BHSU Travel Request Manual

Commercial Aircraft

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.

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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.