EHE Travel Summary & Steps

The following is the step by step process and applicable help guide regarding travel.

1. Get pre-approval for your travel:
   • Travel is required to be pre-approved. You can do this by submitting your estimates via eTravel prior to your travel occurring. Submitting your eTravel will create an “R #”.
   • Plan ahead. Approval can take as much as a week or more to be fully approved
    
2. Receive your T#
   • A fully approved eTravel will generate a T# via an automated email from the system.
    
3.  Reserve/Book travel arrangements – you have three options to use for purchasing methods, you can use any combination of the three for your trip.
   • Use your T# and book through CTP, OSU will pay on your behalf
        i. Book flight through CTP
        ii. Reserve Rental car through CTP (must also purchase flight) and use Enterprise/National, also required to obtain DW/CDW/LDW insurance regardless of private insurance plans. Book using the online tool and the OSU contract which includes insurance is automatic.You will still need to pay for the rental car at time of service and submit the receipt.
        iii. Reserve hotel through CTP and contact the Service Center to create the PO
   • Request OSU to prepay for other expenses of travel (UNIV funding only)
        i. Reserve hotel with purchasing card. This will also require a credit card authorization form from the hotel
        ii. Register for conferences
   • Or use your personal funds to be reimbursed after travel occurs
        i. Still required to use CTP for flights
             i. Still required to use Enterprise/National for rental cars. Also required to obtain DW/CDW/LDW insurance regardless of private insurance plans. Book using the online tool and the OSU contract includes insurance automatically
    
4. Travel
    
5. Request Reimbursement from OSU within 90 days of return
   • Submit receipts to the EHE Service Center with your T#
        i. If requesting per diem, include details on what meals were provided as well as your flight itinerary to verify travel times. Receipts for each meal are not required if requesting per diem
        ii. Receipts should be final and show payment method (credit card & last 4 digits), vendor, itemized details of what was purchased
        iii. Include business purpose information on Taxi/ride share receipts on why it was needed (i.e. from airport to hotel, or to/from dinner, etc)
        iv. If submitting receipt for a business meal, include attendees

Please contact Melissa Savage.151@osu.edu if you have any questions regarding the travel process, policies or procedure.