Q: What are the eligibility requirements to pay for travel costs for children?
A: Employees traveling for research for 6 or more months and are accompanied by children are eligible for payment of travel-related expenses for the children.
Q: How is a child defined?
A: The Travel Policy defines a child as a biological, adoptive, step, or foster child; a legal ward; or a child of a person standing in loco parentis, who resides with the traveler.
Q: How is research defined?
A: The Travel Policy defines research as any systematic investigation, including research development, testing, and reporting designated to develop or contribute to the body of knowledge in any field. The term encompasses basic research, applied research, and research training activities in areas such as but not limited to, biomedical and life sciences, natural sciences, engineering, humanities and arts, and social and behavioral sciences.
Q: What are the eligible travel expenses for children of employees during a 6-month research trip?
A: The university will pay for reasonable and necessary expenses incurred for authorized business travel. Eligible expenses for children include airfare, ground transportation (e.g., to/from airport), lodging, per diem, and miscellaneous expenses (e.g., baggage fees, immunizations).
Q: How do I obtain pre-approval for travel expenses for children?
A: Pre-approval is obtained through the Spend Authorization process. Additional approval requirements may exist if using sponsored grant funding.
Q: Do I need to create a separate Spend Authorization for travel costs for children?
A: No, a separate Spend Authorization is not required for the child(ren) of the employee traveler. However, detailed information (e.g., names of participating children, etc.) should be included in the comments of the employee traveler’s approved Spend Authorization. Additional lines for the child(ren)s estimated expenses should be entered.
Q: Can I use university payment tools to cover travel costs for children of employees during a 6-month research trip?
A: Travel expenses for children can be paid with university payment tools with an approved Spend Authorization for the employee traveler. Payment of spouse or partner travel expenses are not permitted and must be paid using personal resources.
Q: Am I still required to book my airfare through the contracted agency if my trip includes travel costs for children?
A: Yes, the employee traveler is still required to book their airfare through the contracted agency.
Q: What if my circumstances don’t fit the eligibility criteria?
A: An exception request must be submitted for review by the Office of Business and Finance and the Office of Academic Affairs. Send requests to Lisa Plaga (plaga.5@osu.edu).