2015_Campus_Services_1450

BHSU Travel Request Manual

The South Dakota State Board of Finance establishes regulations and travel rates that govern all travel by state employees regardless of sources of funding. This manual has been compiled from these regulations to aid university employees in the preparation of a travel request and a travel payment detail. Examples of completed payment detail forms are available on the second worksheet of the in-state and out-of-state spreadsheet forms.

Please note that there are maximum limits to reimbursement for meals, lodging and transportation that are established by the South Dakota State Board of Finance. Travelers should be aware of these limits to avoid problems when submitting travel payment details forms.

Ordinary travel requests should be completed at least five (5) working days prior to travel. Requests for:

should be done at least four (4) weeks prior to the date of travel or registration deadline.

This office is available to answer any questions concerning the travel regulations and travel payment detail forms for in-state or out-of state travel.  Contact 642-6566.

All university employees must be aware that if they book airfare and lodging with a internet provider that the receipt provided by the company must contain breakdown of airline cost, lodging cost per night and itemized taxes charged. A lump sum receipt does not satisfy the requirements of receipt for the State Auditor’s Office.

In case an employee, for his or her convenience, travels by an indirect route or interrupts travel by direct route, the expenses shall be based on such charges as would have been incurred by a usually traveled route. The date and hour of leaving travel status and the date and hour of return to travel status (with respective odometer readings, if applicable) shall be shown. Return to duty status must be at the point which traveler left duty status or at some point equidistant near the point of flight. When weather or plane conditions cause interrupted flight and the expenses are absorbed by the airlines, no payment for meals or lodging will be made. Expenses for the first twenty-four hours are absorbed by the airlines. Posted on: November 29, 2011 @ 16:23

Travel by chartered or private aircraft will be allowed only with the permission of an Administrative Officer and can be reimbursed at the prescribed rates. It is requested that anyone considering traveling by this method consult with the Vice President for Finance & Administration regarding requirements for reimbursement prior to travel. Justification must appear on the travel payment detail. Arrangements must be made by the University Support Service office. Posted on: November 29, 2011 @ 16:25

Requests for advance airline tickets must be in the Purchasing Office ten (10) calendar days prior to departure. Only airline tickets purchased by purchase order will be processed for direct payment. Purchase orders for airline tickets will only be issued after receipt of approved travel requests. A signed statement of liability must accompany all approved travel requests for advance purchase of airline tickets by the University. Tickets purchased through agencies or by other means are the responsibility of the traveler and reimbursed only by individual travel payment detail. The employees copy of the airline ticket shall be attached to the travel payment detail. If travel is by airline a maximum travel period of one day is allowed before and after a meeting. Posted on: November 29, 2011 @ 16:25

The registration form with breakdown of costs, must be attached to the voucher. If meals and/or lodging are included, those meals and/or lodging must be deducted from the registration fee and included as rates allowed. If registration fee shows breakdown of meals, the actual banquet fee will be allowable.

Only one banquet fee per trip is allowed.  A paid receipt for registration fee must be attached to the travel payment detail. Advance payment of conference and workshop fees can be allowed if advance payment is required and/or there is a significant discount allowed for advance payment.

Processing for advance payment of registration should be requested at least 30 days in advance of registration deadline. A signed statement regarding the reimbursement to the state for a missed workshop must be on the voucher for advance payment.

Posted on: November 29, 2011 @ 16:28

Original receipts for expenditures in excess of expenses:

  • No receipts are necessary for purchases uner $1.00, or for taxi fare less than $5.00.
  • Taxi fares that are in excess of $5.00, but only $5.00 is being claimed, must be indicated by "O.C." on the claim.
  • All receipts, excluding meals, must be attached to the travel payment detail.
  • Telephone toll charges to the claimant's residence are not an allowable expense.
  • All other toll charges must have a justification on the travel payment detail.
  • Parking fees in a parking lot and at the airport are allowable when accompanied by a proper receipt.
  • For those departments that will have students driving state vehicles, Risk Management requires Facilities Services to have a valid copy of the student's driver's license and proof-of-auto insurance on file for the current fiscal year.  It is the students and supervisor's responsibility to provide Facilities Services with this information prior to departure.  If you have any questions, please contact Facilities Services at ext. 6244.
Posted on: November 29, 2011 @ 16:29

Lodging, meals, transportation, and any other expenses necessary to reimburse a prospective employee for travel from his or her home to the University for an interview for employment will be paid In-State rate. Travel rules and regulations for job interviews are the same as for state employees.

Posted on: November 29, 2011 @ 16:30

All claims for reimbursement of traveling expenses shall be submitted on authorized in-state or out-of-state travel payment detail form and must be itemized and stated in accordance with these regulations:

  • Details will be typed before submission to the Budget Office.
  • Incorrect payment details will be returned.
  • Each claimant must submit an individual claim for his/her travel. One claimant's travel expenses cannot be a part of another individual's claim.
  • All lodging, meals, and other travel expenses will be reimbursable by personal travel payment detail. Direct charges or billing to the University are not allowed.
  • Hotel/motel receipts must contain a the dates of nights staying, the per room rate and sales tax charged.
  • When lodging is two to a room, the receipt must show the single room rate as well as the double room rate.
  • A copy of the program or an official letter giving dates and location of the conference, seminar, workshop, etc. must be attached to the travel payment detail for Out-of-State travel.
  • Type only the individual's name on the travel payment detail. Do not supplement the name with Dr., Director, Supervisor, etc.
  • An original handwritten signature of employee submitting travel payment detail.
  • Travel Payment Details claiming reimbursement for automobile mileage must indicate the license number of the vehicle involved and the odometer readings for beginning mileage and ending mileage. When odometer readings are not provided, reimbursement for mileage will be limited by standard map mileage.
Posted on: November 29, 2011 @ 16:32

Direct route will be by a usually traveled route, by a standard map. Indirect route will be considered to be points such as sites, project locations, and other points of visitation not listed in standard map mileage.Posted on: October 31, 2012 @ 15:10

The costs of the method of transportation requested are:

  • Five passenger cars are $.30 per mile,
  • Seven passenger mini-vans are $.38 per mile,
  • Twelve passenger vans are $.55 per mile,
  • Five passenger four-wheel drive pickups are $.47 per mile,
  • Nine passenger suburbans/Five passenger durango are $.51 per mile,
  • Eight passenger carts.

Out of State Travel Request Forms must be turned in and the estimated number of miles by each vehicle must be indicated.

Posted on: January 26, 2015 @ 01:33

State/Local Funds
To be reimbursed for travel from state/local funds, the employee must complete the following:

  1. Travel Payment Detail for In-State or Out-of-State travel
  2. Copy of approved Out-Of-State Travel Request Form.  In-State Travel Requests are no longer required for Finance Office use.  Departments may continue to use them for budget tracking.

ATTACH REQUIRED RECEIPTS (ON SEPARATE SHEET OF PAPER) TO FORM

Posted on: January 26, 2015 @ 16:32

Regular scheduled rates by rent-a-car services will be an allowable charge for transportation except as following:

  • Rental of automobiles can be justified only where no other adequate, economical method of transportation (such as taxi, bus, limousine, or private car) is available.
  • An individual can make a number of taxicab trips in a day’s time before exceeding the cost of one day’s automobile rental.
  • Payment for automobile rentals will not be authorized where a more economical and practical method of transportation is available.
  • Personal convenience cannot be considered as sufficient justification.
  • Extra charges for insurance and liability coverage is not allowable since coverage is provided by the State of South Dakota for employees on state business.
  • A statement of justification for car rental services must be attached to the Travel Request and Voucher.
  • One-trip vouchers for Avis is available in the Purchasing Office.
Posted on: February 03, 2015 @ 16:26

In January 2014, the Bureau of Finance and Management convened a workgroup to strengthen internal controls regarding travel reimbursements.  Their findings resulted in several changes; of which the most significant is the implementation of a new rule as shown below.  This rule became effective May 27, 2014.


3:05:03:03.1.  Voucher Submission Timing.  A claim for travel expenses must be received by the state auditor within 60 days after the last day of travel.  If this timeline is not met, written documentation on a form provided by the state auditor must be submitted by the claimant stating the reason for delay in submitting the claim prior to determination by state auditor on allowance of the claim.  The form must be signed by the head of a state agency, bureau, or any other unit or organization of state government; constitutional officer; or elected official of the office from which the claimant is seeking reimbursement.  If the claimant is a department secretary or bureau commissioner, the form must be signed by the Governor.  General authority:  SDCL 4-9-1.1.  Law Implemented:  SDCL 3-9-8, 4-9-1.1.


If the claim contains travel older than 60 days a Delayed Travel Reimbursement Request Form must be completed.  This form must then be approved and signed by the claimant and Black Hills State University's President.  The form must be attached to the Travel Payment Detail upon submission for reimbursement.  The Delayed Travel Reimbursement Request Form and the 60-Day Rule Time Charts are available under the travel information portion of the BHSU website.


The Finance Office has implemented the rule above as well as the changes below when reviewing and entering travel reimbursements.


1.  Only one out-of-state trip may be claimed per voucher.  A "trip" is determined by a return to the employee's home station.
2.  Receipts for certain types of expenses which typically have a unique dollar amount, such as airline tickets, registration fees, out-of-state lodging, and car rentals should not be combined on the same voucher line.
3.  Subordinates should not be the only approved/processor of their supervisor's travel.
4.  All travel must have a "Leave" date and time and a "Return" date and time.


Additional information for student teaching supervisors and faculty traveling between the BHSU main campus and the BHRC is listed below:


For Student Teaching Supervisors:

1.  Trips within South Dakota during a semester may be submitted no later than 60 days after the last travel date.  However monthly submission is recommended. 
2.  Trips outside of South Dakota shall be submitted within 60 days of each trip and cannot be combined with any other trip.


Faculty Travel between BHSU-Spearfish and BHRC:

Trips for the semester shall be submitted no later than 60 days after the last travel date.

Posted on: June 18, 2015 @ 01:00

A maximum allowance for lodging of $175.00 plus tax per day, not to exceed the actual cost of lodging, is the normal rate.    In addition, the President's designee may approve an amount not to exceed an additional $100.00 plus tax per day.  A statement of justification must be attached to the Out-of-State Travel Request and signed prior to travel.

Reimbursement at higher rates.  A state employee may be reimbursed at higher rates than the applicable out-of-state or in-state rates for lodging if approved in advance.  Requests for excess lodging should be submitted to the Budget Office prior to travel along with three (3) quotes.  The Budget Office will obtain the necessary approval, from the state auditor, and notify the requestor.  A copy of the prior approval shall be attached to the in-state or out-of-state travel payment detail form.

Posted on: August 24, 2016 @ 01:00
  • If a state vehicle is available but the employee chooses to drive a personal vehicle, the employee shall be paid at the rate of $.23 per mile. 
  • If a state vehicle is not available, the employee shall be paid in lieu of actual expenses of transportation.  The pay will be at $.42 per mile for use of privately owned automobiles when engaged in official business outside city limits of their designated posts of duty or place of service.
  • The rate covering mileage submitted from the odometer is deemed to cover all expenses incidental to operation of an automobile such as gasoline, oil, tires, repairs, insurance, meters, etc.
  • Driving personal or state vehicles will be allowed meals and lodging up to two (2) days each way for travel between their home base and their business destination.
  • If travel is by airline, a maximum travel period of one day is allowed before and after a meeting.
  • Allowable car mileage for out-of-state travel will not exceed the cost of the most economical commercial airfare available.
  • All personal car use must have the prior approval of the Vice President for Finance & Administration.
Posted on: August 24, 2016 @ 01:00

Out-of-State travel requires prior approval of the unit's budget person and the President of the University or the President’s designee. Forms for requesting travel are available by clicking here or the Budget Office and must be completed five days prior to travel. Where practicable, if more than one employee is traveling to the same site, travel should be coordinated. If a faculty or staff member is requested to attend a meeting as a representative of the University, all allowable expenses will be paid at the state rate.

For officers and employees traveling on official state business shall be computed on the following schedule:

  • Lodging Out-of-State shall be $175.00 plus an additional $100.00 at the discretion of the University head. Under no circumstances can lodging reimbursement exceed actual cost.  Authorization may be approved up to $100 per day for lodging provided the total amount does not exceed the actual cost of lodging. 
  • A state employee may be reimbursed at higher rates than the applicable out-of-state for travel, lodging, or meals if it is determined that the higher rates would result in a savings to the state. Requests for prior approval for expenses of higher rates shall be submitted to the Budget Office prior to travel.  The Budget Office will obtain the necessary approval, from the state auditor, and notify the requestor.  Prior approval of travel expenses is required if a state employee is to be reimbursed at higher rates.
  • For use of a privately owned trailer house for sleeping accommodations while on in-state or out-of-state official state travel, an allowance of $8.00 per day plus parking fees and electricity costs with the total not exceeding $26.00 per day.
  • Allowance for Meals:
    • Breakfast-$10.00       
    • Lunch-$14.00
    • Dinner-$21
    • or a maximum of $45.00
  • Meals allowable:
    • Breakfast
      When leaving before: 5:31 am
      When returning after: 7:59 am
    • Lunch
      When leaving before: 11:31 am
      When returning after: 12:59 pm
    • Dinner
      When leaving before: 5:31 pm
      When returning after: 7:59 pm
Posted on: August 24, 2016 @ 01:00

The costs of the method of transportation requested are:

  • Car - 5 passenger - .30 cents/mile
  • 7 –passenger minivan - .38 cents/mile
  • 12-passenger van - .55 cents/mile
  • 4-wheel drive pickup 5 passenger - .47 cents/mile
  • 9-passenger suburban - .51 cents/mile
  • 8-passenger Cart

In-State Travel Requests are no longer required for Finance Office use.  Departments may continue to require travel requests for budget tracking.

For officers and employees traveling on official state business shall be computed on the following schedule:

  • The actual cost of lodging up to a maximum of (a) $55.00 plus tax a day from check-in on September 1 through check-out on June 1, and (b) $70.00 plus tax a day from check-in on June 1 through check-out on September 1; 
  • A state employee may be reimbursed at higher rates than the applicable in-state travel, lodging, or meals if it is determined that the higher rates would result in a savings to the state. Requests for prior approval for expenses of higher rates, along with three (3) quotes,  shall be submitted to the Budget Office prior to travel. The Budget Office will obtain the necessary approval, from the state auditor, and notify the requestor. Prior approval of travel expenses is required if a state employee is to be reimbursed at higher rates.
  • For use of a privately owned trailer house for sleeping accommodations while on in-state or out-of-state official state travel, an allowance of $8.00 per day plus parking fees and electricity costs, with the total not exceeding $26.00 per day.

Allowance for Meals:

  • Breakfast-$6.00
  • Lunch-$11.00
  • Dinner-$15.00   
  • or a maximum of $32.00

Meals allowable:

  • Breakfast
    When leaving before: 5:31 am
    When returning after: 7:59 am
  • Lunch
    When leaving before: 11:31 am
    When returning after: 12:59 pm
  • Dinner
    When leaving before: 5:31 pm
    When returning after: 7:59 pm

RESERVING STATE VEHICLES

To schedule a state vehicle, submit an online vehicle request form. Keys may be picked up at the Facilities Services Office from 7:00am to 5:00pm. Please contact the Facilities Services Office at 605-642-6244 if special arrangements are required for before or after hours pick up.

Posted on: August 24, 2016 @ 01:00

The date and hour of departure from and arrival at the official station and points at which temporary duty is performed must be shown on the Out-of-state travel request and the in-state travel detail  or out-of state travel detail forms. Reimbursement is from your work station or home station whichever is less mileage.  
 

Other points visited shall be shown on the request and travel payment detail, but the time of arrival and departure at the point need not be shown. The time of arrival at or the conveyance used by the traveler actually leaves or arrives at its regular terminal.  "Terminal" is defined as an airport, railroad station or bus depot when related to common carriers, and official or temporary duty station when private, pool, or other state-owned vehicles are used by the traveler. Two round trips to an airport will be allowable if the duration is longer than 24 hours and a commercial air terminal is over 20 miles from home station.

Posted on: August 24, 2016 @ 15:05