Travel Request Process Information

A summary of the DSU travel regulations is available at http://www.departments.dsu.edu/business_office/NewSite/Travel/TravelRegulations.htm
 

Authorization:

Staff wishing to travel should first request permission from their supervisor. The Travel Request form is available at http://www.departments.dsu.edu/business_office/NewSite/Travel/TravelRequest.htm . To prevent problems please review these regulations prior to planning the travel. A prudent traveler would also review the information on travel re-imbursement at http://www.departments.dsu.edu/business_office/frequent_problems_on_travel_reim.htm .

Conference Registration

Registration for a conference or training session is accomplished by:

• Determine the cost of the conference or training session
• Determine whether the registration needs to be pre-paid or can be billed to DSU.
• If the hosting organization is willing to bill DSU, request the invoice be submitted to:
  Dakota State University, 820 N Washington Ave, Computing Services, Lowry Hall Madison SD 57042
• If the hosting organization requires prepayment, request a PO number from the Business Office for the required amount and charged to the appropriate account. The supervisor will provide the account number when authorizing travel. Prepare a purchase requisition for the amount, indicate the assigned PO number on the form. Submit the requisition to your unit supervisor for signature and then forward to the Business Office.
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  Purchase Request Form | Word Document |

Reserving a Fleet Vehicle

To reserve a fleet vehicle, send an e-mail message to the Physical Plant (DSU-Fleet Reservations group) indicating:

• the anticipated date and time of departure
• the anticipated date and time of return
• the destination or points to be visited
• your name and office phone number
• the account to be charged.

The supervisor will provide the account number when authorizing travel.

Motel Reservations

Most out of state conferences or training sessions are associated with hotels/motels and generally the conference organizer has negotiated a reduced rate for attendees and has provided a process to follow to establish a reservation at one of the hotels/motels.

A list of instate motels offering state rates is available on-line at http://www.state.sd.us/sos/lodging/staterates.htm . This site also provides the phone number of the motel

Regardless of whether the reservation is made with an in state or an out-of-state motel/hotel, a personal credit card is typically required to make the reservation. Prudent travelers will note the confirmation number of the reservation and have that information available when checking in.

Airline Reservations:

Airline reservations are generally processed through the Madison office of AAA Travel (256-2811). Once reservations have been made, request a PO number from the Business Office for the required amount and charged to the appropriate account. AAA travel will need the PO number when you are making the reservation. The supervisor will provide the account number when authorizing travel. Prepare a requisition for the amount; indicate the assigned PO number on the form. A blank electronic version of the requisition form is available:

Purchase Request Form | Word Document |

As an alternative to utilizing the services of AAA Travel, staff can use one of the several low-price fare websites for airline reservations. In this case, the employee will normally charge the cost of the flight to a personal credit card and file for reimbursement at the conclusion of the travel.

Travel Advance:

Once travel arrangements have been made it is possible to determine how much of a travel advance is necessary. No more than 80% of the total travel cost can be requested for a travel advance. The form to be used to request a travel advance is available at http://www.departments.dsu.edu/business_office/.

Reimbursement:

At the conclusion of the travel, the appropriate receipts and travel summary information should be submitted to the Computing Services Office. As noted above, prior to travel it would be prudent to review the information on travel reimbursement at http://www.departments.dsu.edu/business_office/frequent_problems_on_travel_reim.htm . The appropriate Travel Claim forms and Vouchers will be prepared for your signature and submitted to the Business Office for processing.