Travel Contact Information
|Dana Stout Travel Specialist III 405-974-2397 firstname.lastname@example.org|
|Jackie Kabrick Travel Specialist II 405-974-2493 email@example.com|
|Terrie Silvers Assistant Director 405-974-2398 firstname.lastname@example.org|
|Denise Rodolf Director 405-974-2490 email@example.com|
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 firstname.lastname@example.org 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 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
The Internal Revenue Service announced an increase in the standard mileage reimbursement rate effective January 1, 2013.
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
- 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
On October 1, 2012 the U.S. General Services Administration posted the new FY 2013 government lodging and per diem rates. Please always check this link before completing any out-of-state travel request. If you have turned in a request and your rate has changed, please contact the travel office at 974-2493,
Oklahoma standard rate for lodging increased to $77.00 with per diem rate remaining at $46.00. Oklahoma high rate counties: Oklahoma County decreased from $84.00 to $81.00 with per diem rate remaining at $66.00.
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.