Training and Job Aids
Introduction to Business Travel at OSU: This 10-minute session is recommended for OSU employees that travel or employees that arrange travel for others. New employees or those with busy schedules will benefit from a brief, high level introduction to OSU Business Travel, with policy highlights, useful resources and directions on where to get help.
Business Travel Life Cycle Curriculum: This self-guided curriculum is for employees that travel for business on behalf of OSU or employees that routinely arrange and process business travel on behalf of others. The modules are broken into the 4 steps of the travel life cycle. Learners can add all the modules to their transcript in one curriculum or complete individually.
|Travel 1: Planning Business Travel||Travel 3: Booking & Arranging Business Travel|
|Travel 2: Requesting Business Travel Authorization||Travel 4: Expensing Business Travel|
Workday Additional Workday Job Aids are available at the Administrative Resource Center.
|aUTHORIZATION||eXPENSES & REIMBURSEMENT|
|SA - Create a Spend Authorization||ER - Create an Expense Report (Travel)|
|SA - Find and View Spend Authorization||ER - Find and View Expense Report|
|SA - Edit or Change Spend Authorization||ER - Edit or Change Expense Report|
|SA - Cancel or Close Spend Authorization||ER - Cancel an Expense Report|
|ECM - Find|Create|Change an External Committee Member||ER - Find Reimbursement Payment Information|
Concur Booking Tool
|Completing Your Profile in Concur||Booking Airfare for a Guest|
|Assigning a Travel Assistant in Concur||Changing or Canceling Airfare|
|Booking Airfare for Yourself||Avoiding Basic Economy Fares in Concur|
|Booking Airfare for Another Employee||Optimizing Concur Flight Search Results|
|Cash Advance Process||Mileage Best Practice Graphic Guide|
|Repayment Process for Personal Expense Charged to University Payment Tools (PCard)||Running Historical eTravel data in Tableau|
Workday - Spend Authorization & Expense
Before travel departure, Workday provides system documented authority to partake in business travel and extend funding to support travel costs with the issuance of an approved spend authorization (or SA#), which includes business purpose and expense estimates. Upon extension of travel costs or return from travel, Workday provides system documented reconciliation of travel costs with the issuance of an expense report (or ER). Workday accommodates all university companies (Grants/OSP, Health System and UNIV).
As a self-serve system, Workday features include:
Specific administrative access roles are determined by the unit for the initiation/approval of spend authorization (SA#) and expense reports. See your unit for access.
Business Travel Discounts
University business travelers can realize negotiated discounts on published airfare through the carriers listed below when tickets are issued directly with the university’s contracted travel agencies.
Airport Parking - visit links below for rates, reservations and periodic discounts for parking at the Port Columbus International Airport:
Rental Car - the university’s contracted suppliers for vehicle rental services include: National Car Rental, Enterprise Rent-A-Car and Hertz Car Rental.
To view rates, insurance details or make a business reservation, go to secured login: Rental Car Discounts.
Personal discounts for leisure travel may be found at Ohio State Human Resources (Buckeye Nation Rewards) and are not monitored by the Ohio State Travel Office.
Ground Transportation (Ride Services)