All OUHSC employees
Student traveling on OUHSC business
No:
I cannot claim Travel on a Form 19
Receiving an honorarium from OUHSC
Student traveling for educational purposes
Non-Employee on OUHSC business or
seeking employment with OUHSC (faculty
candidate)
Independent contractor
Volunteer or conference participant (no
payment being made, including gift cards)
Page 4
Travel
Making Travel Arrangements
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What can be prepaid?
o Airfare
 University contracted travel agencies
 Air Travel Authorization (ATA)
o
Registration
 Purchase Order
 Check
 Pcard
 Direct Purchase - Claimant must wait until after travel objective occurs to
be reimbursed
Completing Travel
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All reimbursements require business justification
Avoid excess costs
No upgrades will be reimbursed
Keep all receipts/proof of payment
Keep all website documentation
Page 5
Travel
In-State Travel
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Most in state claims are for mileage only
Most direct route
Any tolls incurred can be claimed
Does not require pre-approval
Out-of-State Travel
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Higher Authority approval required
Requires more detailed documentation than in-state claims
More items claimed for reimbursement such as taxis, airfare, baggage, etc.
Per Diem
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Per
Per
Per
Per
Per
Diem
Diem
Diem
Diem
Diem
is the amount allotted per day when traveling overnight
rate is figured by the US Government and not by OUHSC
rate covers meals and incidentals
rate is based on where business is being held
rate must be documented
Lodging
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Claimant must live and work over 60 miles from lodging site
Will only reimburse designated rate or GSA rate
No upgrades allowed
Must have lodging receipt
Claim must have designated lodging documentation attached
Page 6
Travel
Preparing the Claim
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Travel Training is required
Must use Form 19
Must provide all needed documentation for the reimbursement
Comments are appreciated
Claim Submission
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Claim submitted to AP
Travel claim is reviewed
Any missing documentation is requested via email
Reimbursement authorized
Payment is approved
Traveler receives direct deposit within 2 - 3 business days
Miscellaneous Items
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Webinars must be paid on the Form 19
Open Records Request
Page 7
Travel
Completed Claim
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Travel
1 - Claimant Information
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Claim of: Should list the claimant’s name. Please be sure this is spelled correctly.
Employee ID: If the claimant is an employee, enter the six digit number listed in the
HR system. Leave this section blank if the claimant is not an employee.
Vendor ID: Please note that all travel claims require that individual/organization to be
setup in PeopleSoft Financials as either an employee or vendor. List the Vendor ID for
the individual/organization in this section.
Mailing Address: This section is required for non-employees and should list the
claimant’s mailing address. Leave this section blank if the claimant is an employee.
The claimant’s name must match the employee’s legal name as listed in the PeopleSoft
HR database.
2 - Preparation Information
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Approver Name: Should list the name of the person responsible for approving the
voucher within PeopleSoft.
Prepared By: Should list the name of the individual preparing the travel claim. This is
the individual who will be contacted if any additional documentation or clarification is
necessary.
Email: List the email address for the travel claim preparer.
Phone: List the phone number for the travel claim preparer.
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Travel
3 - Assignment Information
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Assignment: This section of the travel claim should be completed if the payment
should be made payable to someone other than the individual submitting the claim.
To complete this section, enter in the name of the individual/organization to whom the
payment should be made.
Vendor ID: Please note that all travel claims assigned to another
individual/organization require that individual/organization to be setup in PeopleSoft
Financials as either an employee or vendor. List the Vendor ID for the
individual/organization in this section.
Claimant Date and Signature: The claimant’s signature authorizing the assignment of
the claim to another individual/organization must be present in this section along with
the date. Please note the claimant’s signature and date are also required at the
bottom of the claim form.
Note that if the Assignment section has been completed, the total amount claimed on
the travel voucher will be made payable to the payee listed in this section. If other
expenses should be made payable to the claimant or different sources, separate claims
should be prepared for each of these sources. The claims should then be identified as
a supplemental claim in the Comments (17) section.
4 - Car Ownership
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If a vehicle owned by the State or University was driven during the time the individual
was in travel status, please check Yes. For any other type of vehicle, please check No.
Please note: Mileage cannot be claimed on a State/University vehicle.
5 - Vehicle Tag Number
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The vehicle tag number is required for personal vehicles, State or University vehicles
being driven if any types of expenses relating to that vehicle are being claimed such as
mileage, fuel, tolls, etc.
Reimbursement of fuel for State or University vehicles is allowed with proper receipts
and should be placed in the Other Miscellaneous Costs (20) section.
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Travel
6 - State Official or Employee
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Check Yes if the claimant is one of the following:
o A full-time, permanent University employee.
o A part-time or temporary University employee.
o An employee of another State agency.
Check No if the claimant has any other designation.
7 - OUHSC Relationship
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This section must be completed in order to determine the relationship between the
claimant and OUHSC. The relationship will determine if the claim is sufficient for
reimbursement or not.
Employee: Check this box if the claimant is an employee of OUHSC.
Student: Check this box if the claimant is a student at OUHSC.
Trainee: Check this box if the claimant is an individual appointed as a trainee under a
sponsored awards agreement.
Temp: Check this box if the claimant is a temporary employee of OUHSC.
Volunteer: Check this box if the claimant is an individual working for OUHSC but not
receiving compensation.
Affiliate: Check this box if the claimant is an affiliate employee of OUHSC.
Participant: Check this box if the claimant is a research and/or clinical participant not
receiving compensation but being reimbursed travel costs.
Other: Check this box if any other relationship applies. Please note that the nature of
the business relationship must be disclosed and a justification provided for travel
reimbursement.
8 - Campus Location
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List in this section the campus location where the claimant reports to work regularly.
For most employees, the location will be Oklahoma City, Oklahoma or Tulsa,
Oklahoma. However, employees hired to work at a site away from campus would
enter in the city and state or country for their official work assignment.
Page 12
Travel
9 - Official Business
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List in this section a brief description of the reason for travel. The description should
include the following information.
o Name of conference, workshop or meeting. Please note that supporting
documentation is required.
o If not a conference, workshop or meeting, state the reason for travel such as
clinical visits, resident rotation, research activities, etc.
o City and state in which the business event was held.
o Dates of conference, workshop or meeting. Please note this should reflect the
actual business event dates, not the dates of travel.
10 - Points of Travel
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List in this section the city and state where the travel originated, each city and state
visited, and the city and state where travel ended.
Points of travel should include beginning and ending location points of travel and list
all cities where University business was conducted. If the trip includes travelling to
multiple cities, the dates and times for each city need to be listed separately on the
form so that the per diem and lodging can be properly calculated.
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Travel
11 – Dates of Travel
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Dates should include the year, month and day. If the travel began and ended on the
same month, day and year, only one entry should be recorded.
If the trip included travel to multiple cities with overnight stays, the ending date from
one city would be the beginning date for the next city.
Contiguous business travel shall not begin more than 24 hours before or continue
more than 24 hours after the objective of the business travel. Non-contiguous
business travel shall not being more than 48 hours before or continue more than 48
hours after the objective of the business travel.
If part of the trip included personal travel, the business travel dates should be listed in
this part of the form for the calculation of per diem and lodging reimbursement but
the actual travel dates should be noted at the bottom of this section.
12 - Mileage Claimed
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This section should be completed when a personal vehicle was used for University
business travel and reimbursement for mileage is being requested.
All mileage for one day should be listed on one line only.
Mileage can be calculated by using either an odometer reading or an online mileage
calculation tool such as MapQuest, Rand McNally, etc.
If using an odometer reading, the claimant should record the odometer reading before
travel begins and record the odometer reading after each travel stop. The ending
odometer reading should be subtracted from the beginning odometer reading to
determine the number of miles claimed.
If using an online mileage calculation tool, the claimant should use the beginning and
ending location of the travel. The numbers of miles traveled should be used to
determine the number of miles claimed. This should be printed and attached to the
claim.
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Travel
12 - Mileage Claimed
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(Continued)
If the claimant’s usual work site is a campus location and the travel occurs on a
weekday, travel status must begin and end at the campus location or the location
where the claimant resides, whichever is less. Please note on the claim.
If travelling to the airport during a weekday, mileage can only be claimed up to the
mileage from the campus office to/from the airport. For Oklahoma City employees,
the maximum is 15 miles each way. For Tulsa employees, the maximum is 10 miles
each way. These are the standard amount to be used on a travel claim. However, if
the claimant drove to/from home rather than campus and the miles driven to the
airport are less than the standard, actual miles driven should be used.
If the claimant was driven to the airport and picked up, the claimant can claim double
miles each way. This increase would be supposed by the lack of an airport parking
receipt. The miles claimed would still be limited to the lesser of the home or work
location on weekdays.
If the claimant chose for personal convenience to drive to the out-of-state business
event location rather than fly, an airfare quote from a Contracted Travel Agency and
the Airfare vs. Mileage Comparison form must accompany the travel claim.
These documents will be used to validate and reimburse mileage up to the cost of an
airline flight if the mileage amount was greater.
Any special circumstances that prompted the claimant to drive rather than fly must be
explained if the cost of the flight was less and the claimant is seeking full
reimbursement for mileage. Examples of when this situation might occur include
travel made on an emergency basis, travel by vehicle being most cost effective for two
or more employees or that airfare travel was not feasible due to large materials
requiring transport.
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Travel
13 - Travel Status Hour
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List in this section both the time that the claimant entered into travel status and the
time that the claimant ended their travel status.
If the claim lists several points of travel, only the time the claimant entered/ended
travel status should be noted as long as travel status was continuous.
If personal time was taken in-between points of travel, the claim should reflect
business status only with comments regarding the times and dates of personal portion.
These hours are required for overnight travel, even if lodging and/or per diem are not
being claimed.
14 - Number of Days/Hours
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List in this section the number of days and hours in travel status.
The information is derived from the dates and times listed in the Travel Status Hour
(13) section.
If personal travel time was taken, enter only the number of days and hours in which
official business was conducted.
Claimant is limited to 24/48 hours before/after business.
Per Diem is calculated in 24 hour increments and is not based on calendar days.
Omission of per diem or reduction in the daily rate should be explained on the claim.
Page 16
Travel
15 - Per Diem
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(M & IE)
Per diem covers the reimbursement of meals and incidental expenses.
To be eligible for per diem, the claimant must meet the tests for distance and
duration.
o Distance: The travel distance performed must be such that the traveler cannot
reasonably leave from and return to his/her home or office location at the start
or close of each day's work schedule. The reasonableness guideline used for the
distance test is 60 miles (one-way) or more.
o Duration: The business trip is overnight or of sufficient duration to qualify as
"overnight" absence from the person's home and/or official duty station area.
Per diem rates are determined by the US General Services Administration (GSA). The
GSA page should be printed and attached to the claim.
For reimbursement purposes, the day is broken into quarters. For quarter days, you
will need to divide the per diem rate by four and then multiple it by the number of
quarter days the individual was in travel status.
If meals were provided to the claimant as part of the registration fee, please indicate
the Number of Qualified Meals (20). Each meal provided will result in the per diem
reimbursement being reduced by one quarter day.
Note that continental breakfasts and receptions are not considered meals and should
not be deducted from the per diem calculation.
Exceptions to meal deductions may apply if there were special circumstances which
prevented the claimant from participating in the function at which the meal was
provided such as special dress requirements, diet restrictions, transportation
availability, etc. Documentation from the claimant must be provided to explain the
special circumstances as reimbursement would not be permissible in instances where
the claimant merely chose not to attend the function.
A higher rate of per diem in lieu of lodging can be claimed when family or friends have
provided lodging in a private home. A note to this effect must be included with the
travel claim. The per diem rate can be increased by $10 daily. This should be added
to the total per diem rate and not included as lodging or other adjustment to the
claim.
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Travel
16 - Lodging
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Lodging includes only the amount the claimant was charged for lodging and lodging
tax.
If the claimant shared lodging with another employee, that should be noted in the
Comments (17) section.
Lodging can be reimbursed based on the following chart with documentation.
If
And
Then limited to
No designated lodging
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GSA or OCONUS single occupancy
room rate
Designated lodging available
Lodged elsewhere
Lowest designated single occupancy
room rate, to include transportation
costs
Designated lodging available
Lodged in designated hotel, but at a
higher rate
Designated single occupancy room
rate
Lodged elsewhere
Highest designated single occupancy
room rate
Designated lodging not available
Lodged in designated hotel, but at a
higher rate
Designated single occupancy room
rate
Host lodging available
Lodged elsewhere
Single occupancy room rate at host
hotel
Designated lodging not available
Host lodging not available
Host lodging not available
Lodged in host hotel, but at a higher
Next available room rate at host hotel
rate
Lodged elsewhere
Next available room rate at host hotel
***CLAIMANT CAN NEVER BE REIMBURSED HIGHER THAN THE HIGHEST DESIGNATED RATE.
Host =
When the lodging facility is specified by the sponsor's announcement or
notice. 100% of activities are held at one location.
Designated =
When lodging is arranged at a facility other than where the travel objective
is being held. Usually the sponsor provides for the blocking of rooms or
rate reductions at these facilities.
GSA =
Government Services Administration rates for domestic lodging locations.
OCONUS =
Continental United States rates for lodging locations outside of the
continental United States.
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Travel
17 - Comments
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This section should be used to explain any circumstances not clearly defined on the
form.
Any notation of personal time, supplemental travel claims, accompanying University
employees, etc. should be noted in this section for cross referencing purposes.
Omission or partial payment of any of the three major categories must be explained.
These are Per Diem, Airfare and/or Lodging.
18 - Mode of Public
Transportation
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Public transportation refers to the primary type of transportation used to reach the
claimant’s destination. The most common mode of transportation for out-of-state
travel is airline.
When the claimant has traveled via airline, please indicate how the airfare expense
was paid.
o ATA: Airfare paid directly by OUHSC.
o Other Source: Airfare paid by another source.
o Paid by Claimant: Airfare paid by the claimant where the claimant is seeking
reimbursement.
o Total Public Transp Claimed: Amount the claimant is seeking for reimbursement.
Note that if the claimant purchased airfare from a non-contracted travel agency, a
quote for airfare from a contracted travel agency must be included with the travel
claim. This quote will be used as a cost comparison. The contracted travel agency
quote should be comparable to the flight type purchased and should be obtained at
the time of booking, not after the travel has occurred.
Note that the quote from the contracted travel agency should be for business days
and the direct travel route only. If personal time or indirect routes were taken for
convenience, the quote should not include that information. The claimant will only be
reimbursed for the lesser amount.
The ATA should only be used to pay for the business portion of the most direct flight
available. If an employee is by choice (personal reasons) flying an indirect route, or
interrupted direct route, then a quote should be obtained for only the business direct
route and that is the maximum charge that should be paid via ATA. The remaining
balance due is personal and the responsibility of the employee, not to be paid or
reimbursed by the University.
Page 19
Travel
19 - Itemized Local Transportation
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Local transportation refers to expenses incurred for transportation at the claimant’s
destination and defined as charges for shuttles, taxicabs, etc.
Provide origin, destination as well as amount and date on all transportation receipts.
If use of a rental car is deemed necessary by the claimant and approved by the
department, it will be reimbursable.
Please note that additional expenses for upgrades and add-ons such as luxury
vehicles, satellite radio, car seats, etc. are not expenses that can be reimbursed.
Tips for transportation are limited to 15% maximum.
Note that only business related transportation expenses are eligible for
reimbursement. All transportation expenses require a business justification.
Any single expense of $25 or more will require a paid receipt for reimbursement.
20 - Itemized Miscellaneous Costs
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All Receipts should be original if available.
Telephone: Charges for business related telephone calls.
Internet: Charges for business related internet charges.
Parking: Charges for parking at business event location or airport during business
travel. Airport maximums are $7 per day OKC and $10 per day Tulsa.
Tolls: Charges for tolls during business related travel. If the employee has a personal
PikePass, they should use it and be reimbursed on the Form 19. If the employee does
not have a personal PikePass, they can choose to use the department PikePass with
no reimbursement necessary or pay with cash and be reimbursed on the Form 19. Do
not send multiple claims. Tolls and mileage need to be submitted as one claim.
Other Misc. Cost: Charges for other miscellaneous costs while in travel status.
Number of qualified meals: Number of meals that were provided with the registration
fee OR otherwise reimbursed by OUHSC.
Registration Fee Paid By:
o None: No registration fees paid.
o Dept.: Registration fees paid directly by OUHSC.
o Other Source: Registration fees paid directly by another source.
o Claimant, Amt: Amount the claimant is seeking for reimbursement.
 Registration documentation that shows registration rates must accompany
claim
 Other event charges should be listed under Other Misc. Costs
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Travel
21 - Claimant
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After the claim has been created by the preparer, it should be presented to the
claimant for signature and dating.
The claimant’s title is required to ensure that the claim is approved by someone of
higher institutional authority than the claimant.
22 - Higher Institutional Authority
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After the claim has been signed by the claimant, it should be presented to an
individual with higher institutional authority than the claimant for signature and dating.
Please include the higher authority’s title to ensure that the claim is approved by
someone of higher institutional authority than the claimant.
If the person of higher institutional authority does not have budgetary approval
authority, the claim will also need to be signed and dated by an individual with
budgetary authority.
23 - PeopleSoft
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After the claim has been signed by all required parties, a voucher must be entered in
PeopleSoft and processed in a Save for Later status.
The claim should be sent to AP Travel for processing along with all accompanying
expense documentation.
Once the travel claim has been validated and approved by AP Travel, it will be Saved
and ready for departmental approval and will appear on their worklist.
If multiple spreads from the same department are necessary, these can all be entered
on separate distribution lines.
If there are partial payments from outside of the department, you will need to pay the
travel from your department spread then request the amount from the other
department via a journal (cost) transfer.
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Travel
24 - Adjustments
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If you have to adjust the total amount on paid on a travel claim, this space allows you
to do so. The amount you enter in this cell will subtract from the subtotal of the claim.
Adjustments must be entered as a negative amount on the claim.
All adjustments require an explanation for the adjustment.
Example explanations for an adjustment:
o Budget limit.
o Airfare vs Mileage comparison.
o Claimant received money from the sponsor (either reimbursement or award).
o Airfare limited to quote. Difference taken off as an adjustment.
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Travel
Additional Information
Employee Expense Reimbursement Time to File
The University operates under the Internal Revenue Service (IRS) accountable plan rules in
regards to reimbursing employees for expenses incurred while conducting University
business. This includes reimbursement for travel and non-travel expenses. Accountable plan
rules dictate that reimbursement claims be filed within a reasonable period of time after the
expense is incurred. The University has determined a reasonable period of time to be 120
days. To ensure compliance with IRS guidelines, all expense reimbursements must be
received for processing within 120 days after the date of the event (for travel expenses) or
date of purchase (for non-travel expenses). Expense reimbursement requests submitted
after 120 days may be accepted for processing but the reimbursement will generally be
treated as taxable income to the individual receiving payment resulting in the reimbursed
amounts being added to the employee’s W-2 at the end of the calendar year.
Any travel considered taxable income submitted past 120 days should be submitted with a
Employee Expense Reportable as Income form. The payment must be entered into
PeopleSoft using GL 701340, submitting the voucher, Taxable Income form, Form 19 and all
relative backup to AP Travel for payment.
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Travel
Specific Procedures
Documentation
• Original Receipts should be submitted with the claim. When an original cannot be
obtained, a notation must be on the Form 19 with an explanation of why paying from
copies. If no receipt is available and amount is $25 or more per incident, the Travel
Record of Lost Receipt Form is required. Please note: lodging cannot be claimed without
a receipt and cannot be claimed on the Record of Lost Receipts Form.
• Receipts smaller than 8 ½ x 11” should be taped to a 8 ½ x 11” piece of paper. Please
do not tape over any words on the receipt as many receipts have ink that will disappear.
• Paper clip the claim, do not staple.
Multiple Sites and/or Overnight Stay
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Determine the per diem rate for each location of lodging based on the city of lodging.
Determine the days and times the traveler departed each location.
Use step 2 above to determine number of days and hours at each location.
Determine the number of meals provided within registration or business meals at each of
the locations. Subtract ¼ of the applicable daily M&IE rate for each meal paid for by the
University through registration and/or business meal receipt and/or hosted meal.
Shared Lodging
• Two folios/two payments:
o Hotel split costs with separate receipts for each payment.
• One folio/two payments:
o One receipt showing two separate payments.
• One folio/one payment:
o One person pays all of lodging and is reimbursed. Second person does not claim
lodging.
• Each person must pay less or equal to the single standard room rate when sharing
lodging.
Unusual Travel
• Questions regarding other travel procedures such as Cruises, Conferences and/or
Package Plans should be directed to the AP Travel office for further assistance.
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Travel
Specific Procedures
Personal Leave in Conjunction with Business Travel
When personal leave time is taken in between multiple official business trips on the same
schedule, the employee must indicate the exact date and time of departure from and return
to official travel status on the travel voucher. The payment of ordinary travel expense
reimbursement shall be suspended for periods when the employee is in personal leave
status.
• Determine actual business days of travel.
• Obtain airfare quotes for those applicable business dates of travel only.
• If purchased on an ATA, the airfare for business should be equal to or less than what is
being booked for personal. The difference should be paid by the traveler.
• M & IE per diem should be for the days/times of the business only, per airfare quote, to
account for what the traveler would have done for business only.
Foreign Travel
• Determine Contiguous vs. Non-Contiguous Travel.
o If the destination is contiguous to or touching the US, the traveler has 24 hours
before/after the beginning/ending of meeting for travel to receive applicable M &
IE per diem. All other foreign locations are allowed 48 hours.
• Conversion of Foreign Currency.
o When traveling to a foreign country, expenses and receipts must be converted into
US Dollars (USD).
o If the traveler paid by credit card and submits his/her credit card statement, the
conversion is on the credit card statement.
o Choose the type of currency used to pay for the expense (i.e. credit card or cash).
o Choose the Interbank rate 3% is for credit cards and 5% is for cash or check.
o Therefore, if it was a taxi cab paid with cash, the OANDA conversion should be for
the kiosk rate, as that is the rate banks would charge for the conversion to cash
currency. If paid with credit card you would use the credit card rate.
o The date of transaction should be entered when converting. This would be the
date the payment was made, credit card was charged, etc.
o A printed copy of each conversion is required and should accompany the claim.
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Travel
Additional Resources
• Per Diem Rates
Find rates allowed by the State for per diem to include Meals and Incidentals (M&IE) as
well as allowed lodging rates.
http://www.gsa.gov/portal/content/104877
• Per Diem Calculator
Used to calculate length of travel time upon entry of the beginning/ending/days/times of
travel departure and return.
http://www.timeanddate.com/date/timeduration.html
• MapQuest Mileage Calculator
Determine actual miles driven when odometer readings are not maintained.
http://classic.mapquest.com/
• PikePass Rates
Determine tolls rates charged on Oklahoma roads.
https://www.pikepass.com/toll/TollCalculator.aspx
• Airport Parking (OKC)
Information regarding parking at Will Rogers Airport.
http://www.flyokc.com/Rates.aspx
• Airport Parking (Tulsa)
Information regarding parking at Tulsa International Airport.
http://www.tulsaairports.com/parking/
Page 26
Travel
Additional Resources for Foreign
Travel
• Per Diem Rates (NACO)
Find rates allowed by the State for foreign per diem to include Meals and Incidentals
(M&IE) as well as allowed lodging rates.
https://aoprals.state.gov/web920/per_diem.asp
• Currency Converter
Convert foreign currencies to US currency using date and type of payment means.
http://www.oanda.com/currency/converter/
• Translation (Babel Fish)
Translate foreign languages documents and receipts.
https://www.babelfish.com/
• Russian Keyboard
Translate receipts printed in Russian by using keyboard to create a strand of characters.
Then copy and paste the characters into Babel Fish to translate the text.
http://www.apronus.com/internet/ruskey.htm
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