UCO Travel

*If you have NOT had the new TEM Module training, please access the Learning Center for training. You can find the training by searching "Travel and Expense" and choosing the Instructor Led Training labeled "UCO Travel and Expense Management".*

The Travel and Expense Management (TEM) module is used to manage all travel and travel-related expenses. Users can manage travel funds, create travel authorizations, create reimbursements, generate expense reports, and submit approvals. Follow these instructions to complete travel payment tasks. If you have additional questions concerning travel, contact the Travel office at 405-974-2493.

If you are assigned with the responsibility of completing travel for those in your department, and you have NOT attended a training session for the Banner Travel and Expense Management System, please contact the Travel office, or visit the Learning Center.

If you are trying to access the TEM Module from outside the UCO campus, please click here to use VPN to access the system.

If you are unable to access the Travel and Expense Management module, please visit the UCO Help Desk.

For general travel information, please see the Travel Policies and Guidelines tab.

Refer to the Learning Center for all TEM instructor led training sessions and online modules.

Travel Updates

November 8, 2017

Effective January 1, 2018 through December 31, 2018, the mileage reimbursement rate of $0.47 previously established by OMES will remain the same.

October 19, 2017

To guarantee payment prior to the holiday breaks, all required supporting documentation must be attached, completed, and approved.

Travel will guarantee reimbursement, prior to the holiday breaks, provided requests are submitted by:

  • November 7th, 2017: Deadline for Reimbursement, prior to Thanksgiving Break
  • November 21st, 2017: Deadline for Reimbursement, prior to Winter Break

September 18, 2017

Recent changes at the state have limited UCO’s access to several local travel agencies. At the same time, UCO will be transitioning to a more robust travel system in the coming months. This combination of events led UCO to partner with Ethel’s Travel Haus for the interim period. Until further notice, please direct all travel agent inquiries to Ethel’s Travel Haus (405-340-4040).

We apologize for any inconvenience this short notice may cause. On the brighter side of things, we were able to reduce the per item ticketing fee from $25.00 to $12.50.

If you have any questions or concerns, please feel free to contact our campus travel professionals or me directly.


David Young, CPO
Director of Procurement Services 

  • EFFECTIVE OCTOBER 1, 2017 - SEPTEMBER 30, 2018: Current CONUS rates for Oklahoma per day

    • Standard
      • Lodging is $93
      • Per Diem is $51
    • Oklahoma City
      • Lodging is $95
      • Per Diem is $59
  • Travel Office Reminder - If you are traveling in July or after, please remember to set your TEM report date to July 3 so that any out of pocket expenses are encumbered in FY18.

  • EFFECTIVE JANUARY 1, 2017 – December 31, 2017 - Current Mileage Reimbursement Rate at $0.47

    OMES has announced a decrease in the mileage reimbursement rate, effective January 1, 2017, to $0.47 per mile.  This is a decrease from the 2016 rate of $0.54.  The new rate is for travel incurred on or after January 1, 2017, not your 2016 travel reimbursement claim vouchers submitted after January 1. 

  • The ‘Travel and Expense Module’ (TEM) is now accessible to off-campus customers.  Mac users are recommended to use Firefox while Windows users will  have better results with Internet Explorer.  Unfortunately, TEM is not yet available for mobile devices.

  • Oklahoma has very recently passed legislation that impacts travel reimbursements.  These changes are so new that the Statewide Accounting Manual does not include them.  Here are some of the highlights from House Bills 2435, 2619, and 2704:

    • Travel claims and vouchers may now cover more than 30 days.  However, one claim cannot cover more than one fiscal year.

    • Rather than using map mileage for travel between cities and vicinity miles within a locality, the traveler must track actual business miles based on a recognized GPS system. (We recognize that for some travel GPS is not currently available and that occasionally minor detours are necessary.  GPS miles should be used when available.)

    • When GPS is not available, actual miles per the odometer will suffice as long as no personal miles are included and every travel point is documented.

    • Travel claim must include a log of each location of travel and the associated miles. 

    • For agencies that have travelers that drive over the state but not to specific addresses, a description of the destination will suffice (e.g. ‘2 miles north of Ada’).

    • Attaching GPS printouts to travel claims will not be required.  Transaction Processing will be performing sample audits of mileage to compare reported miles to a GPS system for reasonableness.

    • Mileage reimbursement rate - OMES is still researching this issue and plans to make an announcement in December.  Any change in the mileage reimbursement rate will be effective Jan.1.  (We have been advised to expect a decrease in the mileage reimbursement rate.)

  • EFFECTIVE JUNE 29, 2016 - Revised "Travel and Expense Module Training Manual" available 

  • EFFECTIVE JUNE 7, 2016 - Revised "Helpful Tips for Out-of-State Travel Requests" &  "Helpful Tips for Travel Reimbursement" available under Preparing for Travel

  • EFFECTIVE FEBRUARY 18, 2016 - Revised OSF 19 Form available.

  • EFFECTIVE JANUARY 1, 2016 - Current Mileage Reimbursement Rate at $0.54

The Internal Revenue Service has announced a decrease in the mileage reimbursement rate, effective January 1, 2016, to $0.54 per mile.  This is a decrease from the 2015 rate of $0.575.  The new rate is for travel incurred on or after January 1, 2016, not your 2015 travel reimbursement claim vouchers submitted after January 1. 

  • Vehicle Tag Number Required

If any mileage is claimed on Out of State or In State travel, the tag number must be noted on the reimbursement form. This also includes state vehicles. YOUR REIMBURSEMENT WILL NOT BE PROCESSED WITHOUT THIS INFORMATION.

  • Travel Emergencies:

    • Call 911 for all life threatening emergencies
    • For problems with hotel and/or flight reservations during normal business hours, contact the Travel Department at (405)974-2493 or (405)974-2397
    • Contact your immediate supervisor, department director, or financial manager regarding how to handle travel delays or extensions
    • Travelers are reminded to confirm hotel and flight information at least 48 hours prior to departure

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