Travel Reimbursement General Information

  1. A University Form T3, Travel Request for Leave and Reimbursement, must be properly executed and approved at least 72 hours prior to the date of travel if reimbursement is requested.  Listed below is the highest level official responsible for approving travel requests for employees:

    • PRESIDENT: Approves all out-of-state travel requests. Approves all travel requests for members of the Executive Council, the Director of KCCU Radio, and the Athletic Director.

    • PROVOST:  Approves in-state travel requests for all School Deans and all other employees who report directly to the Provost. The Provost will also approve travel requests for any employee under the above mentioned Deans and Directors upon request from the dean or the director.

    • VICE PRESIDENT FOR BUSINESS AND FINANCEApproves in-state travel requests for all employees who report directly to the Vice President for Business and Finance.

    • VICE PRESIDENT FOR STUDENT SERVICES:  Approves in-state travel requests for all department heads under Student Services.

    • VICE PRESIDENT FOR UNIVERSITY ADVANCEMENT:  Approves in-state travel requests for the Director of Government and Community Relations, the Director of Development, and the Director of Alumni Relations.

    • DEANS:  Approve in-state travel requests for all Department Chairs and Associate Deans, and all employees in their respective school’s departments.

    • DEPARTMENT CHAIRS:  Approve in-state travel requests for all employees in their respective departments and submit the travel requests to the appropriate Dean for his/her approval before submitting the travel requests to the Business Office.

    • DIRECTORS:  Approve in-state travel requests for all employees in their respective departments.

  2. Upon obtaining the T3 approval, one copy of this form will be retained by the Vice President for Business and Finance, Room 101, Administration Building, one copy sent to the approving Dean or major Director, and one to the person requesting approval for travel. When a University vehicle is requested, a fourth copy should go to the Director of Physical Facilities.

  3. A claim should be filed at the Business Office within 30 days of the travel return date.  Please refer to the checklist for individual travel reimbursement for a list of required documents when submitting a reimbursement claim.
     
  4. The general reimbursement rates for lodging and per diem (meals) may be found on the gsa.gov domestic per diem website.

    • Meal receipts are not required

    • The full amount of "designated lodging" is reimbursable.

    • The state will pay the lower hotel rate if proof of designated lodging is provided. (The designated lodging is $100 and you stay at a lower cost hotel but more than the allowable rate.)

    • If you stay at "designated lodging," generally car rentals cannot be reimbursed. However, with appropriate justification, reimbursement may be made.

    • Transportation from the hotel to the conference will not be paid if you don't stay at the designated lodging.

  5. If travel time exceeds 30 hours, reimbursement will be a fraction for each 6 hour increment.

  6. Vicinity miles may be requested when using personal vehicle.

  7. An airfare comparison is required when:

    • Using your personal vehicle out-of-state

    • Leaving 2 days before the conference begins to show airfare savings to cover the extra days' cost of lodging

  8. Airline tickets should be purchased through Adventure Travel.  Airline baggage fees will not be reimbursed without receipts.

Contact Information

Business Office
2800 West Gore Boulevard
Lawton Oklahoma 73505-6377
8:00 am - 5:00 pm, Monday through Friday
First floor of the Administration Bldg
(580) 581-2225

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