Travel

Travel Training at BuckeyeLearn:

Introduction to Business Travel at OSU (Online)

This 10-minute session is recommended for OSU employees who travel or employees who arrange travel for others. New employees or those with busy schedules will benefit from a brief, high level introduction to OSU Business Travel, with policy highlights, useful resources and directions on where to get help.  >> Go to Introduction to Business Travel at OSU

Business Travel Life Cycle Training (Online and Self-Led)

This self-guided online curriculum is for employees who travel frequently or employees who routinely arrange and process travel on behalf of others. The curriculum is broken into 4 modules that cover the Travel Life Cycle. Learners can add all the modules to their transcript in one curriculum or complete each individually. Modules include:  Travel 1: Planning Business Travel (20 minutes); Travel 2: Requesting Business Travel Authorization (30 minutes); Travel 3: Booking and Arranging Business Travel (20 minutes); and Travel 4: Expensing Business Travel (25 minutes).  >> Go to  **THIS COURSE IS NOT AVAILABLE WHILE UNDER EDIT REVIEW - CHECK BACK FALL 2025**

Business Travel Life Cycle Training (Live and Interactive)

This live and interactive course is for employees who travel frequently, employees who routinely arrange travel for others, and employees who administer business travel processes. The course is broken up into 5 segments and provides more comprehensive guidance to the Business Travel Life Cycle with live demonstrations and participant engagement. Participants must have Microsoft Teams application on laptop or PC with audio/video/chat capabilities.  >>Register for LIVE AND INTERACTIVE (Virtual) Business Travel Life Cycle

Expenses HUB Overview (Online)

This video provides a short overview of the Expenses Hub in Workday. The Expenses Hub is a central location for managing YOUR expense-related tasks and transactions and will display transactions that require YOUR attention. It is not intended to manage the Expense tasks and transactions that you have submitted on behalf of others, as part of an administrative role.  >>Go to Expenses Hub Overview on BuckeyeLearn

Quick Expense: Emailing and Mobile Scanning (Online)

This 7-minute training is recommended for OSU employees that manage their own expense related tasks and transactions. A Quick Expense is a way to upload a receipt into Workday so it can be linked to an Expense Report for reimbursement or reconciliation of a PCard transaction.  >>Go to Quick Expense Training

Reports

Workday Reports:

• Find Spend Authorization Summary - OSU (login to Workday to run report): provides Spend Authorization summary information
• Find Spend Authorization Details - OSU (login to Workday to run report): provides detailed Spend Authorization Line information
• Find Expense Report Summary - OSU (login to Workday to run report): provides Expense Report summary information
• Find Expense Report Details - OSU (login to Workday to run report): provides detailed Expense Report Line information

Tableau Reports: All historical data (pre-Workday) in eTravel has been transferred to the Tableau Server.

• Running Historical eTravel data in Tableau 

Airfare Discounts:

University business travelers can realize negotiated discounts on published airfare through the carriers (e.g., American, Delta, Southwest and United) when tickets are issued directly with the university’s contracted travel agencies.  Discounts may be subject to class of service, time of purchase and other airline rules. 

Airfare Payment Options:

• University Ghost PCard (Airfare Prepayment) - accessible when airfare is purchased directly with the university’s contracted travel agencies.  An approved Spend Authorization issued in Workday is required.
• Personal Credit Card - permissible when airfare is purchased directly with the university’s contracted travel agencies.  An approved Spend Authorization issued in Workday is required.
• Cash Advance (Students ONLY) - student travel must meet Cash Advance eligibility criteria referenced in the Travel Policy.  An approved Spend Authorization issued in Workday is required.

Lodging Discounts:

Domestic hotels may offer discounted rates for university business-related travel when booked with the university’s contracted travel agencies.  Local (Columbus area) hotels may offer discounted rates for university business-related travel. See Find a Supplier for options.

When making reservations inquire about educational institution or government rates (if applicable to the hotel franchise).  Be sure to check with the hotel before departure to ensure an OSU ID is acceptable form of government ID for check-in. 

Lodging Payment Options:

• PCard - refer to unit for access to a Department PCard or Service Center PCard; or apply for an Individual PCard (frequent travel) or GET PCard (single trip) - see PCard Website for more information. Exclusive to employees only.  An approved Spend Authorization issued in Workday is required.
• Personal Credit Card - An approved Spend Authorization issued in Workday is required to permit reimbursement.
• Cash Advance - Must meet Cash Advance eligibility criteria referenced in the Travel Policy.  An approved Spend Authorization issued in Workday is required.

Rental Car Discounts (Business Travel):

To view rates, insurance details or make a business reservation >>GO TO Rental Car Discounts (secured login)

• The university’s contracted suppliers for vehicle rental services include:  National Car Rental, Enterprise Rent-A-Car and Hertz Car Rental.
• Before making a reservation, review the university's business vehicle rental FAQ and Business Rental Summaries for more information on benefits, insurance, international rentals and other general information.
• University business travelers should refer to the Travel Policy and other related policies prior to incurring vehicle rental expenses. 

Important Note:  University insurance requirements noted in the Travel Policy may not be included with international rentals.  Additional fees and insurance requirements may be applicable to the laws of the country/region.

Rental Car Payment Options:

• Personal Credit Card - Rental agency requires renters name on credit card. An approved Spend Authorization issued in Workday is required to permit reimbursement.
• PCard - Apply for an Individual PCard (frequent travel) or GET PCard (single trip) - see PCard Website for more information. Rental agency requires renters name on credit card. An approved Spend Authorization issued in Workday is required.

Rental Car Discounts (Personal Travel):

Personal discounts for leisure travel may be found at Ohio State Human Resources (Buckeye Nation Rewards) and are not monitored by the Ohio State Travel Office. 

Ground Transportation includes Rideshare, Taxi, Bus, Train, etc.

Ground Transportation Payment Options:

• Personal Credit Card - An approved Spend Authorization issued in Workday is required to permit reimbursement.
• PCard - Apply for an Individual PCard (frequent travel) or GET PCard (single trip) - see PCard Website for more information. An approved Spend Authorization issued in Workday is required.

Local Ground Transportation (Ride Services)

Lyft offers a variety of transportation options through Ride Smart, Lyft Concierge, Lyft Pass and more.  Get more information.