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Travel Department

Travel Contact Information

Dana Stout
Travel Specialist III
405-974-2397
dstout@uco.edu
 
Jackie Kabrick
Travel Specialist II
405-974-2493
jkabrick@uco.edu
Terrie Silvers
Assistant Director
405-974-2398
tsilvers@uco.edu
 


Click here for Travel Department Assignment List

Travel Emergency

 Travel Emergency Protocol for Faculty and Staff Traveling on University Business:

  • Dial 911 for all life threatening emergencies
  • If you encounter any problems with your hotel and/or flight reservations during normal business hours (8:00 A.M. - 5:00 P.M. Central Standard Time, Monday  - Friday), contact the Travel Department at travel@uco.edu or call 405-974-2397 or 405-974-2493. 
  • If traveling faculty/staff members have questions regarding how to handle travel delays or travel extensions, contact your immediate supervisor, department director or financial manager.
  • If traveling faculty/staff members have questions regarding denied purchases or there is need to report a lost or stolen card, call JP Morgan Chase at 1-800-316-6056.
  • Click on this link for International Travel Information.
  • Faculty/staff member travelers are reminded to confirm hotel and flight at least 48 hours prior to departure.

 


 

Travel Updates

Travel Period for 24-Hour Rule

Title 74, § 500.9, Subsection E., reads: “Reimbursement for meals and lodging on out-of-state trips shall not begin more than twenty-four (24) hours before the meeting, workshop, conference or other objective of trip begins and shall not continue more than twenty-four (24) hours after said meeting, workshop, conference or other objective of trip ends.” (Note: we apply this rule to in-state travel when appropriate.

Some agencies are having difficulty applying the 24-hour rule start times properly.  We have seen such registration times beginning 2 or more days prior to the actual start of the event.  Such early starts for per diem and lodging are not appropriate without proper justification, such as special business-related meetings prior to the conference.  Activities that are primarily provided clearly for the entertainment of participants, such as sightseeing tours, athletic events, etc. are not appropriate. However, when the event begins with a meal or dinner reception and are considered “meet and greet” activities, these could be acceptable for the timing of the 24-hour rule.  Again, proper documentation of the business purpose for participating in such early (or later) activities should be provided with the travel voucher as justification for extending the start of the 24-hour travel period.       

There may be other appropriate situations such as limitations on flight times requiring an earlier flight. In this case, with proper justification, we could accept the early travel status.  However, if it is just a person’s preference to leave early when later flights would be available, the early travel status exceeding the 24-hour rule would not be acceptable.  Travel status for receiving per diem and lodging would be based on the 24-hour rule from the start of the event. 

Current Mileage Reimbursement Rate at $0.565 - TO BE CHANGED and DECREASED, EFFECTIVE JANUARY 1, 2014

The current 2013 mileage rate is $0.565, but the Internal Revenue Service has announced a decrease in the mileage reimbursement rate, effective January 1, 2014, to $0.56 per mile.  This is a decrease from the current 2013 $0.565 rate.  The new rate is for travel incurred on and after January 1, 2014, not your 2013 travel reimbursement claim vouchers submitted after January 1.  

Vehicle Tag Number Required

If any mileage is claimed on Out of State or In State travel, the tag number must be noted on the reimbursement form. This also includes state vehicles. YOUR REIMBURSEMENT WILL NOT BE PROCESSED WITHOUT THIS INFORMATION.


Secure Flight Overview

Secure Flight Overview- Secure Flight is a behind the scenes program that enhances the security of domestic and international commercial air travel through the use of improved watch list matching.  By collecting additional passenger data, it will improve the travel experience for all airline passengers, including those who have been misidentified in the past.  When passengers travel, they will be required to provide the following Secure Flight Passenger Data (SFPD) to their airline when making a reservation:

  • Name as it appears on government issued I.D. when traveling
  • Date of Birth
  • Gender
  • Redress Number (if available)

The airline will transmit this information to Secure Flight who uses it to perform watch list matching.  This serves to prevent individuals on the No Fly List from boarding an aircraft and to identify individuals on the Selectee List for enhanced screening.  After matching passenger information against government watch lists, Secure Flight transmits the matching results back to airlines. 


Federal Lodging Rates 

EFFECTIVE October 1, 2013 - FEDERAL STANDARD LODGING RATE INCREASE -

The GSA Standard Lodging rate under the CONUS per diem has increased effective 10/1/2013.  The new rate increases from $77.00 to $83.00 for lodging, but the meals and incidental expenses (per diem) remain at $46.00.  The two locations in Oklahoma exceeding the standard rate also have increases in lodging.  The new lodging rate for Enid/Garfield County increases from $103 to $106, and the rate for Oklahoma City/Oklahoma County increases from $81.00 to $87.00.  There were no changes to the meals and incidental expenses (our per diem) rates.  Standard CONUS rate applied to all counties not specifically listed.  Cities not listed may be located in a listed county.  These new lodging rates will be for travel occurring on and after October 1, 2013.  The new rates may also be viewed on the GSA Website after October 1, 2013.

Southwest Airlines Notification - Effective January 27, 2011

Beginning January 27, 2011, Southwest Airlines will no longer allow credit vouchers (unused tickets), to be transferred to different passengers.  Only the original passenger can utilize the ticket.  All other airlines already enforce this practice.  Please note that Southwestern Airlines does not charge an exchange fee when you use a credit voucher towards the purchase of a new ticket.  All other airlines have a $150.00 exchange fee.