Travel

Travel Training Modules at BuckeyeLearn:

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 2:  Requesting Business Travel Authorization
• Travel 3:  Booking & Arranging Business Travel
• Travel 4:  Expensing Business Travel

Job Aids

Refer to these job aids to complete tasks properly.

Policy

• Cash Advance Process

Workday 

​Additional Workday Job Aids are available at the Administrative Resource Center.

Concur Booking Tool

• Completing Your Profile in Concur 
• Assigning a Travel Assistant in Concur 
• Booking Airfare for Yourself 
• Booking Airfare for Another Employee 
• Booking Airfare for a Guest 
• Changing Airfare (Cancellations or Itinerary Changes)
• Concur Tips & Tricks 
• Avoiding Basic Economy Fares in Concur 
• Optimizing Concur Flight Search Results

General 

• Mileage Best Practice Graphic Guide
• Running Historical eTravel data in Tableau 

Workday is the administrative technology that will serve as the single system for the university’s business operations in finance, human resources, payroll and supply chain.

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:

• Access to generate spend authorization (SA#) by the traveler (or a delegate when appropriate)
• Ability to generate expense report by the traveler (or a delegate when appropriate)​

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.

Airfare 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.

• American
• Delta
• Southwest
• United
   

Airport Parking - visit links below for rates, reservations and periodic discounts for parking at the Port Columbus International Airport:

• Thrifty
• Parking Spot
• Columbus Airport Lots
   

Hotel/Accommodations

• National hotels may offer discounted rates for university business-related travel when booked with the university’s contracted travel agencies.
• Local (Columbus area) hotels may offer discounted rates for university business-related travel.  See Contract Book for options.
• When making reservations inquire about educational institution or government rates (if applicable to the hotel franchise).  Be sure to check with the hotel before departure to ensure an OSU ID is acceptable form of government ID for check-in.
   

Rental Car - the university’s contracted suppliers for vehicle rental services include:  National Car Rental, Enterprise Rent-A-Car and Hertz Car Rental.

• Before making a reservation, review the university's business vehicle rental FAQ and Business Rental Summaries for more information on benefits, insurance, international rentals and other general information.
• University business travelers should refer to the Travel Policy and other related policies prior to incurring vehicle rental expenses. Note:  University insurance requirements noted in the Travel Policy may not be included with international rentals.  Additional fees and insurance requirements may be applicable to the laws of the country/region.

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)

• Lyft offers a variety of transportation options through Ride Smart, Lyft Concierge, Lyft Pass and more.  Get more information.

Per Diem Rates 

• Domestic
• Foreign

International Resources

• Center for Disease Control and Prevention
• Foreign Currency Converter
• Foreign Languages Translation for Travelers
• State Department Passport Information
• State Department Travel Advisories
• Visa and Passport Service

Transportation Resources

• Airline/Airport
  • Airport Codes
  • Transportation Security Information (TSA)
• Charter Bus
  • TTM Charter Bus Fleet
  • OSU Contracted Bus Fleet
• Mileage Rates