BHSU Travel Request Manual

Travel Payment Details

All claims for reimbursement of traveling expenses shall be submitted on authorized in-state or out-of-state travel payment detail form and must be itemized and stated in accordance with these regulations:

 

 

  • Details will be typed before submission to the Budget Office.
  • Incorrect payment details will be returned.
  • Each claimant must submit an individual claim for his/her travel. One claimant's travel expenses cannot be a part of another individual's claim.
  • All lodging, meals, and other travel expenses will be reimbursable by personal travel payment detail. Direct charges or billing to the University are not allowed.
  • Hotel/motel receipts must contain a the dates of nights staying, the per room rate and sales tax charged.
  • When lodging is two to a room, the receipt must show the single room rate as well as the double room rate.
  • A copy of the program or an official letter giving dates and location of the conference, seminar, workshop, etc. must be attached to the travel payment detail for Out-of-State travel.
  • Type only the individual's name on the travel payment detail. Do not supplement the name with Dr., Director, Supervisor, etc.
  • An original handwritten signature of employee submitting travel payment detail.
  • Travel Payment Details claiming reimbursement for automobile mileage must indicate the license number of the vehicle involved and the odometer readings for beginning mileage and ending mileage. When odometer readings are not provided, reimbursement for mileage will be limited by standard map mileage.
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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.