REDISCOVER TRAVEL. Tools, tips and hints of traveling at OSU
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1 REDISCOVER TRAVEL Tools, tips and hints of traveling at OSU
2 Travel at OSU Planning - Know before you GO Before the Trip During the Trip After the Trip
3 Planning -Know Before You GO What is the business purpose? Funding Source Is there restriction? Grant funds Is travel approved in the budget? Fly America Act Is it foreign travel? What is the budget for travel?
4 Planning -Know Before You GO What authorization is needed? All travel must be authorized International Travel on a Grant Notify Risk Management for International Travel Know who the travel coordinator is for your Department
5 Planning -Know Before You GO Where are you traveling to? Overnight? High Rate Location? What are the per diem rates? Meals/Incidentals Lodging Conference
6 Planning -Know Before You GO How are you getting there? Planes Trains Automobiles
7 Before the Trip Reserving your travel itinerary Direct Billing Current Contracts (Buy Orange) Campus Resources
8 Direct Billing Many vendors can bill OSU directly Hotels Airfare Car Rentals Ground Transportation Some expenses may not be eligible for direct billing
9 Contracted Travel Agencies Know who your airfare authorizer is City-Pair Fares Book up to the day of the flight Cancel or rebook - without penalty Fully Refundable and Transferable
10 Car Rentals Online reservations Direct Billing Non-Bill Business Use Personal Rental Online reservations On-campus office 24 hr assistance Fuel included in rate Know your index and activity code before reserving!
11 Example Scenario: Traveler: Jane Doe Business Purpose: To present paper at Annual Conference. Funding: XYZ10A Location: Baltimore, Maryland When: 11/27-11/30 Budget: $2,000 Estimated Cost: Conference Registration $250 $177/night x 3 = $531 $65/day x 4 = $260 Airfare / roundtrip plus $545 Baggage $25 Shuttle to / from Hotel $50 Shuttle to / from $85 Car Rental in $32/day x 2 days = $65 Gas for $ 25 Total Estimated $1836
12 Travel Itinerary Make Reservations Hut Shuttle to PDX Airport Book Flight from PDX to Baltimore, Maryland. Enterprise Car Rental 3 Nights Lodging at Conference Hotel
13 PaCS Travel Services - BUY ORANGE
14 Campus Resources Credit Cards Travel Advances Risk Management Student Health Services
15 Credit Cards Procurement Cards (Pcards) Can be used for conference registration only Corporate Travel Cards Can be used for business travel expenses Personally liable for card Student Group Travel Cards Departments Business Affairs
16 Travel Advances Who qualifies? Employees over 0.50 FTE Grad Assts at 0.49 FTE On behalf of unqualified individual (Dept. Travel) What qualifies? $250 minimum Travel over 5 days Previous advances have been settled Documentation Breakdown of expenses Signatures are required
17 Risk Management Department International Travel Vehicle Accidents Complimentary insurance coverage Supplemental Accident and Sickness insurance coverage Coverage can extend to personal travel Coverage when driving vehicles for official university business (regardless of ownership of vehicle)
18 Student Health Services Travel clinic for faculty, staff, students traveling internationally Pre-Travel Consultation Vaccine Protection International resources Emergency Preparedness
19 Emergency Preparedness Things Happen Know who to contact Change in Plans Natural Disasters Emergency Evacuations Medical Emergencies Lost passports Department Staff Risk Management Travel Agency Airlines Travel Coordinator
20 During the Trip Remember to track out of pocket expenses Itemized receipts required Lodging Ground transportation Miscellaneous expenses Itemized receipts not required Meals (unless hosting or group) Incidentals
21 After the Trip Documentation Descriptive business purpose Itemized receipts Proof of payment Mileage (Oregon mileage chart, odometer logs, Google Maps) Sensitive Information Foreign travel authorization
22 After the Trip Request must be submitted within 60 days after the trip has been completed Submit request via Travel Reimbursement Entry System (TRES) or Travel Reimbursement Form (OSCAR) Reimbursement request must be signed by traveler and budget authority Documentation must accompany reimbursement request
23 After the Trip TRES tips Know your travel coordinator Use the list of locations Per diems are imbedded TRES online resources Account Codes Destination determines account code Other expenses
24 Resources BaFF Travel: FIS Policy: Grants Policy: OUS Travel Policy: PaCS Travel: Risk Management: Student Health Services:
25 Business Affairs Travel Page
26 Contacts General Travel Policy and Procedure Questions Stephanie Smith RaeLee Aguilar Treasure Hunt Autopays Siora Arce Pcards Rose Hamilton Grants and Gift Funds OPAA
27 QUESTIONS??
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