Oklahoma § 74-500.9 - Overnight lodging - Out-of-state trips

§ 74-500.9. Overnight lodging - Out-of-state trips

A. Reimbursement for overnight lodging, while in official

travel status, may be made at an amount authorized by the provisions

of the federal Government Services Administration (GSA) in its

Federal Travel Regulation (FTR) 42 C.F.R. Section 300-1.1 et seq.

and as updated in its FTR Bulletins for travel while away from home

without additional documentation or the actual cost, if lower, per

night except as provided in subsections B, C, E, and G of this

section and Section 500.9A of this title. Receipts issued by the

hotel, motel or other public lodging place shall accompany claims

for reimbursement.

B. State officers or employees attending meetings, workshops,

conferences or other objectives of trips which are conducted at a

designated hotel, motel or other public lodging place or where

lodging has been arranged for by the blocking of rooms or by rate

reductions for the participants by the sponsor as evidenced by the

announcement or notice of the meeting, workshop, conference or other

objective shall be reimbursed the actual lodging expense not to

exceed the single occupancy room rate charged by the designated

hotel, motel or other public lodging place; provided, that the

officials or employees are in official travel status approved by the

agency head or designee. Provided further, those state officers or

employees attending meetings, workshops, conferences or other

objectives of trips, which are conducted at a designated hotel,

motel or other public lodging place as provided by this subsection,

who choose to acquire less expensive lodging at another hotel, motel

or other public lodging place shall be reimbursed the actual lodging

expense not to exceed the single occupancy room rate charged by the

Oklahoma Statutes - Title 74. State Government

designated hotel, motel or other public lodging place. Provided

further, those state officers or employees so choosing this option

shall be reimbursed for local transportation costs incurred

traveling between such optional lodging and the designated hotel,

motel or other public lodging place not to exceed the difference

between the cost of the designated lodging and the cost of the

optional lodging. Receipts issued by the hotel, motel or other

public lodging place shall accompany claims for reimbursement.

C. State officers and employees who have been required to

attend hearings or meetings of any congressional committee or

subcommittee or any federal agency, board or commission shall be

reimbursed for their actual and necessary travel and lodging

expenses; however, the agency head must approve any claims in

connection with such expenses.

D. Reimbursement for meals and lodging on out-of-state trips

shall not begin more than one (1) calendar day before the meeting,

workshop, conference or other objective of trip begins and shall not

continue more than one (1) calendar day after said meeting,

workshop, conference or other objective of trip ends. This twentyfour-hour limit shall also apply for in-state travel when the agency

determines that travel is of a duration where overnight travel prior

to or after the trip objective would be necessary.

E. Reimbursement for meals and lodging incurred in official

travel in areas outside of the United States to implement the

objectives of contracts, grants, agreements or gifts for which funds

from these sources are furnished shall be reimbursed from said funds

at actual cost not to exceed the amount authorized for United States

Government employees in its periodical publication entitled

"Standard Regulations (Government Civilians, Foreign Areas),

Department of State, Washington, DC". Provided, however,

reimbursement for travel to points outside of the United States,

whether performed under authority of contract, grant, agreement or

otherwise, shall not begin more than two (2) calendar days before or

end more than two (2) calendar days after the objective of the trip.

F. Claims submitted to the Director of the Office of Management

and Enterprise Services for payment under the provisions of this

section shall be certified to by the principal fiscal officer or

contract and grant administrator of each agency. Such officer shall

certify that such claim complies with and is authorized under this

section.

G. The Director of the Office of Management and Enterprise

Services may authorize reimbursement for overnight lodging while in

official travel status within the State of Oklahoma at a rate of up

to one hundred fifty percent (150%) of the amount authorized in

subsection A of this section if it is determined that no lodging was

available at the maximum rate set out in subsection A of this

section. Prior to authorizing such payment, the state officer or

Oklahoma Statutes - Title 74. State Government

employee shall certify the efforts made to obtain lodging at the

rate set out in subsection A of this section and the reasons why

such lodging was not available within a reasonable distance from the

state officer's or employee's work location.

Added by Laws 1972, c. 123, § 9, operative July 1, 1972. Amended by

Laws 1974, c. 90, § 4, operative July 1, 1974; Laws 1976, c. 173, §

3, operative July 1, 1976; Laws 1979, c. 239, § 3, eff. July 1,

1979; Laws 1980, c. 332, § 4, eff. July 1, 1980; Laws 1981, c. 340,

§ 25, eff. July 1, 1981; Laws 1982, c. 226, § 1, operative July 1,

1982; Laws 1984, c. 166, § 9, operative July 1, 1984; Laws 1985, c.

7, § 5, eff. July 1, 1985; Laws 1985, c. 178, § 71, operative July

1, 1985; Laws 1989, c. 355, § 3, eff. Nov. 1, 1989; Laws 1990, c.

77, § 1, operative July 1, 1990; Laws 1990, c. 264, § 57, operative

July 1, 1990; Laws 1992, c. 219, § 3, eff. Sept. 1, 1992; Laws 1995,

c. 335, § 4, eff. Nov. 1, 1995; Laws 1997, c. 354, § 2, eff. July 1,

1997; Laws 2001, c. 232, § 2, eff. July 1, 2001; Laws 2012, c. 304,

§ 855; Laws 2013, c. 244, § 4, eff. Nov. 1, 2013; Laws 2014, c. 109,

§ 3, eff. Nov. 1, 2014; Laws 2022, c. 63, § 5, eff. Nov. 1, 2022.

§74-500.9A. Expenses provided for in contract or grant.

Per diem payments, travel and other actual and necessary

expenses may be paid if same is provided for in any contract or

grant.

Laws 1979, c. 239, § 4, eff. July 1, 1979. Amended by Laws 1990, c.

264, § 58, operative July 1, 1990; Laws 1992, c. 219, § 4, eff.

Sept. 1, 1992.