BHSU Travel Request Manual

Registration Fee

The registration form with breakdown of costs, must be attached to the voucher. If meals and/or lodging are included, those meals and/or lodging must be deducted from the registration fee and included as rates allowed. If registration fee shows breakdown of meals, the actual banquet fee will be allowable.

Only one banquet fee per trip is allowed.  A paid receipt for registration fee must be attached to the travel payment detail. Advance payment of conference and workshop fees can be allowed if advance payment is required and/or there is a significant discount allowed for advance payment.

Processing for advance payment of registration should be requested at least 30 days in advance of registration deadline. A signed statement regarding the reimbursement to the state for a missed workshop must be on the voucher for advance payment.

 

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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.