BHSU Travel Request Manual

In-State Travel

The costs of the method of transportation requested are: Impala Sedans - $.37/mile;  7-passenger Mini-vans - $.41/mile; 8-passenger Vans - $.52/mile; 12-passenger Vans - $.52/mile  and 1/2 Ton Pick-up - $.52/mile. Travel Request Forms must be turned in and the estimated number of miles by each vehicle must be indicated.

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 $50.00; 
  • 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 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 $4 a day plus parking fees and electricity costs is allowed. The total amount may not exceed $13 a day.

Allowance for Meals:

  • Breakfast-$5.00
  • Lunch-$9.00
  • Dinner-$12.00
  • or a maximum of $26.00

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 reserve a state vehicle, complete a travel request through your department. All travel requests must be signed and submitted to the Budget Office for approval prior to travel. This insures that travelers are covered under state liability and workmen's comp. 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.

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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 advance payments of registration fees, airline tickets and/or request for cash advance 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.