The Travel Office hosted an International Travel information session during December TPE Office Hours (12/09/25) to outline procedures and best practices for international travel. The session emphasized compliance, safety, and efficiency across the Business Travel Life Cycle, which includes planning, pre-trip authorization, booking and arranging, in-trip considerations and expensing.
IMPORTANT DISCLAIMER: Information session content is subject to policy, system and/or industry changes. The topics covered may not be inclusive of all considerations necessary for International Travel. Consult your Service Center, Fiscal Office or other university-related travel resources to ensure all policies and basic requirements are considered.
Planning Business Travel
Planning International Business Travel Checklist:
- Confirm Funding Source Requirements:
- Identify how the trip is funded
- Check budget limitations
- Know your worktags
- If using a sponsored grant, review OSP requirements
- Gather Expense Estimates: Think about all anticipated costs—airfare, taxis or rideshares, rental cars, lodging, meals or per diem, conference registration, parking, and baggage fees. Compiling these estimates will assist with business travel authorization.
- Consider Payment Method Options:
- Airfare Ghost Card for bookings through the contracted agency
- PCard for lodging, ground transportation and other business incidentals
- Personal Credit Card
- Check local currency/cash needs
- Verify Travel Identification Requirements:
- Passport, visa, immunization records
- Use Travisa to confirm destination specific requirements
- Prepare for Emergency Support and Accident/Sickness Insurance:
- Know to access Zurich insurance coverage for accident/sickness
- Store Crisis24 resources for emergency support
- Consider Personal Health Necessities:
- Schedule pre-trip medical consultation
- Ensure prescriptions cover trip duration (plus delays)
- Review Export Control Regulations: Confirm compliance for international travel activities
- Comply with Technology and Data Security Requirements:
- Contact your local IT for technology needs or loaner equipment (e.g., laptop)
- Secure institutional data
- Research Safety Guidelines for the Destination: Check travel advisories and destination specific risks
Requesting Business Travel Authorization
An approved Spend Authorization is required before trip departure and before any travel expenses are procured with either university or personal funds.
- Traveler (or their unit initiator) must submit a Spend Authorization in Workday with estimated expenses, specific business purpose and relevant attachments as early as possible to ensure sufficient review and approval processing time
- Faculty and staff travelers must sign/accept the International Acknowledgement of Understanding (AOU) Questionnaire in Workday (or PDF version if not prompted in Workday).
- Travelers must comply with OSP or Export Control requirements (as applicable)
Booking and Arranging
After the Spend Authorization is approved, booking arrangements that require advanced payment or reservation can commence:
- Airfare - purchase airfare through the applicable Contracted Travel Agency (with an approved Spend Authorization)
- Conference Registration - secure registration payment with a PCard, Miscellaneous Payment Request or personal funds for reimbursement
- Lodging - secure reservation with commercial lodging or host
- Ground Transportation - consider options that are safe, cost-effective, and low-risk (e.g., taxi, rideshare, train or bus/shuttle). If vehicle rental is considered, secure reservation through the contracted rental agencies with the purchase of additional local/regional insurance requirements that are not included in the international rate - see additional vehicle rental guidance
In-Trip Considerations
Active Travel Status Checklist
- Emergency Contacts
- Store key contacts (personal, university, local emergency numbers) in your mobile device and other devices
- Medical Insurance
- Confirm Zurich coverage details
- Keep insurance card and emergency instructions accessible
- Financial Preparedness
- Have multiple payment options (credit card, local currency)
- Monitor exchange rates and transaction fees
- Delays & Cancellations
- Know airline policies and have backup plans
- Keep contact info for travel agency and university support
- Travel Documentation
- Carry passport, visa, and any required permits
- Store digital copies securely
- Legal Matters
- Be aware of local laws and customs
- Understand university compliance requirements
- Cell Phone Coverage
- Confirm international roaming or local SIM options
- Download necessary communication apps
- Advisories
- Monitor Crisis24 alerts and government travel advisories
- Mobile Apps
- Install apps for itinerary management, emergency alerts, and expense tracking
Expensing Business Travel
- Compile receipt documentation and convert any non-USD receipts
- Submit Expense Report and remember processing timelines
- PCard - 10 days from load/assignment in Workday
- Reimbursement - 60 days from when expense is paid/incurred
International Travel Resources
Contact the Travel Office with questions (travel@osu.edu) or 614-292-9290