1. CIMMS Travel Procedures Presented by Tracy Reinke Financial Administrator

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

3. How do I travel through OU? Travel Authorization Form http://www.cimms.ou.edu/internal/travel_auth.pdf 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 (366-7766) Jan or Lori Per Diem and Lodging rates can be found at http://www.policyworks.gov/org/main/mt/homepa ge/mtt/perdiem/travel.shtml http://www.policyworks.gov/org/main/mt/homepa ge/mtt/perdiem/travel.shtml

5. 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)

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

7. Travel Reimbursement Place all receipts in the Travel Envelope Give receipts to Tracy upon your return You will be emailed 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

8. TRAVEL REIMBURSEMENT ENVELOPE/INFORMATION NEEDED Name: Joe SmithPhone: 366-5555__ Social Security #:­­ 012-34-5678 Acct. # 125-4743 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 Claimed @$.36/mile (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:

10. OU Rules Regarding Travel Airfare must be purchased from University approved travel agent – use Above and Beyond Travel (366-7766) Per Diem and Lodging is reimbursed at the Federal Rates

11. 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

12. 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

13. 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

14. 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 http://www.vippassports.com/visas1.htm

15. 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

16. Travel Tips Keep All Receipts If in doubt if you will be reimbursed for an expense, ask BEFORE you leave OU Travel Policy Webpage http://www.ou.edu/controller/fss/travel.htm http://www.ou.edu/controller/fss/travel.htm

17. CIMMS Personnel Tracy Reinke Judy Henry jhenry@ou.edu 325-3041 Debbie Mattax dmattax@ou.edu 325-8891

18. Questions? Tracy Reinke treinke@ou.edu MWF 366-0582 (V) 366-0516 (Fax) TR 325-3043 325-7614 (Fax)