BHSU Travel Request Manual

Excess Lodging Out-of-State

A maximum allowance for lodging of $150.00 plus tax per day, not to exceed the actual cost of lodging is, normal rate. In addition, the President's designee may approve an amount not to exceed an additional $100.00 plus tax per day.  A statement of justification must be attached to the Out-of-State Travel Request and signed prior to travel.

Reimbursement at higher rates.  A state employee may be reimbursed at higher rates than the applicable out-of-state or in-state rates for lodging if approved in advance.  Requests for excess lodging should be submitted to the Office of University Support Service prior to travel.  University Support Service will obtain the necessary approval, from the state auditor, and notify the requestor.   A copy of the prior approval shall be attached to the in-state or out-of-state travel payment detail form.

 

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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.