USAO Substitute Form 19 — Travel Voucher

Step 1 of 9 — Before you begin

USAO Travel Policy — Key Rules

Please read each section below. You must acknowledge these rules before completing your travel voucher.

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Authorization & booking

Before traveling, you must complete the USAO Travel Request Form and receive documented approval from your budget manager. Travel should not begin until this approval is on record.
All official travel must be authorized in advance by your budget manager.
Travel costs exceeding 20% of the original estimated costs must go back through the approval process before the trip continues.

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P-Card rules during travel

P-Cards may be issued for travel requiring overnight accommodations and local transportation, only when requested by your the Business Office.
P-Card expenses are restricted to: lodging and taxes, local transportation, rental vehicles, and parking charges only.
Incidental expenses must be paid personally by the employee and then reimbursed through this voucher process.

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Receipts & documentation

All travel receipts not provided through the mandatory contract supplier must be submitted to the Business Office within three (3) working days of returning from the trip.
Mileage must be documented using Trip Optimizer results. You must attach a copy of the Trip Optimizer printout (or documentation that a USAO vehicle was unavailable or an exception was granted) to this voucher.
Lodging receipts are required for every night claimed. Amounts exceeding the state lodging rate require OMES Form 19E prior approval — download and submit before travel.
Once printed and signed, this completed form must be attached to your procurement request in Ellucian Colleague Self-Service along with all supporting documentation (receipts, Trip Optimizer results, and any exception forms).

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Approval requirements

The budget manager is responsible for approving all USAO travel.
Completed vouchers must be signed by the claimant and, where required, by the approving manager before submission.
By signing, the claimant declares under penalty of perjury that all information is true and correct.

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Reimbursable rates (current)

Mileage: $0.725 / mile (2026) — must use Trip Optimizer lowest result.
Per diem: $68/day standard statewide; $80/day Oklahoma City/Oklahoma County. First and last travel day = 75% of base rate. Meals provided must be deducted.
Lodging: $110/night standard statewide; $116/night Oklahoma City/Oklahoma County. Receipts required.
Out-of-state rates are set by the federal GSA table for the destination city — look up your GSA per diem rates here.

I have read and understand the USAO travel policy rules above. I certify that this travel was authorized, conducted for official USAO business, and that I will submit all required receipts and documentation with this voucher.

Step 2 of 9

Who is submitting this claim?

This fills the top section of Form 19 — your name, vendor ID, and address.

Your full name (claimant) *

Employee ID number

USAO employees: use your employee ID number from HR records.

Agency business unit

USAO agency business unit — pre-filled.

Your mailing address

Your duty station address

USAO duty station address — pre-filled.

Are you a state official or employee?

Yes — state employee / official No — non-employee / guest speaker

Step 3 of 9

Basic trip information

Tell us what kind of travel this was and what it was for.

Nature of official business *

Was this in-state or out-of-state travel?

In-state only Out-of-state only Both in-state and out-of-state

Was a government-owned vehicle used?

Yes — government vehicle No — personal or rental vehicle

Is this claim being assigned to someone else for payment?

No — pay me directly Yes — assign to another party

Step 4 of 9

Travel dates and itinerary

Enter each leg of your trip in order — from your departure through your return.

The form requires you to show each city or location visited with its date. Add a row for each travel day or destination change.

Step 5 of 9

Mileage reimbursement

Complete this section only if you drove your personal vehicle for any part of the trip.

Did you drive your personal vehicle on this trip?

Yes No — skip mileage

Step 6 of 9

Per diem (daily meal allowance)

Oklahoma pays a daily per diem for meals on travel days. Enter any day where meals were not fully provided.

Are you claiming per diem for any travel days?

Yes No — skip per diem

Step 7 of 9

Lodging expenses

Enter hotel or lodging costs. Receipts must be attached to the voucher.

Did you have lodging expenses on this trip?

Yes No — skip lodging

Step 8 of 9

Other travel expenses

Enter local transportation, public transit, and any miscellaneous approved costs.

Local transportation

Receipts required for taxi, shuttle, and rental car.

Taxi

Shuttle

Rental car

Other local transportation

Public transportation (airfare, bus, train, etc.)

Receipts required. Contact the Business Office for airfare booking assistance.

Miscellaneous expenses

Conference registration fees, parking, tolls, business telephone calls, and other approved costs.

Registration fee

Telephone

Parking

Tolls

Other miscellaneous costs

Total local transportation

$0.00

Total public transportation

$0.00

Total itemized misc.

$0.00

Step 9 of 9 — Review & print

Review your Form 19

Confirm everything below, then click "Print summary" to get your formatted cover sheet.

USAO Substitute Form 19 — Travel Voucher Questionnaire