The following words and terms, when used in this chapter, shall have the following meaning, unless the context clearly indicates otherwise:

"Agency" means any department, office, board, commission or institution of the State.

"Director" means the Director of the Office of Management and Enterprise Services.

"Employee" means any individual whose reimbursement for travel expense is computed and subject to the State Travel Reimbursement Act, except:

1. (A) Those individuals due compensation for travel or other services subject to the Central Purchasing Act.
2. (B) Individuals providing services to the state for which compensation is not paid on a payroll including volunteers and/or recipients of public assistance programs.

"Make payment" means to mail, transmit, or deliver settlement to a vendor.

"Proper claims" means any individual whose reimbursement for incurred expenses for travel supported by all requisite documentation and complete in all respects for processing for payment, in accordance with the State Travel Reimbursement Act, and covers periods of travel beginning November 1, 1986, or later.

"Proper invoice" means any invoice which is complete in all requirements for processing for payment in accordance with the terms of appropriate contracts or purchase orders and applicable State or Federal statutes, including but not limited to such documentation as may be required. This definition shall include properly documented, standard, notarized claim forms, commonly known as "Form 3 Claims."

"Receipt of a proper claim" means actual receipt of the proper claim by the first office or official in an agency where the employee is required to submit the claim, by agency procedures, to obtain reimbursement for travel expenses.

"Receipt of a proper invoice" means actual receipt of the proper invoice by the payment office designated by the agency in appropriate contracts or purchase orders.

"Vendor" means any supplier of goods or services to the State, except:

1. (A) employees of the State for payroll, travel, or other reimbursement purposes;
2. (B) recipients of entitlement or benefit payments;
3. (C) recipients of grant funds from agencies who are acting as the administrative vehicle by which the grant funds are passed through to the grantee; and
4. (D) vendors providing goods or services in conjunction with public construction are specifically excluded from these procedures.

Amended at 30 Ok Reg 1112, eff 7-1-13