In-State Travel

The costs of the method of transportation (state vehicle) requested are:

• Car - 5 passenger - .45 cents/mile
• 7 –passenger minivan - .59 cents/mile
• 12-passenger van - .76 cents/mile
• 4-wheel drive pickup 5 passenger - .58 cents/mile
• 9-passenger suburban - .62 cents/mile
• 8-passenger Swarm Mobile - .51 cents/mile

In-State Travel Requests are no longer required for Finance Office use.  Departments may continue to require travel requests for budget tracking.

For officers and employees traveling on official state business shall be computed on the following schedule:

Effective October 1, 2024, the maximum in-state lodging reimbursement rate will increase to be consistent with the actual cost of in-state lodging, not to exceed the rate set by the General Service Administration (GSA). The standard rate of $110.00 per night will apply to travel in all counties in South Dakota, except for those specifically listed by the GSA. 

Primary Destination County Maximum Lodging Rate :  Standard Rate Applies for all locations without specified rates $110.00 per night

Counties with Specified Rate:

Deadwood/Spearfish-Lawrence County:  October: $140.00; November – April: $110.00;May – September: $140.00

Hot Springs- Fall River/Custer Counties: October – May: $110.00;  June – September: $161.00

Rapid City- Pennington County: October – May: $110.00; June – August: $158.00;  September: $110.00

• A state employee may be reimbursed at higher rates than the applicable in-state travel, lodging, or meals if it is determined that the higher rates would result in a savings to the state. Requests for prior approval for expenses of higher rates, along with three (3) quotes,  shall be submitted to the Budget Office prior to travel. The Budget Office will obtain the necessary approval, from the state auditor, and notify the requestor. Prior approval of travel expenses is required if a state employee is to be reimbursed at higher rates.
• For use of a privately owned trailer house for sleeping accommodations while on in-state or out-of-state official state travel, an allowance of $8.00 per day plus parking fees and electricity costs, with the total not exceeding $26.00 per day.

Allowance for Meals: effective July 1, 2019

• Breakfast-$6.00
• Lunch-$14.00
• Dinner-$20.00   
• or a maximum of $40.00

Meals allowable:

• Breakfast
  When leaving before: 5:31 am
  When returning after: 7:59 am
• Lunch
  When leaving before: 11:31 am
  When returning after: 12:59 pm
• Dinner
  When leaving before: 5:31 pm
  When returning after: 7:59 pm

• The State Auditor’s Office has provided clarification regarding the reimbursement of breakfast meals during travel:

  Effective immediately, if a meal is PROVIDED while an employee is away from their home station, it cannot be claimed for reimbursement. This includes continental breakfasts, with the only exception being when the continental breakfast is provided by the lodging accommodation—in which case, it is not considered a provided meal and can be reimbursed.

  Notes to help clarify what this means for the SDBOR:

  For a meal to be considered “provided,” the event agenda or program must explicitly list “continental breakfast.” If it is listed, it is assumed to be available to attendees and therefore not eligible for reimbursement.
• If the event offers only light refreshments—such as coffee, donuts, muffins, or similar items—and does not label it as a “continental breakfast,” then a breakfast meal may be claimed as per diem and reimbursed.
• Continental breakfasts provided by lodging accommodations are not considered provided meals and per diem can be claimed for reimbursement

RESERVING STATE VEHICLES

For all drivers and potential drivers of a state vehicle – you will need to UPDATE your profile through the SD Fleet and Tavel Website below.

Copy and paste this website below and complete your profile.

https://sdmotorpool.agilefleet.com/fleetcommander/_Welcome.asp

If you already have the Microsoft Authenticator App on our phone, it will ask you to verify your identity

If you do not, it will prompt you to download the Microsoft Authenticator App (available in your app store) or you can chose “I want to use a different authenticator app” or you can chose DUO or use your phone.

Once you are successful at logging in, it will take you to this sight:

Click on “Make Reservation” on the left-hand side of the screen

It will bring up this page. Click whichever one you need. If you are submitting a reservation for someone else, you will use the “search for Driver” and search by last name to select the correct driver. The driver will have to have a completed driver profile. Click next to continue

Select the correct usage type (Board of Regents) and the correct Site (Spearfish -BHSU).

Click next to continue.

This will be the next page that comes. Make sure to fill in all the correct and required information: date and time of pick-up and return, type of vehicle, number of occupants, MSA (Center Listing Number) [1561 Black Hills State University], account or FOAP number, destination, purpose of trip, and select in-state vs out-of-state. You will have an hour of grace before and after the pick up time, and if you do not pick up keys within hour after pick up time the system will automatically cancel the reservation.

Make sure to schedule pick up time at the time you will be picking up the keys from the kiosk.

Vehicle types

              ½ Ext Cab LB PU = Pick up with Long box

Large SUV = Suburban

Medium SUV = Ford Explorer

Sedan = Car

Small SUV = Equinox or Durango

Click next to continue. The page will give you one last look over all the information for the reservation and if it is correct you can click “Submit request”. If you need to change the information due to error, click “Previous (change Request)”.  Click Sumit on the second page

These steps will schedule a reservation for the driver and assign a vehicle. The keys will be picked up at the kiosk in Life Science entrance. The keys will also be returned to the kiosk there.