An individual is considered in travel status when traveling on official university business whether or not expenses are to be paid by the university. The Ohio State University will pay for reasonable and necessary expenses incurred by faculty, staff, students and eligible guests for authorized business travel on behalf of The Ohio State University. The university’s Travel Policy outlines the policy and processes for traveling on behalf of the university.
Travel should be planned, estimated, and approved prior to the trip. A Pre-trip Travel authorization should generally be entered into Workday via a Spend Authorization.
Types of Travel
Individual Travel
An individual is in travel status when traveling on official university business on behalf of the university. All travelers are required to get pre-approval for business travel and its estimated costs. If the individual desires the university to make advanced payments using university procurement methods (PO, PCard), they must obtain an approved Spend Authorization via Workday.
Group Travel
- Any number of students traveling to the same location, during the same time period, for the same university purpose and are NOT receiving separate reimbursement. This could include faculty/staff serving in a supervisory capacity.
- Employees who are traveling to the same location, during the same time period, for the same university purpose and are having 1 individual cover all the costs of the trip for the entire group.
If the planned trip meets one of the criteria listed above, you may follow the group travel processes. If it does not meet the above definition, you must follow the individual travel process. Any questions can be referred to your department’s business office or the PSSC.
Related Documents
- Travel Comparison Worksheet - Fillable PDF - Download and save to network folder before use or distribution. Must be stored in Workday at the Spend Authorization and/or Expense Report to document relevant comparison.
- Travel Cost Comparison Guide - Use this guide in conjunction with the Travel Comparison Worksheet to document various cost comparisons associated with travel expenses when personal travel is combined business travel or when driving expenses need to be compared with airfare expenses.
Contact PSSC
201 Stores & Receiving Building
2650 Kenny Road
Columbus, OH 43210
Fax: 614-247-2370