BHSU Travel Request Manual

Time of Departure

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 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, at 120 miles per round trip, will be allowable if the duration is longer than 24 hours and a commercial air terminal is over 20 miles from home station.

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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.