Travel

Workday Training at BuckeyeLearn:

Consider these courses based on your role/access in Workday.  An approved spend authorization is required for all business travel prior to incurring costs or commencing trip.

• Spend Authorizations and Expense Reports in Workday
• Approve ​Spend Authorizations and Expense Reports in Workday

Recommended Training:

Consider these workshops for interactive demos and discussion relative to university business travel.  Sessions will resume after Travel Suspension is lifted.

• 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 Spend Authorization in Workday.  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.  Session offerings will resume after Travel Suspension is lifted.
• 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 Workday 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.   Session offerings will resume after Travel Suspension is lifted.

Job Aids

Refer to these job aids to complete tasks properly.

Policy

• Cash Advance Process

Workday 

• Traveler/Worker (Employee)
  • Create a Spend Authorization for Yourself
  • Create Expense Report for Yourself
• Core Users (Arranger/Approver)
  • Create a Spend Authorization for Worker
  • Create an External Committee Member (ECM)
  • Create a Spend Authorization for Non-Worker (ECM)
  • Create Expense Report for Worker
  • Create Expense Report for Non-Worker (ECM) 

​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

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 reconcilation 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.

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 Planners) via online booking tool(link is external) or agent assist(link is external).
• Book Group (10+ pax with same itinerary) Business Travel airfare with the university’s interim contracted agency (Corporate Travel Planners) via or agent assist.
• Book Athletic Team or Athletic Individual Business Travel airfare with the university’s contracted agency (Anthony Travel).
•  

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