Travel Newsletter - October 2019
The latest news and information for Ohio State business travelers. This issue contains the following articles:
- Important! TSA REAL-ID Travel Requirements
- When is a Cost Comparison Required
- Before you go: Check Your Trip Itinerary!
- Travel Information Sessions Coming in 2020!
- Upcoming Training Opportunities
The Transportation Security Administration (TSA) is reminding travelers that, beginning October 1, 2020, every traveler must present a REAL ID-compliant driver’s license, or another acceptable form of identification, to fly within the United States. Enforcement begins in 12 months at all U.S. airport checkpoints.
REAL ID-compliant licenses are generally marked by a star on the top of the card. Travelers who are not sure if their ID is compliant should check with their state driver’s license agency.
For more information about flying with a REAL ID and to download and print informational materials, visit tsa.gov/real-id.
The Ohio State University’s Travel Office will continue to offer countdown reminders through the monthly Travel Workshops, the Travel Website, and news communication resources (such as this newsletter) until October 2020. Travelers are responsible for securing the required identification before booking any travel that may incur a loss to the university if the traveler is unable pass through airport checkpoints.
The Ohio State University’s Travel Policy permits payment of reasonable and necessary expenses incurred by travelers for authorized business travel. In order to demonstrate the most economic costs for your trip, documentation is required when considering the following:
Combining business with personal travel
Any cost variance in expenses such as airfare, vehicle rental, and/or lodging must be clearly identified by the traveler and documented in the travel system to verify that the additional personal time does not increase costs to the university. Most expenses can be easily prorated for just the business dates, like parking at the airport or lodging. For expenses that are harder to separate, like airfare, a university contracted travel agent can assist with providing an airfare cost comparison, or travelers may pull a comparison directly from Concur.
To document properly with a comparable fare, the cost comparison must be completed at the same time or within 24 hours of the actual booking that includes personal time. Comparisons collected after trip completion are not factually representative of fares available at booking.
Driving vs. flying
For trips when you want to drive a vehicle, airfare cost comparisons are required to demonstrate that is the most cost-effective mode of transportation for business travel. If you want to utilize your personal vehicle, you will need to do a cost comparison between the rate for mileage, parking, tolls, and other driving expenses against an airfare quote. Driving is permitted when the cost is less than the lowest economic airfare (including related expenses). In some cases, a rental vehicle is more economical than mileage reimbursements and will ensure university liabilities are covered through contracted agencies that may not be available with a personal vehicle for business travel.
For questions, see your Service Center or contact the Travel Office for assistance.
|Whether you are booking your own flight or if you have a travel arranger who is booking on your behalf, it is the traveler’s responsibility to review the content of the trip itinerary for accuracy. If you find an error, contact the university’s contracted agency within 24 business hours of booking for correction. Key information to check:|
|These brief (30-minute) Skype sessions will focus on sharing system functionality and/or procedure steps in the lifecycle of business travel. The Travel Office will deliver a live demonstration of a specific travel process and address any questions from participants. See our next Travel Newsletter (January 2020) with details for how to register.|
Travel Workshop Introductory
This workshop explains the fundamentals of business travel for Ohio State. Targeted to the new traveler or arranger interested in an overview in the basics of traveling on behalf of Ohio State. Register for classroom training or Login for pre-recorded webinar.
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