Travel Newsletter - January 2020

January 10, 2020

The latest news and information for Ohio State business travelers. This issue contains the following articles:

VISIT THE TRAVEL WEBSITE READ THE TRAVEL FAQS

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New Travel Benefits

After more than a year since the adoption of the travel initiative, the travel office has negotiated new benefits for individual business travel. Effective January 1, travel booked through Corporate Travel Planners (CTP) or Concur, the online booking tool will no longer incur agency fees as well as fees for itinerary or name changes. Airline related fees still apply. Additionally, the new contract has expanded car rental services to include Hertz, joining Enterprise and National. For details on benefits and discounts, visit the travel site.

Important! TSA REAL ID Travel Requirements

Time Remaining: 10 months...

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 10 months at all U.S. airport checkpoints.

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 to pass through 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.

What Information is required for Buying Airfare with the Contracted Agencies?

Airfare is often the part of trip planning that travelers are most eager to get settled. Booking ahead of time can net some great airfare prices. However, there is a required step before travelers can book airfare with the contracted agencies for business travel.

Whether you are working with one of the university’s contracted agencies or using their online booking tool (Concur) for business travel, you will need the following information:

  • Approved T Number (T000XXXXXX)
  • Business Unit (UNIV/OSUMC or OSURF)
    • This information can be found at the top of your approved travel request.
    • The business unit determines which university credit card will be used during booking.
  • Active OSU affiliation (Name.#)

Even if you are paying for the airfare by personal credit card, you will need an approved T Number to complete the purchase. If you need assistance with obtaining any of the necessary information, contact your Service Center, Cost Center, or the Travel Office.

Register Now for Online Travel Information Sessions

These brief CarmenZoom sessions will focus on sharing system functionality and/or procedure steps in the lifecycle of business travel. The Travel Office will deliver a 15-minute demonstration of a specific travel process and address any questions from participants. Register for these online webinars in BuckeyeLearn. They will take place monthly on the following dates:
  • How can I be compliant with the Travel Initiative?
    • February 4, 2020 (Tuesday) 10:00 AM (online)
  • How can I Combine Business and Personal Travel and be Compliant with Policy?
    • March 19, 2020 (Thursday) 2:00 PM (online)
  • Understanding the Complexity of Travel
    • April 15, 2020 (Wednesday) 3:00 PM (online)

 

Upcoming Training Opportunities

Introductory Travel Workshop 

This classroom 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.

  • January 15, 2020 - 8:30AM-11:30AM
  • March 11, 2020 - 1:00PM - 4:00PM
  • April 7, 2020 - 8:30AM - 11:30AM

Did you know...

  • Effective January 1, 2020, the mileage reimbursement rate decreased to 57.5 cents a mile for all business miles driven in 2020.
  • The Price Match Request process is not required unless you are requesting a pre-authorized exception from the travel initiative. Airfare should not be booked outside the contracted agency unless approval is provided by the OSU Travel Office. A quote or email from an agent (outside of the Price Match Request process) is not acceptable documentation for an exception. For questions, contact the Travel Office.
  • Travelers can apply for a PCard to pay for business and certain travel expenses (e.g. hotel and car rental) when traveling on behalf of the university. For more information about PCards, visit the PCard website.

What would you like to hear about in our next newsletter? Share your thoughts!

 

Tags: Travel