Travel

Training:

• Travel Workshop Introductory (classroom) - This  workshop explains the fundamentals of business travel for Ohio State; covering the Travel Policy and specific travel resources for developing a travel budget and initiating the Travel Request for Authorization.  In addition, the session includes a demonstration of travel booking through the university's Travel Agency for Individual Business Travel and their online booking tool for air, hotel, and rental car.  Targeted to the new traveler, arranger or those participants interested in a refresher in the basics of traveling on behalf of Ohio State.  Register for classroom training or Login for pre-recorded webinar. 
• Travel Workshop Advanced (classroom) - This workshop is targeted to the experienced traveler, arranger or those participants with a good understanding of Travel Policy and familiarity with the eTravel System and Concur booking tool.  Participants should be prepared for an interactive group discussion and are encouraged to bring examples and/or questions to share for consultation.   Register for classroom training.
• Travel Policy Training (online course) - this course is targeted to travelers and administrators responsible for processing or approving travel related expenditures. Login to the online course.
• eTravel System Training (online courses) - these courses are critical to the proper use of the eTravel System and should be completed by anyone with a system access role.  Login to the online course.
   

Learn more about other courses offered in BuckeyeLearn by visiting Financial Training.

Resource Guides

• eTravel System - for step-by-step guides for using the eTravel System, visit ASSIST
• 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 Travel Guides
  • Hotel Check-In/Check-Out Guide (Direct Bill Payment)
  • Mileage Best Practice Graphic Guide

eTravel is the university’s web-based system that documents business travel authorization (including business purpose and expense estimates) and associated expense reports (e.g. reimbursements). The system was designed to accommodate all university business units (OSURF, OSUMC and UNIV).

System features include:

• Access to view one’s own travel history
• Access to administer authorization/payments on behalf of travelers
• Generate T# authorization
• Check status on reimbursement

Specific administrative access roles are determined by the college/vp area for the initiation/approval of travel requests (T#) and payments.  See Training & Resource Guides for Assistance.  

E-TRAVEL LOGIN 

Travel discounts are available for authorized business travel with the following expense types:

Airfare Discounts

University business travelers can realize negotiated discounts on published airfare when tickets are issued directly with the university’s contracted travel agencies.

• Book Individual Business Travel airfare with the university’s contracted agency (Corporate Travel Planers) via online booking tool(link is external) or agent assist(link is external).
• Book Group Business Travel airfare with the university’s group contracted agency (STA Travel) with the submission of a Group Travel Request Form.

Using one of the carriers listed below through the university’s contracted agencies not only ensures discount on the fare purchase, but as the university’s spend with these carriers increases in volume, the university can leverage more substantial discounts in the future.

• 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.  See Concur Booking Tool for options.
• 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: 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.

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

A variety of Travel Reports are available through eReports.  For information regarding how to run reports, visit eReports ASSIST.

• eTravel Travel Report: Travel Requests (TLV100DW) - The Travel Requests report provides information for all Travel Requests entered into eTravel.  Results are returned based on trip Departure and Return dates.  This report must be ran separately for each business unit (UNIV, OSUMC, OSURF). 
• eTravel Travel Report: Payment Requests (TLV100DW) - The Payment Requests report provides information for all Payment Requests entered into eTravel.  Results are returned based on trip Departure and Return dates.  This report must be ran separately for each business unit (UNIV, OSUMC, OSURF). 
• eTravel Travel Report: Exception Report (TLV100DW) - The Exception Report returns all eTravel Payment Requests that have been marked with exceptions.  Results are returned based on trip Departure and Return dates.  This report must be ran separately for each business unit (UNIV, OSUMC, OSURF).  This report can be used to analyze trends (e.g. type of policy violations, traveler, department, etc) in policy exceptions. 
• eTravel Travel Report: Ready for Reimbursement (TLV100DW) - The Ready for Reimbursement Report shows all eTravel Travel Requests whose trip return date have passed, but for which no Payment Request has yet to be entered..  This report must be ran separately for each business unit (UNIV, OSUMC, OSURF).  This report can be used to identify Travel Requests that are approaching the 90 day policy limit for reimbursement as well as identifying trips that should be marked as “Closed” or “Cancelled” within eTravel.