BHSU Travel Request Manual

Automobile Rental

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 of Budget and Avis are available in the Purchasing Office.
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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.