Submitting a Delayed Travel Reimbursement

Question

What are the requirements when a traveler submits their travel reimbursement 60 days after travel?

How to complete the Delayed Travel Reimbursement Request? 

What is the procedure for submitting the Delayed Travel Reimbursement Request?

Answer

In accordance with State of South Dakota Administrative Rule 3:05:03:03.1, a claim for travel expenses must be received within sixty (60) days after the last day of travel. If this time line is not met, written documentation on a form provided by the State Auditor must be submitted.

Note: Applies to all USD faculty, staff and students

1. Determine if the submitted request is outside of sixty (60) days, use the 60-day Chart (see attached file)
2. Once it is determined to be past the sixty (60) days, use the Delayed Travel Reimbursement Request (see attached form)
3. Complete the following
   1. Claimant name - Traveler claiming reimbursement
   2. Invoice number - Banner I#
   3. Reason for delay - Detailed explanation for the delay
4. Traveler signs as the Claimant
5. President Gestring must sign as the Agency Official
   1. Use email address president@usd.edu
6. Attach the form to the Banner travel reimbursement