CIMMS Travel Procedures Presented by Tracy Reinke Financial Administrator

Why Change? DOC Legal Counsel Ruling Effective October 1, 2003 No Invitational Travel for recipients of grants, including Cooperative Agreements

How do I travel through OU? Travel Authorization Form Fill out the form for ANY travel that is to be reimbursed Fill out name, SSN, US Citizen, destination, purpose of trip, estimated cost of trip Airfare will be through Above and Beyond Travel ( ) Jan or Lori Per Diem and Lodging rates can be found at ge/mtt/perdiem/travel.shtml ge/mtt/perdiem/travel.shtml

Travel Steps Continued After authorization form is filled out, take to Division Secretary for Manager approval After form is approved, take or fax to Tracy Reinke with copies of conference information (i.e. registration, hotel, dates)

Travel Steps Continued You are responsible for making your hotel reservations You are responsible for conference registration fees.

Travel Reimbursement Place all receipts in the Travel Envelope Give receipts to Tracy upon your return You will be ed a travel claim to sign from the CIMMS office Sign and return to Tracy Your reimbursement will come 1-2 weeks after signing the form

TRAVEL REIMBURSEMENT ENVELOPE/INFORMATION NEEDED Name: Joe SmithPhone: __ Social Security #:­­ Acct. # Nature of Official Business: Present paper at AMS Annual Meeting October 7-10, 2003__ City/State of Departure: Norman, OKCity/State of Arrival: Houston, TX Date/Time of Departure (from home): 10/6 7:00 AM Date/Time of Return (home): 10/11 12:30 PM Mileage (50 miles round-trip to Will Rogers Airport): 50 miles roundtrip Per Diem is paid according to Federal Per Diem Rates per 24-hour period and in increments after 3 additional hours. Please note that claimant must be in travel status at least 18 hours to receive per diem. PLEASE PLACE ALL RECEIPTS IN THIS ENVELOPE AND RETURN TO THE CIMMS OFFICE FOR COMPLETION OF A TRAVEL VOUCHER FORM. Including: airfare stub showing cost even if paid by the department and copy of conference information (time/dates, designated lodging, etc.). If you acquired a rental car, please explain why the rental car was needed: Additional Remarks:

OU Rules Regarding Travel Airfare must be purchased from University approved travel agent – use Above and Beyond Travel ( ) Per Diem and Lodging is reimbursed at the Federal Rates

Rules Continued Designated Lodging can be reimbursed at higher than federal rates – Documentation must be included Designated Lodging is a negotiated rate used by a conference Car Rental must be justifiable, you can’t rent a car to get to a conference at the designated hotel

Rules Continued Mileage is reimbursed at federal rate ($.36/mile currently) Phone Calls – only business related will be reimbursed Internet Access – only business related will be reimbursed

Rules Continued Tips – OU does not reimburse for tips, this is included in your per diem (meals and incidentals) OU does not pay ATM fees or personal calls to home like federal does

Rules Continued Visas – You will need to get your own visa Travel agent will tell you if you need a visa when you make airline reservations Contact VIP Services to process visa

Rules Continued Mileage in Lieu of Airfare Must have an airfare quote from travel agent before you leave Will be reimbursed up to the quote No local transportation will be added to reimbursed amount

Travel Tips Keep All Receipts If in doubt if you will be reimbursed for an expense, ask BEFORE you leave OU Travel Policy Webpage

CIMMS Personnel Tracy Reinke Judy Henry Debbie Mattax

Questions? Tracy Reinke MWF (V) (Fax) TR (Fax)