BHSU Travel Request Manual

Interrupted Travel

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.

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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:

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.