Complying with Travel Policies

The University has several policies and procedures related to reimbursement and prepayment of travel expenses. The following guide is designed to assist travelers with policy compliance, to avoid exceptions to University policy.

Please review the FAQ guide titled Avoid Exceptions, for a summary of the exceptions most common to EHE.

What are some best practices to avoid violating University travel policy?

• Obtain Travel Pre-Approval – The University requires travelers to obtain approval from their department chair or supervisor before their trip occurs. This approval needs to come through https://etravel.osu.edu/travel/ (preferred) OR a business leave request.
• Avoid Late Reimbursements (over 90 days) – The University requires travelers to turn in receipts if requesting reimbursement within 90 days of their return. Receipts can be emailed, mailed or dropped off to the EHE Service Center in 350 Campbell Hall.
• Hotel Nightly rate is within limits – The University requires travelers to obtain nightly hotel rates below 2x the federal lodging rate for that city or obtain the conference rate for the hotel. Hotel nightly rates above 1.5x the federal lodging rate require additional business purpose.
• Flights and Rental Cars – The University requires travelers to book flights and rental cars through our travel agent, CTP, regardless if requesting for prepayment or reimbursement. Additional restrictions:
  • Rental Cars: The University requires travelers to obtain the DW/CDW/LDW and liability insurance, regardless if your personal insurance covers car rentals. Book on the CTP site and OSU discounts and insurance is automatic.
  • Airfare: Must use CTP to book flights. The University requires travelers to purchase economy flight seats for all domestic and under 5 hour international flights. International travel over 5 consecutive hours can upgrade to business class seating. Preferred seating (even if required by airline), airfare insurance, TSA pre-check, Global Entry and CLEAR membership expenses are not reimbursable.
• Reasonable transportation expenses – The University allows for transportation expenses for travelers, including taxi, Uber, and Lyft. As these expenses can fluctuate depending on demand, city, and other factors outside of the traveler’s control, higher expenses are expected but are requested to be reasonable. An example of an unreasonable transportation expense is upgrading the service provided (Lyft Lux, Uber Black, Black Car taxi service, etc.) instead of the standard service.

Resources:

• https://portal.ehe.osu.edu/finance/service-center for information and forms from the College
• Federal Lodging & Per Diem rates https://www.gsa.gov/travel/plan-book/per-diem-rates (Meal rates =“M&IE”)

Need hands-on help with general purchasing requests? Contact Melissa Savage (Savage.151@osu.edu) in 149 Arps Hall to set up a meeting to discuss best practices or to receive a tutorial regarding the eRequest system.