Frequently Asked Questions

The Travel Initiative began on Aug. 1, 2018. 

Read the message from Provost Bruce McPheron and interim CFO Michael Papadakis.

The Travel initiative requires university-wide utilization of Ohio State's travel partners (also known as university contracted agencies) for business travel expenses such as airfare and rental car to support the strategic focus on operational excellence and resource stewardship. 

Read the message from Provost Bruce McPheron and interim CFO Michael Papadakis

• Airfare for individual business travel must be purchased through Corporate Travel Planners, using its full service agent assist or online booking tool (Concur). People may continue to directly arrange local flights within countries where booking through outside travel agencies is impractical. See the details.
• Vehicle rental for university business must be reserved through the rental car agency website for most reservations or through Concur when reserving rentals associated with airfare. 

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Yes.  A personal credit card can be used when booking business airfare with CTP's full-service agents or in the online booking tool (Concur).  Personal funds used for travel expenditures, including airfare, must be processed on an expense report.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

No. University employees are encouraged to purchase guest (non-employee) airfare through Ohio State's travel partners, but doing so is not required.

The travel initiative does not apply to lodging. Travelers may reserve lodging through any source using the PCard or personal credit card.  However, contracted travel agencies provide access to more than 70,000 discounted hotel rates. 

Yes. In cases when personal time is added to university business travel, any cost variance in expenses such as airfare, vehicle rental, and/or lodging must be clearly identified and documented in your spend authorization in Workday to validate that the personal time does not add additional cost to the university.  At time of airfare purchase, CTP's full service agents can split the transaction between the business payment method and a personal credit card for the additional cost due to personal time (exceptions may apply with select airlines). 

See the travel policy for alternative options or contact the university Travel Office.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

In the vast majority of cases, flights booked through Corporate Travel Planners (CTP) full service agents or its online booking tool (Concur) cost the same or less than they would through third-party websites. While exceptions may exist, these typically involve unacceptable conditions for business travel, such as nonrefundable fares, “hidden” fees that explain the cost differential, or restrictions that are impactful to meeting the core needs of business travel.

In side-by-side comparisons of total costs, the university has confirmed that fares offered through CTP full service agents or its online booking tool (Concur) are usually comparable or less expensive than those advertised on third-party (reseller) sites.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Corporate Travel Partners (CTP) provides access to more than 1,000 domestic and international airlines through its full-service agents and the online booking tool (Concur). 

If you cannot find the airline you are seeking within Concur, try these options:

1. Refer to the Job Aids to ensure the appropriate search/filter techniques are applied to optimize your results.  Particularly if you are booking an international flight, you may want to try your search again after unchecking the “Flights w/ no double connections” box in Concur to see all options.
2. Contact the Concur help desk (877-727-5188; hours 8:00am - 7:00pm EST) for assistance with system rules or technology issues that may be affecting your search results. 
3. Contact a CTP full service agent for assistance. Agents often can assist in cases when the airline is not listed in the online booking tool (Concur).  
    

Most established airlines are available through CTP/Concur, but there are exceptions.  These include airlines that have been deemed by the university, to lack a record of consistent service, no-frills airlines that make up for low-cost fares with a variety of “hidden” fees, and some international airlines that have payment processes that conflict with university policy.

The university has an obligation to ensure a certain level of service among the carriers used for business travel.  If you believe that an airline has been improperly excluded, please contact the university Travel Office.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

The Travel Office offers a variety of training options, from in-person workshops to online courses, as well as a number of self-service guides. In addition, the Travel Office can schedule custom sessions with colleges or units that request them.

• See the training options

Yes. International flights for individual business travel can be booked through CTP’s full-service agents or the online booking tool (Concur).

These capabilities apply to flights to and from the United States and within many countries. CTP provides access to more than 1,000 domestic/international airlines and is available 24/7 and 365 days a year.

Note: The university recognizes that local travel within some countries requires the use of small airlines that are best booked on location and on short notice. In these cases, where use of an outside agency would be impractical, there is an exception process. 

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Yes.  In the instances when you wish to secure adjacent booking/seating for spouse, kids, other family members or others, you will need to contact a full service agent with CTP by phone/email who will service the business portion of your trip (collect SA# and validate employee credentials) and then service the portion for your spouse/family/other – ensuring that seating assignments are as requested and have similar itineraries.  An agency fee is applicable to travelers without a SA#.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

No – the initiative will have a variety of benefits by approaching universal use of our university-contracted travel agencies.

Some are financial. Ohio State has negotiated discounts through airlines that are not being fully utilized, and these benefits will grow if we all book travel in a consistent manner.

But universal use of these contracts has non-financial benefits too. For instance, the university can better support travelers during emergencies (e.g. COVID-19) to ensure duty of care needs are met when booking through one of the contracted travel agencies.

If you purchased airfare outside of CTP/Concur after Aug. 1, 2018, you ultimately will not be reimbursed for that cost. 

In the first two instances that you buy airfare outside of the policy, the travel office will send an email to you, your supervisor and the fiscal officer in your area that reiterates the policy. In the third instance, the university will not reimburse you for the cost of your airfare.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

No.  Airfare must be purchased through a CTP full-service agent or Concur using the preloaded cards applicable to business travel.  PCards issued to Ohio State employees cannot be used to purchase airfare from any source and will be audited to the same compliance review as airfare purchase.  Failure to comply may result in the revocation of the PCard.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Yes. All fares, including basic economy, are eligible for purchase. 

When using Concur, a warning is provided to inform you that there are limitations with Basic Economy fares, including that there would be no refund in the event of cancellation.  If the fare meets your business need and you are willing to accept the risks, simply acknowledge that you understand the restrictions and continue with the purchase.  If you are an arranger and booking on behalf of a traveler, be sure they understand the restrictions that may impact their travel.

Determine if the host/3rd party requires use of their contracted agency. 

• If yes, documentation is required to demonstrate requirement that prevents use of the university's contracted agencies.  
• If no, OSU employees must procure airfare through the university contracted agencies to be reimbursed by the host/3rd party.