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Travel

Use of P/Cards for the purchase of travel-related expenses are guided by the provisions of the Oklahoma Central Purchasing Act, Oklahoma Central Purchasing Rules, Oklahoma State Travel Reimbursement Act, State P/Card Procedures, OSDH P/Card Procedures, Office of State Finance Procedures, and the OSDH Travel Policy. Use of Travel P/Cards is restricted to designated OSDH Travel Coordinators. Service areas are encouraged to utilize Travel P/Cards for payment of necessary airfare, lodging expenses, and registration fees for employees traveling on official state business.

Airfare

Travel P/Cards may be used for the purchase of airfare and lodging. See the Airfare Checklist containing step-by-step guidance to a cardholder for the purchase of airfare or lodging in accordance with official procedures. Standard or Statewide P/Cards may not be used for the purchase of airfare.

When requesting a mode of travel other than contract airfare, the Car Travel Reimbursement Cost Comparison must accompany the ODH 81 to compare the low dollar contract tier fare of both the departure and return flights with the cost of travel computed using the DCS website Trip Calculator at https:www.ok.gov/dcs/calculator/index.php.

Low dollar contract tier fare for departure and return flights on the City Pairs SW100B statewide contract for use in completing the cost comparison can be found on the City Pairs SW100B statewide contract.  Scroll down until you reach the table of city pairs and contract rates. Scroll right for the CAOK (low-tier) fares. 

For more information regarding the out-of-state car travel reimbursement, click here.

Lodging

Travel P/Cards may be used for the purchase of airfare and lodging. See the Lodging Checklist containing step-by-step guidance to a cardholder for the purchase of airfare or lodging in accordance with official procedures. Standard or Statewide P/Cards may not be used for the purchase of lodging.

The P/Card will only be used for the cost of the room and associated taxes (where applicable). Inadvertent charges (e.g. room service, phone calls, movies, etc.) are the responsibility of the individual traveler.

Registration Fees

Payment for goods and services cannot be made prior to the goods being received or the services rendered. To do this would, in effect, be extending credit to the vendor and State law prohibits this. Certain exceptions are defined in the Office of State Finance Procedures.

Standard P/Cards may be used for the payment of registration fees, with the prior approval of the agency P/Card Administrator, if arrangements can be made with the vendor for the card to be charged on the day of or after the event only; or, if the registration qualifies for pre-payment as allowed by the Office of State Finance Procedures, meeting one of the following sets of criteria:

1)  The vendor requires prepayment of the registration fee and will not accept a purchase order in lieu of payment. Documentation on the vendor’s letterhead showing the criteria are met must be submitted and attached to the P/Card transaction documentation.

2)  The agency will obtain an “early bird” discount if the registration fee is paid in advance; the vendor will allow substitution of participant at any time; and, the registration fee will be 100% refunded if the event is canceled. Documentation from the vendor showing the criteria are met must be submitted and attached to the P/Card transaction documentation.

Meals/Per-Diem Expenses/Other Travel-Related Expenses

P/Cards may not be used for the purchase of meals while in travel status or for reimbursement to travelers. Reimbursement of other travel-related expenses will be handled through the Travel Claim process (see the OSDH Travel Policy and Office of State Finance Procedures for additional guidance).

 

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