Office of Finance Forms

Out of State Travel Encumbrance Request

All out of state travel must be approved by the President in advance. The criterion for approval of faculty and staff out of state travel is listed below and applies to both A and B funds.

• Requirement for accreditation
• Presentation at a conference
• Requirement for certification
• Requirement for holding an office in an organization

Your approved Out of State Travel Encumbrance Request is your authorization to book your airfare with All Seasons Travel. The Office of Finance does not book airfare for you.

Travel Information Claim Form Effective 1-1-08 (Excel©)

The Travel Information Claim form should be completed as soon as possible after the trip. For out of state travel, you should attach the following items to the claim form:

• Copy of approved Out of State Travel Encumbrance Request
• Brochure or literature showing the dates of the conference and the designated hotel
• Receipt for registration fees. This must be a paid receipt and not a copy of the registration form
• Hotel receipt with a zero balance
• Miscellaneous requests for tolls, parking, cab fare, etc.

If you are only claiming mileage for in state or local travel, you should submit no more than 30 days travel on one claim form.

Oklahoma Mileage Table

This link will take you to the Oklahoma Department of Transportation website. Click on “Oklahoma Mileage Table” to obtain mileage between any two points in Oklahoma. This is the number of miles that will be listed under MAP on the travel claim. You should keep track of your business vicinity miles on your odometer. These miles will be listed under VIC on your travel claim. Only business related vicinity miles will be allowed. Mileage to go off site for meals is not considered business mileage according to the State of Oklahoma travel regulations.

Current Per Diem and Lodging Rates

This link will take you to a website which will give you the maximum domestic per diem rates and foreign per diem rates for the destination city. If neither the city nor the county are listed on the per diem listing, it is considered a standard CONUS destination (currently $70.00 for lodging and $39.00 for M&IE).

State Travel Reimbursement Procedures (PDF)

This link will take you to the Office of State Finance website where the State Procedures Manual is published. Chapter 300, Section Number 330, Pages 50-97 deal with travel reimbursement procedures.

Record of Lost Receipts Form (Excel©)

Travel Log Form (Excel©)