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Travel Procedures for Graduate Students
2007-2008

The Procedures For Receiving Support are as follows:

1. No later than three weeks before the activity, fill out the Travel Request Form showing all information concerning the activity with documentation and projected costs. The form is available from Tammy Jones, the department secretary, and should be returned to her with the requested information. See below for specifics on each item. The department secretary will then submit the form for approval to the Chair. If this step is not complete, a T number will not be issued and no travel reimbursement will be processed. T numbers cannot be issued after the travel is in progress.
   
   
2. During your travel, keep a log of expenses and all original receipts (except for meals). Alcohol is not reimbursable under any circumstance.
   
   
3. After returning, prepare an expense account outlining your expenditures and the amount of reimbursement. You may use the Travel Expense Summary Form attached to the Travel Request Form which are also available from the department secretary.
   
   
4. The Department will maintain a running account of each faculty member’s expenditures for the year. Unless specifically exempted, faculty are personally responsible for any expenses beyond their annual limit.
   
   
5. Travel to the destination site will be at the lowest possible rate, whether by auto or by air. For example, if you are out of town and need to travel to another destination for a conference, please check the price of an airline ticket traveling from where you are currently. More than likely it is not cheaper to drive to Columbus to take a flight from Port Columbus to your next destination.
   
   
6. If you choose to travel with your family, only expenses for the OSU Employee are eligible for reimbursement, including, but not limited to: airfare, lodging (with appropriate receipt), per diem.

Airfare

State regulations require that professional travel be authorized by the University Travel Office prior to departure and not after the fact. All travel must be at the lowest published airfare. You may follow either of the following options:

1. You may order a pre-pay ticket yourself either by cash or credit card. If you do this, you must still receive authorization for reimbursement prior to departure, which means filling out the Travel Request Form that the Department uses to contact the University Travel Office. All handling of the ticket is your responsibility. If prior authorization had been cleared, you will be reimbursed following submission of the airline receipt after your travel.
   
   
2. You may receive a pre-paid ticket from the University without having to disburse any of your own funds. In this case, at least three weeks prior to departure, submit the Travel Request Form to the department secretary with all basic information about travel days and preferred times. Include your social security number and documentation for the trip (invitation, copies of relevant pages from program, registration receipts, etc.). It will then be submitted to the Chair for approval. If all is in order, the Department submits the order to the University Travel Office, which clears the ticket through its travel agency, and the ticket is delivered pre-paid to the department secretary, unless it is a paper ticket. A paper ticket must be picked up a the travel agency. The ticket should be received two weeks before the travel date. In all cases, keep the airline receipt or ticket stub for later billing purposes.
   
   The Ohio Ethics Commission has ruled that frequent flyer miles earned on tickets purchased by the University may not be used for personal travel.

Rental or Personal Car

Automobile travel must also be cleared through the above procedure. Mileage is subject to change and is currently paid at $0.445 per mile. Either gas receipts OR mileage is reimbursable for a personal vehicle – not both. Mileage to most cities in the region is pre-determined at the OSU Travel Office. Call 292-4186 or visit the OSU Travel Web site to determine the mileage for your situation.

Reimbursement for a commercial rental vehicle as a primary mode of transportation is authorized only if the rental vehicle is more economical than any other type of public transportation or if the destination is not otherwise accessible. Vehicle rental at a destination city is reimbursable. Original receipts are required. The University authorizes reimbursement for entry-level or the most economic vehicle available. In certain circumstances larger vehicles may be rented, with departmental approval. The rental agreement must clearly show the date, the points of departure/arrival, as well as the total cost. Drivers must adhere to rental requirements and restrictions must be followed. Original receipts are required. Travelers are encouraged to utilize the University’s Motor Pool. Motor Pool expenses can be prepaid and do not require out of pocket costs for the traveler. National Car Rental and Avis offer the University corporate pricing discounts and supplemental Collision Damage Waiver (CDW) and Lost Damage Waiver (LDW) insurance packages, at no additional cost, when the University’s Corporate Discount Number is provided at the time of reservation. These packages supplement, where present, the traveler’s personal automobile insurance.


Drivers should be aware of the extent of coverage (if any) provided by his/her automobile insurance company for travel that is business or not personal in nature. Parking fees, tolls and other incidental costs associated with the vehicle usage are not covered by the rental agreement. Travelers are strongly encouraged to fill the gas tank at a service station before returning the vehicle to the rental agency to avoid service fees and expensive fuel rates.

Per Diem

The federal domestic rates of per diem are located at the government Web site . For foreign amounts, please use this Web site . Per diem amount reimbursed is based on 90 minutes before the traveler’s flight departs and 30 minutes after the return so therefore an itinerary must be furnished. If the traveler is not flying, per diem percentage amount is based on when the traveler leaves his/her home. Food receipts are not needed. For in-state travel without an overnight stay, per diem will not be paid.

Departure Day


Return Day

Lodging

List the hotel where you are staying with rates on the Travel Request Form. Out-of-state, the individual is allowed actual costs; in-state, the University permits a maximum of $75.00 per night, plus tax. Those staying at private residences charging a fee in-or out-of-state are allowed $15.00. Receipts are required for all lodging. If a one-night extension will reduce the airfare by more than the hotel rate, the Department will reimburse for an extra day. Please note that reimbursement for lodging will only be paid for the OSU employee and so an individual itemized receipt is necessary for the traveler to ensure correct reimbursement.

Airport Transportation

Airport transportation must be via the lowest available means. Original receipts are required and must have payment type (credit card info with last 4 digits) and cost indicated. Rental cars are not considered an eligible expense where more economical means are available. Request for reimbursement of a rental car must be in writing to the chair outlining the reason for a need to use a rental car. For reimbursement of taxi expenses, please have original receipts for total costs in excess of $25.00.

Absence From Duty Form

Before departing, you will need to fill out an Absence from Duty Form, available from the Administrative Assistant, detailing the way in which your duties will be covered during your absence. Your filing of this form in a timely manner allows the Department to guarantee the continuity of all operations.

Travel Expense Summary Form

On returning, fill out the Travel Expense Summary Form, attach original receipts, and submit to the departmental secretary. Missing documentation may mean that you will not be reimbursed for that item.

Reimbursements should be requested within a reasonable period of time following the travel, if possible, in no more than a week. The University has a 90 day time-limit on requests. Please expect a minimum of 4-6 weeks for reimbursement of expenses after the Department has submitted the form to the OSU Travel Office. If you need any help or information, please don’t hesitate to see the department secretary.