Utilizing a Vacation Rental for a Group

Question

What is required when a group of USD faculty, staff or students want to use a vacation rental, VRBO, AirBnB, etc, when traveling?

How to complete the OSA Vacation Rental Policy Form?

What is the procedure for the OSA Vacation Rental Policy Form?

Answer

South Dakota Office of the State Auditor requires an OSA Vacation Rental Policy Form if more than one agency (USD) individual stays at a vacation rental in lieu of hotels
Note: Not required if only one individual stays in a vacation rental

1. An approval Out of State Travel request (OSTR) is required prior to approval the OSA Vacational Rental Form for out of state travel
2. Complete the OSA Vacation Rental Policy Form (see attached)
   1. Destination/Location of Lodging
   2. Dates of Stay
   3. Name of Employee Paying for Lodging
   4. Number of State Employees Staying & Names
      • For a student group, list the names of the students
3. Send the form through email or DocuSign to president@usd.edu with
   1. OSA Vacation Rental Policy Form
   2. Approved Out of State Travel Request
   3. Vacation Rental quote
4. The President's Office will review the documentation for cost effectiveness
   1. If more information needed,
      • Department will be contacted for corrections
   2. If cost effective,
      • President will sign the form as the Head of Agency
5. Traveler makes the booking
6. Traveler or department support staff submit a Group Travel Advance
   Note: To get a Group Travel Advance, go to the Group Travel Advance Policy
7. After the end of travel, the completed and signed OSA Vacation Rental Form must be attached to
   1. Group Travel Advance repayment Journal
   2. Travel reimbursement direct pay document in Banner