50 Faculty Handbook – August 2022 3) Requirements upon returning from trip: 1. In accordance with policy established by the Office of the State Auditor, all travel reimbursement requests must be submitted within 60 days of return from the trip. a. If the travel reimbursement request is not submitted within sixty days, an additional form, signed by the supervisor, must accompany the request. i. Voucher submission timing. A completed claim for travel expenses must be received in the office of the Vice President of Finance and Administration within 60 days after the last day of travel. If this timeline is not met, written documentation on a form provided by the state auditor must be submitted by the claimant stating the reason for the delay in submitting the claim prior to determination by state auditor on allowance of the claim. The form must be signed by the President of the university. (ARSD 3:05:03:03.1.) General Authority: SDCL 4-9-1.1. Law Implemented: SDCL 3-9-8, 4-9-1.1. ii. The President of the university should not delegate this signature authority. b. The Office of the State Auditor (OSA) has developed the form and it is posted on OSA’s website (http://www.sdauditor.gov) and on SNAP. c. A 60-Day Rule Time Chart is posted on SNAP. 2. A Travel Payment Detail Form must be filed with the Program Assistant in Krikac Administration Building 205. i. The departure date and time and return date and time must be listed for each trip included on the form. ii. The description column must list where you are going and/or what you are doing for each day. iii. Expenses must be listed on a per day basis and not a lump sum. iv. All necessary documentation must be attached to the Travel Payment Detail Form, which may include, but is not limited to: 1. Daily itemized receipts for transportation, lodging, meals, incidentals; when lodging arrangements are made through an on-line service such as Priceline.com a receipt from the hotel showing arrival and departure dates must be submitted with the Travel Payment Detail. Expenses must be broken out on a daily basis and not a lump sum. Please make sure that in the description column you list where you are going. 2. Program/agenda from conference or presentation attended. 3. Flight itinerary OR boarding passes (if applicable). 4. If requesting mileage reimbursement you must include your license plate number and Google maps route. 5. Brochure(s) from conference or presentation attended 6. Air fare tickets 7. Registration fee – list meals included in the fee if there are any. 3. Receiving reimbursement:
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