1. Kelli Barnett District Administrative Assistant SW District
Helpful Travel Tips
Kelli Barnett
District Administrative Assistant
SW District

2. Common Mistakes Per Diem Errors
Start out by saying, “I’m sure that most of you have been blessed with one of these at some time or another.” I explain that I will be going over some of the more common travel mistakes, and encourage others to add to this.

3. Common Mistakes Oklahoma County . . . . . . . . . . $49
Per Diem Rates
Oklahoma County $49
Tulsa, Osage, Rogers & Creek Counties $44
All other Oklahoma locations $39
Explain the differences in per diem rates in different areas.

4. Common Mistakes Per Diem Must be >3 hours to constitute a quarter
1 day, 3 hrs. = 1 day
1 day, 3 ½ hrs. = 1 day & 1 qtr.
Deduct a 1/4 of a day for each meal included with a registration
No reimbursement for meals allowed unless there is an overnight stay (exception)
Self explanatory.

5. Common Mistakes
Showed them what this table looked like, and explained how it worked. I had it on my jump drive and walked them through on how to do it (after the PP).

6. Lodging, Mileage & Per Diem Cheat Sheet
Have sent this out to all staff, but few were familiar with it. Nearly all wanted me to send them a copy…again!

7. Common Mistakes Map Miles Use Oklahoma official state map miles
Current map miles are dated 2007
Talked to them about the map miles. Offered to send them a copy of their county if they needed it. Explained to them that the online ODOT mileage table wasn’t correct in all instances and to use this table.

8. Common Mistakes Designated Hotel
Attach documentation to your travel verifying the designated hotel.
Official documentation must include name of hotel, room rate and date of meeting.
Hotel receipt is not accepted as documentation
Double-check receipts for 0.00 balance.
Self Explanatory

9. Common Mistakes Meeting Times Any overnight stay
Any meeting with a registration
Attach copy of agenda
No organized meeting – beginning and ending time of your official business
Explained when they needed to provide meeting times.

10. Out of State Travel Requests

11. Out of State Travel Requests
When to apply?
One month prior to trip
Airfare quote from State Contracted Agency
(International Tours )
1. If you drive
2. If you purchase your own ticket
3. Quote must show travel agency, agent name, date and amount
When to apply and when to get an airfare quote.

12. Out of State Travel Requests
Meeting times, Meeting times, Meeting times
Source of funding
How to split claims between fundings
(County Money/Agency Money/Association Money)
Separate claim for each source
Include all expenses
Attach copy of all other claims
Must be original receipts for items claimed on travel
If Agency money, attach check made out to OSU
DESCRIPTION OF TRIP:
NATURE OF OFFICIAL BUSINESS, INCLUDING MEETING TIMES
Meeting times are almost always left off of requests. Emphasized this!!! Source of funding is another area they leave off fairly often………..Split claims could be put on a separate slide, but went over what the proper procedure was.

13. Quick Reminders 60 mile rule 24 hour rule Sign claim in blue ink
Use CWID#, not SS#
Attach GSA per diem and lodging sheet w/out-of-state claim

14. Questions?