Travel FAQ

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Coronavirus Travel Guidelines

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Are guests/recruits/speakers/students/groups obligated to follow the Travel Guidelines?

Yes, all travelers, including guests/recruits/speakers/students/groups must adhere to the Travel Guidelines.

If my travel is approved according to the Travel Guidelines, do I need to use the university’s contracted travel agencies to purchase airfare?

All airfare purchases associated with travel that has been approved according to the Travel Guidelines must be purchased through the university’s contracted agency (no exceptions) to ensure duty of care visibility.  

What health and safety travel requirements should I consider with my business travel as it relates to COVID-19?

If you have been granted approval for business travel according to the Travel Guidelines, you must consider the health and safety requirements set by the Center for Disease Control and Preventation and those established by your destination. Consult authorized entities for destinations that may have more stringent health and safety rules.



What extra steps should I consider when booking travel arrangements as it relates to COVID-19?

You should consider the possibility of changes or cancellation with short notice due to the ongoing impact of COVID-19. 

  • When securing airfare, consider refundable ticket purchases that ensures a full refund in the event of cancellation. 
  • When securing hotels, carefully review the cancellation terms to ensure ability to cancel without penalty.  Use of online booking sites (e.g. Expedia) for hotels may be not offer refunds and are not recommended.  Airbnb is not recommended due to cancellation terms that typically do not permit refunds. 

Caution should be taken with any travel expenses that require payment in advance of travel.  Consult the Travel Office for guidance.

Travel Initiative

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What is the travel initiative?

The Travel initiative requires university-wide utilization of Ohio State's travel partners (also known as university contracted agencies) for business travel expenses such as airfare and rental car to support the strategic focus on operational excellence and resource stewardship. 

Read the message from Provost Bruce McPheron and interim CFO Michael Papadakis

  • Airfare for individual business travel must be purchased through Corporate Travel Planners, using its full service agent assist or online booking tool (Concur). People may continue to directly arrange local flights within countries where booking through outside travel agencies is impractical. See the details.
  • Vehicle rental for university business must be reserved through the rental car agency website for most reservations or through Concur when reserving rentals associated with airfare. 

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Will booking airfare through the contracted travel agencies cost more than other travel websites?

In the vast majority of cases, flights booked through Corporate Travel Planners (CTP) full service agents or its online booking tool (Concur) cost the same or less than they would through third-party websites. While exceptions may exist, these typically involve unacceptable conditions for business travel, such as nonrefundable fares, “hidden” fees that explain the cost differential, or restrictions that are impactful to meeting the core needs of business travel.

In side-by-side comparisons of total costs, the university has confirmed that fares offered through CTP full service agents or its online booking tool (Concur) are usually comparable or less expensive than those advertised on third-party (reseller) sites.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.


What should I do if I can’t find a particular airline?

Corporate Travel Partners (CTP) provides access to more than 1,000 domestic and international airlines through its full-service agents and the online booking tool (Concur). 

If you cannot find the airline you are seeking within Concur, try these options:

  1. Refer to the Job Aids to ensure the appropriate search/filter techniques are applied to optimize your results.  Particularly if you are booking an international flight, you may want to try your search again after unchecking the “Flights w/ no double connections” box in Concur to see all options.
  2. Contact the Concur help desk (877-727-5188; hours 8:00am - 7:00pm EST) for assistance with system rules or technology issues that may be affecting your search results. 
  3. Contact a CTP full service agent for assistance. Agents often can assist in cases when the airline is not listed in the online booking tool (Concur).  

Most established airlines are available through CTP/Concur, but there are exceptions.  These include airlines that have been deemed by the university, to lack a record of consistent service, no-frills airlines that make up for low-cost fares with a variety of “hidden” fees, and some international airlines that have payment processes that conflict with university policy.

The university has an obligation to ensure a certain level of service among the carriers used for business travel.  If you believe that an airline has been improperly excluded, please contact the university Travel Office.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

What happens if I purchase airfare outside of CTP/Concur?

If you purchased airfare outside of CTP/Concur after Aug. 1, 2018, you ultimately will not be reimbursed for that cost. 

In the first two instances that you buy airfare outside of the policy, the travel office will send an email to you, your supervisor and the fiscal officer in your area that reiterates the policy. In the third instance, the university will not reimburse you for the cost of your airfare.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

What training is available?

The Travel Office offers a variety of training options, from in-person workshops to online courses, as well as a number of self-service guides. In addition, the Travel Office can schedule custom sessions with colleges or units that request them.

Can I combine business travel with personal travel?

Yes. In cases when personal time is added to university business travel, any cost variance in expenses such as airfare, vehicle rental, and/or lodging must be clearly identified and documented in your spend authorization in Workday to validate that the personal time does not add additional cost to the university.  At time of airfare purchase, CTP's full service agents can split the transaction between the business payment method and a personal credit card for the additional cost due to personal time (exceptions may apply with select airlines). 

See the travel policy for alternative options or contact the university Travel Office.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Can I book flights that include my family or others?

Yes.  In the instances when you wish to secure adjacent booking/seating for spouse, kids, other family members or others, you will need to contact a full service agent with CTP by phone/email who will service the business portion of your trip (collect SA# and validate employee credentials) and then service the portion for your spouse/family/other – ensuring that seating assignments are as requested and have similar itineraries.  An agency fee is applicable to travelers without a SA#.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.


Can I use my personal credit card to purchase airfare with the contracted travel agency?

Yes.  A personal credit card can be used when booking business airfare with CTP's full-service agents or in the online booking tool (Concur).  Personal funds used for travel expenditures, including airfare, must be processed on an expense report.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Can I book international flights?

Yes. International flights for individual business travel can be booked through CTP’s full-service agents or the online booking tool (Concur).

These capabilities apply to flights to and from the United States and within many countries. CTP provides access to more than 1,000 domestic/international airlines and is available 24/7 and 365 days a year.

Note: The university recognizes that local travel within some countries requires the use of small airlines that are best booked on location and on short notice. In these cases, where use of an outside agency would be impractical, there is an exception process. 

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Can I use my PCard for airfare purchases?

No.  Airfare must be purchased through a CTP full-service agent or Concur using the preloaded cards applicable to business travel.  PCards issued to Ohio State employees cannot be used to purchase airfare from any source and will be audited to the same compliance review as airfare purchase.  Failure to comply may result in the revocation of the PCard.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.


Can I purchase Basic Economy flights with the contracted travel agency?

Yes. All fares, including basic economy, are eligible for purchase. 

When using Concur, a warning is provided to inform you that there are limitations with Basic Economy fares, including that there would be no refund in the event of cancellation.  If the fare meets your business need and you are willing to accept the risks, simply acknowledge that you understand the restrictions and continue with the purchase.  If you are an arranger and booking on behalf of a traveler, be sure they understand the restrictions that may impact their travel.

Does the travel initiative apply to guest (non-employee) airfare purchases?

No. University employees are encouraged to purchase guest (non-employee) airfare through Ohio State's travel partners, but doing so is not required.

Is the travel initiative just about saving money?

No – the initiative will have a variety of benefits by approaching universal use of our university-contracted travel agencies.

Some are financial. Ohio State has negotiated discounts through airlines that are not being fully utilized, and these benefits will grow if we all book travel in a consistent manner.

But universal use of these contracts has non-financial benefits too. For instance, the university can better support travelers during emergencies (e.g. COVID-19) to ensure duty of care needs are met when booking through one of the contracted travel agencies.

Does the travel initiative apply to lodging?

The travel initiative does not apply to lodging. Travelers may reserve lodging through any source using the PCard or personal credit card.  However, contracted travel agencies provide access to more than 70,000 discounted hotel rates. 

What if a host or 3rd party is paying for my airfare expenses?

Determine if the host/3rd party requires use of their contracted agency. 

  • If yes, documentation is required to demonstrate requirement that prevents use of the university's contracted agencies.  
  • If no, OSU employees must procure airfare through the university contracted agencies to be reimbursed by the host/3rd party.


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What is a Spend Authorization?

A spend authorization (SA) is a request for travel within the Workday system. A Spend Authorization does not provide authority to spend or travel until the spend authorization is in approved status.

When is a Spend Authorization (SA#) required?

A spend authorization (SA#) must be approved in Workday prior to the trip in order to process any payment using university procurement methods (e.g. PCard or PO).

If I am using a university procurement method to pay for any travel expenses, do I need a Spend Authorization (SA#)?

Yes, any travel related expense made with a university procurement method (e.g. PCard or PO) must be preceded by the initiation and approval of a spend authorization.

Do I need an original, itemized receipt to reimburse for a traveler’s meals if less than the Per Diem allowance?

No receipt is required as long as the amount reimbursed is within the Per Diem allowance of the applicable city location.  However, a general description of what was purchased must be documented for auditing purposes (i.e. Breakfast on 6/22, and Dinner on 6/23).

Can I combine personal travel with a business trip?

Travelers may combine personal travel with a business trip, but should consult with their supervisor before initiating arrangements. When arranging travel in these instances, travelers must ensure that arrangements are made in such a way that stewardship of university resources and administrative time is the priority. Travelers incurring additional costs by taking personal travel in conjunction with business travel must pay for the costs of travel and other expenses with personal funds and request reimbursement for the business travel costs after completion of the trip. Travel expenses to and from alternate vacation destinations occurring before, during, or after university business travel are not eligible for payment with university procurement methods. In cases when personal travel is added to university business travel, any cost variance in expenses such as airfare, vehicle rental, and/or lodging must be clearly identified and documented in Workday, to validate that the vacation time does not add additional cost to the university.

If I use my personal vehicle for business travel, should I contact my insurance company before the trip?

Yes. Use of a personal vehicle for business purposes may be excluded on the average private insurance policy. Additional coverage may need to be purchased to cover specific circumstances and requirements. Employee and guest travelers are advised to check with their insurance company for provisions and rates to cover such activity.

For more information visit Risk Management.

Best Practice Tip: Consider using one of the university's contracted rental car agencies in lieu of personal vehicle for business travel. Costs are considerably less expensive and the required insurance is included in the rate.

Is there a limit on the nightly lodging rate eligible for travel?

Yes, lodging is limited to one of two rate options, whether being reimbursed or paid by university resources (e.g. PCard or PO).

  • When attending a conference, the conference rate should be considered as the primary option, given that the conference hotel provides the meeting environment, room discounts, meals and eliminates transportation costs from other locations.
  • When a conference rate is not available, lodging selection must be compared to the federal lodging rate published by the General Services Administration. The rate is capped by the threshold of up to twice the federal lodging rate for the business travel location.  Note:  If the lodging expense falls within the range of 1.5 to 2 times the federal lodging rate, additional justification is required to demonstrate the reasoning for the higher lodging rate selection over comparative locations.  The least expensive option must always be considered as long as it meets the business needs of the travel.  This threshold is inclusive of the nightly rate only and does not include tax or other hotel specific fees (e.g. resort fees).

Best Practice Tip:  If your lodging reservation is 1.5-2 times higher than the federal lodging rate, research your justification comparisons before you travel to ensure you are within policy. Take screenshot images of the comparison locations, provide safety concerns details or additional cost considerations to properly justify the selection.

Can I accrue frequent flyer miles from my business travel?

Yes. In accordance with the State of Ohio Ethics Commission rulings, university travelers can only redeem frequent flyer miles for university related business travel (no personal benefit is permitted).  It is the traveler’s responsibility to track accrual/usage of these benefits for auditing purposes.

How is a mileage reimbursement calculated when my normal home to work commute includes alternate destinations?

The travel policy limits reimbursable miles to the number driven in excess of the number of miles involved in the individual’s daily commute (round trip) for work. This calculation applies even in cases where the individual does not normally drive to the primary work location. This calculation does not apply if the individual drives to a place other than the usual work site on a non-normal workday.

Best Practice Examples:

Example A: Joe generally drives 13 miles to and from his usual work site on Main Campus in Columbus for a normal round trip commute of 26 miles. Today, however, Joe needs to drive from his home to the Mansfield Campus to attend an early morning meeting (66 miles). After the meeting, he continues to his primary work location (69) where he completes his work day and then drives home. As a result, today Joe drives 148 miles – from home to Mansfield to his office and back to his home. Joe can request reimbursement for 122 miles today. This represents the number of miles that he drove in excess of his usual round trip commute (66+69+13-26=122).

Example B: Sue drives to her Main Campus office on Monday morning, leaves to attend a required function in Newark, and returns to the office. She can request reimbursement only for those miles driven in excess of her normal commute, in this case, the drive to Newark and back to Main Campus.

Example C: Jake usually drives 14 miles round trip to his work site on Main Campus. His normal work schedule is Monday through Friday. On Sunday evening he drives 27 miles to Columbus Airport to catch his flight to an out-of-state conference. Jake can request reimbursement for all 27 miles driven this day, since it is not a normal work day and he is not going to his normal work site. (If, however, he had needed to work in his office on that Sunday, his 14 mile round-trip commute would not have been reimbursable.)

See Mileage Best Practice Graphic Guide

Is the refueling option through the rental car agency an allowable business expense when returning a rental vehicle?

Generally, the traveler should refuel the rental vehicle at a gas station to incur the lowest reasonable costs. However, the refueling option through the rental car agency may be considered when reasonable circumstances occur (e.g. timing issue). The business reason for the use of this option should be clearly documented.

What restrictions might apply to traveling overseas with equipment or data?

Traveling with computers, web enabled cell phones, advanced GPS units, scientific equipment, proprietary information or unpublished data may require an Export Control License. The Office of Research Compliance will monitor when International travel is initiated in order to coordinate specific restrictions and guidance with the traveler.

For additional information contact the Office of Research Compliance at or visit the Office of Research Compliance website.

What is the university best practice for navigating the various airfare classes?

Travelers should book the lowest cost Economy or Coach Class airfare that fits the business needs of the trip. Consult with the university contracted travel agency for airfare bookings. The contracted travel agency is aware of OSU’s policy regarding airfare purchases, and provides the industry expertise to help travelers navigate the booking process.

What is required to document preapproval for business travel?

Approval for university business travel and estimated costs must be documented prior to the trip with an approved spend authorization issued in Workday.  Preapproval for business travel is required regardless of whether university procurement methods are being used for advanced payments.


Should I purchase other optional insurances when renting a car for business travel?

University travel policy requires that any rental car used for university business have Liability Insurance, as well as Damage Waiver or Collision Damage Waiver or Loss Damage Waiver (DW/CDW/LDW). When utilizing OSU’s contract through Enterprise, National or Hertz, these insurances are automatically included in the contract rate. Additional supplemental insurances, such as Personal Liability Insurance (PAI), or Personal Effects Protection (PEP) are not required by the university, nor eligible for reimbursement.

A traveler has multiple small dollar receipts for miscellaneous expenses related to business travel – is a receipt required?

Miscellaneous expenses considered necessary for business travel (e.g. taxi fares, baggage fees, parking, tolls, internet connectivity, Visas, immunizations, etc.) may be reimbursed without a receipt for each individual expense that is $50 or less.  However, a detailed description (e.g. “taxi fare to and from JFK airport”) and associated business purpose for the expense must be documented for auditing purposes.  Individual expenses in excess of $50 require an original, itemized receipt. 

Note:  Travel related expenses that are specifically noted in the Procedure Section of the Travel Policy (e.g. airfare, hotel, rental car, et al) have specific documentation requirements and should not be included as a miscellaneous expense.

Can I purchase an upgraded seat instead of the business class airfare permitted with an international flight that meets the five consecutive flight hours criteria?

Business class airfare purchases are only permissible with international flight times in excess of five consecutive hours (excluding layovers), however a lower priced economy seat with a seating upgrade may be purchased in lieu of the business class flight as long as the cost does not exceed the  business class option quoted at the original purchase.

!Note:  An upgraded economy seat instead of a business class seat may be considered an adequate option for an International flight that is more than five consecutive hours.  In many cases, the cost of the upgraded economy fare is less expensive than the business class fare that is eligible with an international flight of more than five hours.  Comparison quotes should be collected at time of original booking to ensure the upgraded economy fare is less than the most reasonable business class option that meets the business needs of the traveler.  A screenshot image of the comparison fares and relevant details should be taken to properly justify the selection.

If I am unable to rent with National, Enterprise or Hertz, and gain the benefits of our contract, what insurances should I purchase?

OSU travel policy requires that any rental car used for university business have Liability Insurance, as well as Damage Waiver or Collision Damage Waiver or Loss Damage Waiver (DW/CDW/LDW). The traveler must provide documentation demonstrating the required insurances were included in the rental on the receipt documentation.

What documentation is needed to document meals or other travel expenses that are included in the conference registration fee?

Conference documentation, such the agenda, program or itinerary are critical resources in determining eligible payment for meals or other travel expenses incurred while on travel status.  Travelers should provide all available resources to assist with the accurate processing of travel payments and reimbursements.

Can I upgrade my coach airfare to priority boarding or an upgraded seat?

No. Economy plus, seating upgrades, and/or pre-boarding options are not permitted to be purchased with university resources and will not be reimbursed for coach fares.

Note: When applicable, requests for reasonable accommodations for a disability will be considered by units in consultation with the Americans with Disabilities Act (ADA) coordinator.  To determine eligibility, travelers must submit a Reasonable Accommodations Request that identifies the personal need and provide related documentation to support the request (e.g. letter from physician) for expenditures outside of policy.  Requests should be submitted prior to the scheduled trip and allow sufficient time to gather required documentation.

For more information, contact the ADA Coordinator’s Office at 614-292-6207.  Submit request to:

What documentation is required in order to be reimbursed mileage for business travel using a personal vehicle?

For one-time trips between two primary destinations, an online map source (e.g. MapQuest or Google Maps) is the best source of address-to-address documentation. When traveling to multiple destinations, or travel covering a wide range of dates (for the same business purpose), a log including odometer readings and address-to-address locations are required to document for audit review.

Can a traveler be reimbursed for expenses that will later be paid by a third party?

The university will not make advance payments or reimburse travel expenses that have been or will be reimbursed to a traveler by a third party.  A third party may include a supplier, host institution or other source assuming responsibility for specific expenditures associated with the travel. Amounts to be paid by the third party entity must be referenced in the spend authorization for auditing purposes.

Would a traveler be entitled to the full Per Diem allowance if a meal were included in the conference fee, served on the plane or provided by other documented circumstances?

Full meal allowances while on travel status will not be paid if provided through other travel-related purchases (e.g. continental breakfast built into the hotel room rate).  The allowance must be adjusted by deducting the appropriate meal percentage (25% – breakfast; 25% – lunch; 50% – dinner) from the full Per Diem allowance for the applicable city location.

What documentation do I need if I will be combining business travel with personal travel?

When combining personal travel with business travel, only those expenses directly related to the business travel can be paid/reimbursed by the university. Travelers must ensure that all business related and vacation expense variances are clearly documented and available for audit review. It is best practice to keep all business related expenses separated when possible; this ensures that documentation is as clear as possible. When this cannot be done (e.g. Airfare), cost comparisons should be done to show the pricing differences as if only business time was included. Cost comparisons should be conducted at the same time the expenditure of funds occurs and must be clearly documented and available for audit review. Expenses such as parking and Per Diem will be prorated and limited to only the business travel date/time.

If I use my personal vehicle for business travel, whose insurance assumes primary liability?

In the event an injury or accident occurs during business travel status, while in a private vehicle (OSU non-owned), the vehicle driver’s insurance company assumes primary liability for personal injury or property damage incurred by the accident. Primary insurance coverage follows the vehicle’s owner. If this occurs during business travel, injuries to employees may be covered by Worker’s Compensation. Injuries to other parties would fall under the driver’s insurance policy or other insurance such as health insurance of the individual injured. Any private insurance used will have its own deductibles. The University policy may be excess to the owners policy.

Discount Programs

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Why do I have to use the university’s preferred travel agencies to be eligible for OSU’s airline discounts?

Applying the discount to the fare reservation is limited to the GDS (Global Distribution System) associated with the travel agency, which permits the airline to connect the purchase to OSU. As the OSU business spend increases, the university can leverage more substantial discounts in the future.

Does Ohio State receive any discounts for travel related expenses?

Yes, note the following discounts programs:

  • Airline Discounts: Ohio State has negotiated discounts with American Airlines, United Airlines, Southwest Airlines, and Delta Airlines. Flights for OSU business travel are eligible to these discounts when they are booked using the university’s contracted travel agencies. Discounts are based upon market pair and/or service class designations. Book with the university’s contracted travel agency via a full service agent or online.
  • Rental Car Discounts: Ohio State has negotiated pricing (inclusive of the required insurances) with Enterprise, National and Hertz. Reservations made for university business must be reserved through the rental car agency website for most reservations or through Concur when reserving rentals associated with airfare. 

Can I utilize any of the university’s discount programs for personal/leisure travel?

Yes, discount rates are available for personal/leisure vehicle rentals through the university’s agreement. Insurance is NOT included in the rate. The young renter fees for drivers that are between 18-25 is NOT waived. For more detailed information, go to Ohio State Human Resources - Buckeye Nation Reward.

Are OSU employees eligible for educational or government discount rates for lodging?

When making a hotel reservation, it is worthwhile to inquire about educational, institutional or government rates.  As an instrumentality of the State of Ohio, employees of The Ohio State University may be eligible for government rates with business reservations.  However, be sure to check with the hotel directly before arrival to determine the discount rate criteria for check-in.  In some cases, the OSU BuckID will be accepted in order to receive the government rate, while other hotels may require more specific/official government ID.

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What is Sponsored Travel?

Sponsored Travel is a project involving research travel that will be paid, in part or whole, by grant funds that are administered through the Office of Sponsored Programs.  If you are unsure if your trip is Sponsored or Non-Sponsored, contact your college service center or fiscal office. See Office of Sponsored Programs for general guidelines.

What is a PI?

The Principal Investigator (PI) is the person(s) that monitor the fiscal responsibilities of the grand funds and research associated with the project.

How will a PI know if a spend authorization has been approved on their project in Workday?

The Principal Investigator (PI) may independently access Workday to monitor the approval status of a spend authorization issued in their name.

Are there special considerations when flying internationally for sponsored travel?

Yes. The Fly America Act, enacted in 1974, mandates the use of U.S. flag air carriers for federally funded international travel. If you are scheduling international travel that is funded by a federal grant, you must ensure that all flights (where possible), are scheduled on U.S. flag air carriers or on foreign air carriers that code share with a U.S. flag air carrier.  See Office of Sponsored Programs website for more information.

Where can I find more information about Sponsored Travel?

The travel section of the Office of Sponsored Programs website may be found at the Office of Sponsored Programs website. For more detailed information, contact the Office of Sponsored Programs Travel Office at 614-292-2126 or to

Travel Agencies

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Who are the University’s Contracted Travel Agencies?

Contracted Travel Agencies are offered to the university community to serve specific travel demographics.

What are the advantages of using the Contracted Travel Agency for my business travel?

  • Prepayment option – No out-of-pocket expense to traveler
  • Access to extensive airline selection
  • Eligible for OSU airline discounts
  • Customer service 24/7
  • Online Booking available with Individual Business Travel (CTP)
  • No service fees

What are the booking options available with the Contracted Travel Agency?

  • Individual Business Travel:  Corporate Travel Planners offers both agent assist booking by phone/email, as well as the Concur Online Booking Tool.
  • Group Business Travel:  Due to pending updates with Group Travel, contact the Travel Office for more information.
  • Athletic Team/Individual Business Travel:  Anthony Travel offers agent assist booking by phone/email

Note: All bookings must be secured with an authorized SA# for advanced payment eligibility.

Where do I submit feedback regarding my experience with the Contracted Travel Agency?

The travel office meets regularly with the contracted travel agencies to ensure they are providing the university with the best level of service. We encourage any traveler or administrator to provide feedback regarding their experiences.

Submit feedback to

Vehicle Rental

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What are some of the benefits of the contracted supplier agreement with Enterprise, National and Hertz?

Highlights of the agreement include:

  • Discounted rates
  • Unlimited daily/weekly mileage. Some exceptions may apply, including monthly and one-way rentals.
  • Loss/Collision Damage Waiver (also known as DW, CDW or LDW) coverage included at no additional charge.
  • Liability coverage included at no additional charge

NOTE:  Exceptions may apply with International rentals.

Who is eligible to rent under the Vehicle Rental Agreement?

Any university personnel (and guests), 18 years or older, who is renting for official university business. Exceptions may apply by location. Vehicle restrictions may apply for young renters.  It is recommended that the renter call the location to ensure eligibility criteria.

Is there a minimum age requirement?

At most locations, Enterprise, National and Hertz will not assess an additional charge when renter is between the ages of eighteen (18) and twenty-four (24), provided that the rate selected at the time of business rental is a rate or discount specified in the Agreement. Vehicle restrictions may apply for young renters.  It is recommended that the renter call the location to ensure eligibility criteria.  Renter must be twenty-one (21) or older in order to drive 12 Passenger vans, or box truck rentals.

Will I need to show OSU identification at the time of rental?

  • Enterprise/National:  Buck-ID or OSU affiliated validation is required to authorize use of OSU business rates.
  • Hertz:  Buck-ID or OSU affiliated validation may occur.


Can I use this agreement for international rentals?

Yes, however rates and insurance requirements will vary by International destination and may not match domestic rates and other provisions provided by the Agreement Summary for Business Rentals. Additional fees and insurance requirements may be applicable to the country/region laws.

Note: When reserving internationally (including Canada and Mexico), contact the applicable rental agency or to determine whether insurance coverage is included in the rate. In most countries the required insurances are not included and must be purchased in addition to the rental rate to meet Travel Policy requirements.


Should I accept the optional Loss/Collision Damage Waiver?

No, the optional Loss /Collision Damage Waiver (also known as DW, CDW and LDW) is already included in the rate agreement for business rentals and should be declined. Accepting the Loss/Collision Damage Waiver Option would simply duplicate the negotiated agreement benefits. The Loss/Collision Damage Waiver is included on business rentals only.

Note: When reserving internationally (including Canada and Mexico), contact the applicable rental agency or to determine whether insurance coverage is included in the rate. In most countries the required insurances are not included and must be purchased in addition to the rental rate to meet Travel Policy requirements.

How will I pay for the vehicle rental?

Personal Credit Card (with renter's name embossed on card) or OSU PCard (with renter's name embossed on card) are permitted.  Department or Service Center PCards will not be accepted.

Contact for further information on billing options.


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What is Concur?

Concur is one of the premier higher education booking tools available and is provided with the university’s contracted agency for individual business travel. The tool is designed for users to research fares, adjust selection parameters and finalize their own booking with an approved spend authorization (SA#).

How do I access Concur?

The Concur online booking tool can be accessed through the Ohio State Travel Office website. Login to Concur will require your university username (name.#) and password.

Which browser is recommended for use with Concur?

The online booking tool should work with all up-to-date browsers. The Travel Office recommends using the latest version of Chrome of Mozilla Firefox.

Can non-employees access Concur?

No. Security limitations established by the university will only permit active employee access to Concur, using the name.#/password login. Non-employees (e.g. guests or students) will need to be booked by the unit’s travel arranger in Concur.

Note: Alternatively, non-employees may be authorized by the unit to set-up travel arrangements through a full service agent from the university's contracted agency for individual business travel. To authorize a guest to use agent assisted booking you will need to send an email from an email account to advising an agent that you are authorizing a guest to make their airfare selections within an established cost threshold.  It is the unit’s responsibility to ensure that the non-employee traveler is aware applicable university policies (e.g. no first class).

Can I use Concur to book airfare for another OSU employee?

Yes, however in order to book airfare for another employee, they must assign you as a travel assistant within their Concur profile.

For more information see the guide Completing your Concur Profile located at the Ohio State Travel Office website.

Is there a Concur mobile app?

Although Concur does offer a mobile app, it is not recommended for use by OSU employees for booking business travel.  The Concur mobile app does not offer the security features for personal devices that would be standard for OSU.  All airfare (hotel, car...) bookings should be made through the Concur online access at:   OSU Travel – Book Travel Online.