English Department Travel Request Form

International travel requests should be submitted at least two months in advance. Out-of-state travel requests should be submitted at least one month prior to travel.

Name Name First Last
Position
Email
Campus-Wide ID (CWID)/Banner ID (include the A)
Conference Information

Be sure to provide the Associate Department Head with the complete conference program, or a link to a PDF version on the conference website.
Presentation Title:
Conference Name (or Reason for Travel)

e.g., Modern Language Association
Conference Start Date Conference Start Date / MM / DD YYYY
Conference Start Time Conference Start Time : HH MM AM/PM
Conference End Date Conference End Date / MM / DD YYYY
Conference End Time Conference End Time : HH MM AM/PM
Presentation Date Presentation Date / MM / DD YYYY
Presentation Time Presentation Time : HH MM AM/PM
Conference Documentation

The Department requires documentation that you have been accepted as a participant in the conference you are requesting funds to attend. Acceptable documentation include 1) E-mail letter of acceptance; 2) Letter of acceptance sent by post; 3) Paper copy of conference program with your name listed as speaker/panel participant; or 4) Conference website with your name listed as speaker/panel participant.
Have you given the Associate Department Head your conference documentation?

Have you given the Associate Department Head your conference documentation? Yes No
Is this a regional conference?

Is this a regional conference? Yes No
Please describe the planned research activities related to your travel.
Please describe the expected outcomes / deliverables.
Classes Missed

If you will miss classes, you must list the dates missed and who will be covering which classes, or the travel request will be denied by OSU. Note: You will still need to submit an Absence from Campus Form.
Will you be missing any classes?

Will you be missing any classes? Yes No
If yes, list each class including Course Number, CRN, Substitute Instructor's Name, and Date(s) missed.
Destination and Travel Information

Please provide estimated dates and times if you currently do not know.
Destination

e.g., New York, NY
Departure Location

e.g., Tulsa International Airport
Departure Date Departure Date / MM / DD YYYY
Departure Time Departure Time : HH MM AM/PM
Return Date Return Date / MM / DD YYYY
Return Time Return Time : HH MM AM/PM
Emergency Contact Information

Please provide your emergency contact in case of an emergency.
Emergency Contact Name Emergency Contact Name First Last
Emergency Contact Phone Emergency Contact Phone - ### - ### ####
Airfare Expenses

Effective immediately, all international travel must receive prior approval from the appropriate Vice President or the Office of the President. Additionally, travelers must provide sufficient justification regarding the necessity of the trip. This measure is intended to ensure that international travel is essential and aligned with the university's mission.
Reimbursement will not exceed the quoted state-rate price through OSU'S approved travel agency, which Robert will procure. You may call him to compare prices before buying your ticket.
See a list of the TSA's permitted and prohibited items: https://www.tsa.gov/travel/security-screening/whatcanibring/all#0
Some airlines have begun charging a fee for checked bags.
The additional cost for the first bag is reimbursable as a miscellaneous expense.
The cost of the second bag is reimbursable if the traveler can document and justify the business need of the second bag, such as having an extended stay or carrying business materials. This justification does not include 'bringing personal items.'
Some airlines are now charging a fee for changing advanced seat assignments. This fee is not reimbursable per the Office of State Finance, unless the seat change is a medical necessity. The medical necessity should be documented on the travel voucher if the traveler is claiming reimbursement of the fee. Changing a seat assignment so that a traveler may sit next to a co-worker or spouse is considered a luxury and is not reimbursable.
PikePass can now be used to park at the Tulsa airport. For more information: https://pikepass.com
Airfare Options
Total Airfare Expenses $ Dollars . Cents
Lodging Expenses

For domestic lodging rates in the continental U.S., excluding Alaska. (Be sure to set state you are traveling to.) https://www.gsa.gov/travel/plan-book/per-diem-rates
For International lodging rates, including Alaska and outside the continental U.S. (Be sure to select country you are traveling to.) https://aoprals.state.gov/web920/per_diem.asp
Multiply the number of days you will be traveling by the lodging rate. Enter this total in the field below.
If cost is greater than the allowable lodging rate, you will only be fully reimbursed for a designated Conference Hotel. (Please enter the more expensive of the two in this blank.)
In-State allowable lodging rates: OKC = $116, Tulsa and all other Oklahoma locations = $110
Total Lodging Expenses $ Dollars . Cents
Meals and Incidental Expenses

For Domestic per diem rates in the continental U.S., excluding Alaska. (Be sure to click on the state you are traveling to.) https://www.gsa.gov/travel/plan-book/per-diem-rates
For International per diem rates, including Alaska and outside the continental U.S. (Be sure to select the country you are travelling to.) https://www.gsa.gov/travel/plan-book/per-diem-rates
Please be sure you have the correct year selected when filling out a travel request.
Do not use the “Max Per Diem Rate" column. That is the total of lodging and meals.
Multiply the number of days you will be traveling by the M&IE Per Diem rate. Enter this total in the field below.
In-state travel will only receive per diem for overnight stays.
In-State allowable M&IE rates: OKC $68, Tulsa and all other Oklahoma locations = $68
Total Meals and Incidental Expenses $ Dollars . Cents
Conference Registration Fee

Oklahoma State University now requires the cost of conference registration in travel requests. Membership dues are not reimbursable.
Conference Registration Fee $ Dollars . Cents
Other Transportation Costs

This includes all travel costs (mileage, taxi, public transportation, etc.) other than airfare.

The University does not reimburse in-state cab fare or rental cars for in-state travel.
The limit for all combined tips for local transportation, such as taxi drivers, is 20%.
For official mileage, please use a website such as Google Maps https://www.google.com/maps/@36.1299968,-97.058816,15z?entry=ttu (Enter 205 Morrill, Stillwater OK for your starting address and an exact ending address.)
It is 75 miles between here and Will Rodgers World Airport and 71.6 miles between here and Tulsa International Airport. If more than one route is given, the shortest distance must be used.
Allowable mileage rate is $0.70 per mile.

Note(s): If reserving a Motor Pool vehicle, the authorized driver must be 21 years or older to drive vans or buses. In addition, the Precision Driver Training Certification is REQUIRED if transporting students in the 12 person van, 15 person van, and ADA 15 person bus. For more information on the Precision Driver Training Certification or to sign up for the training, please e-mail: chris.hoffman@okstate.edu. There is a $150 fee to complete this training.

Car tag number needs to be added if claiming mileage to/from airport or driving to destination.
Other Transportation Expenses $ Dollars . Cents
Car Tag Number

Provide if you are driving.
Miscellaneous Expenses

Include any allowable miscellaneous expenses in this total, excluding conference registration.
Total Miscellaneous Expenses $ Dollars . Cents
Other Comments

Please add any specific information regarding your trip as appropriate: personal side trip, stay with friends or family, etc.

If you have a travel reward or are using funds other than your department allowance, please mention them.
Comments
Expense Total (Total is figured in the bottom right-hand corner of this form. Insert that amount here {ignore new total once this number is filled in}.)

This is the total of your estimated expenses. It is not a guarantee that the entire amount will be approved for reimbursement.

Receipts must be turned in for all expenses claimed except per diem. You will not be reimbursed for expenses on receipts you do not submit.
Estimated Total Expenses $ Dollars . Cents
$0

Total

English Department Travel Request Form

English Department Travel Request Form

Conference Information

Conference Documentation

Classes Missed

Destination and Travel Information

Emergency Contact Information

Airfare Expenses

Lodging Expenses

Meals and Incidental Expenses

Conference Registration Fee

Other Transportation Costs

Miscellaneous Expenses

Other Comments

Expense Total (Total is figured in the bottom right-hand corner of this form. Insert that amount here {ignore new total once this number is filled in}.)

$0

Total

$`0`