OCES Extension Finance Travel Resources For County, State and Federal Travel Claims

This is a useful link that will help with most travel related questions.

This web site is used when claiming map mileage. Oklahoma Mileage Table This mileage is published by the Oklahoma Department of Transportation for the intended purpose of aiding in business trip planning. Because mileages are subject to change due to highway additions and realignments, the Department assumes no legal responsibility for any discrepancies. Mileage figures shown in this report approximate the shortest route between town centers utilizing both State Highways System (free) and State Turnpike System (toll) roads. This table uses 2015 mileage data. Select the From City and the To City. The mileage will be updated automatically. From City: Cheyenne To City: Stillwater Mileage: 174

Determining Map Mileage When looking up mileage, follow these steps in order: 1.Look up mileage amounts on ODOT website. 2.If not available on ODOT, use GoogleMaps. 3.If not available on ODOT or GoogleMaps, use MapQuest. Any extra mileage incurred beyond the map mileage should be listed as vicinity mileage.

Mileage continued… Leaving from home, not duty station Excessive vicinity mileage Cannot verify map mileage claimed Overnight stays within 60 miles of duty station

This web site is used for finding the per diem rates for travel locations.

Per Diem Notes Per Diem can only be claimed for trips that include an overnight stay. Meeting Times must be provided for Per Diem to be calculated. This is due to the 24 hour rule. Meals must be deducted from Per Diem reimbursement if a registration fee was paid. “Per Diem in lieu of subsistence” can be claimed if traveler stayed with family/friends rather than incurring a hotel expense. Add $10 to the Per Diem rate to calculate the amount reimbursable for “Per Diem in lieu of subsistence”

Other Resources District Office Support Staff Extension Finance Office -Susan McFee or -Linda O’Brien

County-Paid Claim Checklist Top portion is filled out completely Map mileage matches mileage source. (ODOT if available, then GoogleMaps, then MapQuest) Mileage totals add up correctly and mileage rate is correct Travel Status times provided and include AM/PM Overnight stay? – Meeting Times included (requirement) – Per Diem claimed at state rate (with meals reduced) or note given if NC. – Lodging claimed at state rate (or designated rate) or note given if NC.

County-Paid Claim Checklist continued… Costs included in miscellaneous expenses add up correctly. Total Reimbursed adds up correctly and matches the CCE. Bottom portion completed and signed. Attachments – Agendas for overnight stays. – Lodging receipts in claimant’s name and with a zero balance. – Designated hotel documentation, if lodging is over the state rate. – Registration receipts are in claimant’s name (required) – Receipts for misc expenses when expense is $25.00 and over. Receipts for misc expenses under $25.00 are not required for expenses such as parking or turnpike tolls. Comments or explanations are provided when necessary.

AIRS Claims Mileage documentation must be attached GSA Per Diem documentation must be attached Proper pre-route must be used and pre-route may differ depending on claimant, account used, etc. Track your claim through the system until it is approved Call Extension Finance if you need help!