Contact the Business Office

DSU Business Office
820 N. Washington Ave.
Madison, SD 57042

605-256-5127
Fax 605-256-5197

Located on 2nd floor Heston Hall

Travel Regulations

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Travel regulations apply to all travel, regardless of fund source.

Meal Allowance

Meal AllowanceWhen Leaving BeforeWhen Returning After
Breakfast 5:31 am 7:59 am
Lunch 11:31 am 12:59 pm
Dinner 5:31 pm 7:59 pm

In-State Travel

Meal AllowanceLodging
Breakfast 5.00 50.00 + tax only
(As of 7/1/12)
Lodging rates are set by the Board of Finance, the actual cost of lodging up to a maximum of $50.00 plus tax a day. Board of Finance rules do not provide exceptions for tourist season, only state rates are reimbursable.

If actual cost of lodging is less than the state rate, only that actual cost will be allowed.
Lunch 9.00
Dinner 12.00
Total 26.00

Out-of-State Travel

Meal AllowanceLodging
Breakfast 8.00 A maximum of 150.00 + tax with $100.00 additional possible with prior approval by the President's Office. Anything over $250.00 will need approval from the Office of the State Auditor prior to travel.

Employees may use package deals IF the employee can provide the documentation that shows the breakdown of the cost of the lodging, airfare and car rental.
Lunch 11.00
Dinner 17.00
Total 36.00

Out-of-Country Travel

Meal AllowanceLodging
Breakfast 7.00

A maximum of 150.00 + tax with $100.00 additional possible with prior approval by the President's Office. Anything over $250.00 will need approval from the Office of the State Auditor prior to travel.

Employees may use package deals IF the employee can provide the documentation that shows the breakdown of the cost of the lodging, airfare and car rental.

Lunch 18.00
Dinner 25.00
Total 50.00
  • Receipts are required for lodging at out-of-country rates. If receipts are not provided, reimbursement will be at out-of-state rates.

Receipts Required

Airline Ticket
Attach to your travel voucher everything you have left of your airline ticket. (Even if your ticket was acquired by a Purchase Order).

Airport Parking
If the parking charge is over $1.00 then a receipt is required.

Taxi or Limo
If the charge is over $5.00 a receipt is required. If the taxi driver does not furnish a receipt, have them sign a receipt you prepare yourself or carry a small inexpensive receipt book if you expect your taxi fares will be more than $5.00. The $5.00 is also for the round trip - not just a fare one way. Tips are not an allowable expense.

Lodging
All lodging receipts must carry the date of lodging and name of individual. The receipt must also be stamped paid or have a zero balance. When the room is direct billed to the state, the taxes would be exempt and should be removed. Safe charges are not an allowable expense. Internet changes are an allowable expense if used for business.

Private owned trailer allowance - $4.00 per day plus parking and electricity. Total not to exceed $13.00 per day.

Registration
Attach receipt along with copy of agenda or letter of invitation stating dates of meeting along with time and place. Meals provided in registration CANNOT be claimed or reimbursed even if the employee chooses not to attend.

Personal Phone Calls
Calls made by traveler appearing on the lodging receipt will be deducted from the total of the receipt.

Out of State Travel Approval
All out-of-state travel must have a travel authorization signed by the employee, department chairman, and president, prior to travel date.

The out-of-state travel approval must be scanned to the travel voucher when submitted to the Business Office.

Methods of Transportation

Privately owned automobile
Employees driving personal vehicles, when no state car is available, may be reimbursed at a rate of $.37 per mile when an e-mail from the Physical Plant is provided stating no state car available. If a state car is available and employees choose to take their own vehicle then they may be reimbursed at a rate of $.20 per mile. Directors may set a rate for a lesser amount.

Fuel receipts versus paying mileage will be paid by whichever is the lesser amount.

State Vehicles
Contact the Physical Plant to schedule a state vehicle.

Automobile Rental
Rental of automobiles can be justified only where no other adequate, economical method of transportation (such as taxi, bus, limo, or private car) is available. An individual can make a number of taxicab trips in a day's time before exceeding the cost of one day's automobile rental. Payment for automobile rentals will not be authorized where a more economical and practical method of transportation is available. Personal convenience cannot be considered as sufficient justification. Written justification must be scanned to the Direct Pay Voucher.

Car insurance such as collision, liability, and personal are not allowable expenses.

Commercial Air Travel
Arrangement must be made by the employee. Tickets cannot be charged to the University, the employee must pay the ticket and claim reimbursement on a travel voucher (UNLESS using a Purchase Order).

Two round trips to the airport are allowed if absent from home station over 24 hours.

Anyone driving a personal or a state vehicle out of state shall be allowed meals and lodging up to a maximum of two days each way. Allowable car mileage for out-of-state travel shall not exceed the cost of the most economical commercial air fare available per person traveling. Only the lesser amount will be paid.

The mileage to and from an in-state work site is allowable only to the extent that it does not exceed the allowable cost of meals and lodging that could be charged if the employee stayed at the work site. Only the lesser amount will be paid.

Package Deals

Employees may use package deals IF the employee can provide the documentation that shows the breakdown of the cost of the lodging, airfare and car rental.

Remember

  • Keep all receipts, except food and attach them to your travel voucher.
  • List your license number, odometer readings, time of departure and return.
  • You must have a copy of the program included along with the out-of-state travel request.
  • On state voucher put O/C (only claiming) if you are not claiming full amount.

In keeping with IRS regulations, we will be showing meals reimbursement with no overnight stay as taxable income on your W-2.

When preparing travel vouchers, here are some common travel account codes.

733140 Meals/Not overnight - In-State
733340 Meals/Not overnight - Out-of-State
733150 Meals/Overnight - In-State
733350 Meals/Overnight - Out-of-State
733100 Lodging - In-State
733300 Lodging - Out-of-State
733260 Airline and Check Baggage Fees

Last Updated: 2/1/13