Health and Safety
What requirements should I consider with my business travel as it relates to health/safety risks?
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 Prevention 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 making travel arrangements as it relates to health/safety risks?
You should consider the possibility of changes or cancellation with short notice.
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.
Where can I get assistance if there is a health or safety emergency during my trip?
Depending on the type and level of emergency, consider the following resources for guidance:
Centers for Disease Control and Prevention
Zurich Medical and Security Services
Workday
When is a Spend Authorization 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).
A Spend Authorization is required when the destination is 45 miles or more from the traveler’s headquarters or work location (as defined by the traveler’s flexible work agreement or HR documentation) and/or if travel expenses extend beyond mileage or parking. This applies even when there are no anticipated travel expenses or when a third party is paying for the travel expenses for duty of care purposes.
A blanket Spend Authorization is recommended with multiple in-state transportation costs within a fiscal year.
Can a Spend Authorization that has been closed be reopened?
No. The cancellation or closure of the Spend Authorization is a permanent action that cannot be reopened. Any remaining Expense Reports to be processed will need to reference the associated Spend Authorization number in the comments.
When is an Expense Report required?
An Expense Report is required to document any expense (and receipt documentation) associated with business travel that is not funded by a 3rd party. Appropriate expenses incurred by the traveler that are eligible for reimbursement must be processed on an Expense Report within 60 days of incurring the expense. Any expenses incurred on a PCard (e.g. airfare or registration) must be processed on an Expense Report within 7 business days of the transaction load to Workday.
What if the travel expenses exceed the estimated amounts approved on the Spend Authorization?
Expenses should be submitted as normal on an Expense Report linked to the Spend Authorization. Additional approvals may be prompted when the Expense Report is submitted.
How can the Expense Report be completed if it is stuck pending the approval of a terminated/retired employee traveler?
Expense reports that only contain PCard transactions and are stuck on the last action step in the business process due to the traveler’s inability to approve the expense report (e.g. termination or retirement) will be manually pushed through to an approved status at the close of each fiscal year.
Expense Reports that contain a reimburseable amount that require the employee traveler's certification/approval cannot be accessed by the employee traveler after 60 days from termination/retirement. The outstanding Expense Report must be cancelled. An External Committee Member (ECM) must be generated since employee payment elections are no longer available. A new Expense Report must be created to pay the terminated/retired employee traveler as an ECM .
Do I need to separate the fees and taxes from the nightly lodging rate on an Expense Report?
It is recommended to enter the total lodging expense (including fees and taxes) under the Lodging expense item type.
What are the different Workday roles in the Business Travel Lifecycle?
A list of the different Workday roles can be found in the "Travel Process: Tips and Tricks" section on the Controller's website.
How do I get access in Workday to set up a Spend Authorization or Expense Report for another person and/or group?
Access to set-up travel processes (e.g. creating a Spend Authorization or Expense Report) on behalf of others in Workday requires the Expense Data Entry Specialist role. Refer to the Request Workday Access Job Aid at the Administrative Resource Center (ARC) or contact your unit for eligibility guidance.
How can Worktags be split between two funding sources?
There is no functionality in Workday to split Worktags on the Spend Authorization. However, Worktags can be split on the Expense Report by entering a unique Worktag on each line or expense lines can be split by using the itemization feature located in the expense line details.
Can I split travel expenses between two Company Worktags?
No, Spend Authorizations and Expense Reports only permit one Company Worktag. If funding needs to be split between two different Company Worktags, the cost share must be accomplished through a journal or another accounting process.
Is it necessary to include expenses paid with a Purchase Order (PO), Requisition, or Miscellaneous Payment in an Expense Report?
No, Purchase Orders, Miscellaneous Payments, and Requisitions are different payment processes handled outside of an Expense Report. Expenses that are being paid for with such methods should still be included in the estimated expenses in the Spend Authorization.
Why is it important to reconcile a cash advance by entering an Expense Report?
As a part of the cash advance reconiliation process, an Expense Report has the necessary documentation of how the funds in the cash advance were used. The first Expense Report total will post against the cash advance balance, and no reimbursements can be given on Expense Reports until the cash advance is fully reconciled. A Spend Authorization cannot be closed if a cash advance has not been fully reconciled.
For more information, see Cash Advance Process Job Aid at the Travel Website.
Policy
What additional information should I know about the reimbursement of temporary childcare costs?
Q: Who is eligible for reimbursement of temporary childcare costs?
A: Employees traveling to a conference for 5 or more consecutive days and have temporary childcare costs pre-authorized with a Spend Authorization are eligible for reimbursement for childcare expenses that are above and beyond normal childcare costs.
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 a conference defined?
A: The Travel Policy defines a conference as a retreat, seminar, symposium, workshop, or event whose primary purpose is the dissemination of information beyond the university and is necessary and reasonable to further successful performance. It would include a formal agenda or schedule and includes individuals from many different entities.
Q: How do I obtain pre-approval for temporary childcare costs?
A: Pre-approval is obtained through the Spend Authorization process. Additional approval requirements may exist if using sponsored grant funding.
Q: Are travel days included in eligibility for temporary childcare costs?
A: Travel days are not eligible for reimbursement of temporary childcare costs.
Q: What constitutes “above and beyond” normal childcare costs?
A: “Above and beyond” childcare costs are those that are beyond the normal cost incurred for childcare when not in business travel status for the conference travel duration. See example below:
Example: Employee traveler sends their child to childcare during the normal business week (Monday-Friday, 8 a.m.-5 p.m.) This timeframe would NOT be above and beyond normal childcare costs and would not be eligible for reimbursement.
Q: What documentation is required to process a reimbursement of temporary childcare expenses?
A: Receipt (or equivalent documentation) must be attached to the Expense Report to document payment, hours of service, number of children, etc. In addition, the conference agenda should be included to document eligible timeframe committed to conference related duties.
Q: Is reimbursement permitted if an immediate family member provides temporary childcare?
A: No, temporary childcare services must be provided by a licensed, independent third party. The traveler must pay for the services with personal resources and submit for reimbursement with an itemized receipt (or equivalent documentation).
Q: What expense item should I use for temporary childcare costs when submitting for reimbursement?
A: “Travel Childcare Costs” is the expense item used for temporary childcare costs when entering an Expense Report for reimbursement.
Q: Who is responsible for reporting the tax benefits for temporary childcare that has been reimbursed?
A: The unit is responsible for submitting the applicable one-time payment request in Workday on behalf of the employee traveler. See Initiating One–Time Payments for Taxable Items job aid in the Administrative Resource Center.
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).
What additional information should I know about the payment of travel expenses for children of employees during a 6-month research trip?
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).
Can I pay for travel expenses using my personal credit card without an approved Spend Authorization?
An approved Spend Authorization must be established before any travel arrangements are secured by personal or university payments. Any travel related purchases made with personal funds without an approved Spend Authorization may not be reimbursed.
If my business travel expenses will be covered by a third party (e.g., host institution), do I still need an approved Spend Authorization before I travel?
A Spend Authorization is required for all business travel that is 45 miles or more from the traveler's headquarters to document for duty of care purposes. When the business travel is financially supported by a third party, the Spend Authorization must include each expense line for anticipated expenses with appropriate expense item type (e.g., airfare) and entered with the amount of $0.01, along with comments in the memo field indicating expenses paid by third party name.
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. 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.
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 add an additional stop for a personal time during my business travel, what portion of the airfare is allowable as a business expense?
The university will pay for the cost of round trip airfare for travel to the business destination. A cost comparison must be pulled from the online Booking Tool at the same time the booking is made to document the allowable business expense portion of airfare.
Can I use my personal credit card to purchase travel-related expenses for another traveler?
It is not recommended to use a personal credit card to pay for travel-related expenses for another traveler. Instead, travelers should use a university payment method (e.g. PCard) if such a need arises.
Contact the Travel Office for further assistance.
Can I split travel-related expenses between two different people on my personal credit card?
It is not recommended to use a personal credit card to pay for travel-related expenses for another traveler. Instead, travelers should use a university payment method (e.g. PCard) if such a need arises.
Contact the Travel Office for further assistance.
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.
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).
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.
How do I define the traveler’s daily commute for eligible mileage reimbursements?
Business travel mileage should follow the travel policy. 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. Generally:
If the traveler’s headquarters (or primary work location as defined by the traveler’s flexible work agreement or HR documentation) is different than their residence, then the mileage reimbursement is calculated by deducting the daily commute.
If the traveler’s headquarters (or primary work location as defined by the traveler’s flexible work agreement or HR documentation) and their residence are the same location, then a daily commute deduction is not required.
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.
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.
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.
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.
How many travel days am I allowed for domestic or international travel?
As a business standard, it is generally advisable to allow 1 travel day for domestic and 2 travel days for international on the front end of business travel, while allowing 1 travel day on the back end for both domestic and international travel. However, it may be deemed reasonable by the unit to adjust the amount of travel days if the traveler provides a business justification with the reasoning for the adjustment and the unit approves the business justification in advance of the trip. This documentation should be stored with other travel related documentation in the Spend Authorization (or associated Expense Report) for audit/compliance review.
How should expenses that are older than 60 days be processed in Workday?
The unit/service center should process expenses as normal, ensuring that if submitted greater than 60 days there is a comment as to why. No additional action is needed by the department or the service center.
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 exportcontrol@osu.edu or visit the Office of Research Compliance website.
When can a blanket Spend Authorization be used?
A blanket Spend Authorization is used to track and reimburse transportation expenses (gasoline, mileage, parking, rental car, tolls), and may be issued once per fiscal year for an individual.
Is a Spend Authorization used for relocation expenses?
No. Relocation expenses are not considered business travel and should not be submitted on a Spend Authorization. Contact Relocation Services (relocation@osu.edu) for further guidance.
Travel Agencies
Who are the University’s Contracted Travel Agencies?
Contracted Travel Agencies are offered to the university community to serve specific travel demographics.
For Individual Business Travel: Corporate Travel Planners (CTP)
For Group Business Travel (10+ passengers): ScholarTrip
For Athletic Team or Athletic Individual travel: Anthony Travel
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 and Athletic Business Travel
Duty of Care
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: ScholarTrip offers agent assist booking by phone/email
Athletic Team/Individual Business Travel: Anthony Travel offers agent assist booking by phone/email, as well as the Concur Online Booking Tool for eligible business travelers.
Note: All bookings must be secured with an approved 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 travelers or arrangers to provide feedback regarding their experiences.
Submit feedback to travel@osu.edu.
Where can I get a copy of my invoice for booking with a Contracted Travel Agency?
Corporate Travel Planners (CTP) Invoices: Go to Print My Invoice
ScholarTrip Invoices: Contact a ScholarTrip Agent
Anthony Travel Invoices: Go to Print My Invoice
Airfare
Can I use my personal credit card to purchase airfare with the contracted travel agency?
Yes. A personal credit card can be used to purchase airfare for business travel through the applicable contracted agency. Personal funds used to purchase travel expenditures must be sumbitted on an Expense Report in Workday for reimbursement.
Refer to Contact a Travel Agent for booking options.
Can I book flights that include travel companions (e.g. family/other)?
Yes. If you wish to secure adjacent booking/seating for travel companions (e.g., family/other), you will need to contact the applicable contracted travel agency who will service the business portion of your trip (collect approved Spend Authorization # and validate your employee credentials) and then service the portion for your companion travelers (ensuring that seating assignments are as requested and have similar itineraries). Flights purchased for companion travelers must be purchased using a non-university payment method.
Refer to Contact a Travel Agent for booking options.
Can I upgrade my coach airfare to priority boarding or an upgraded seat?
No. Economy plus, seating upgrades, and/or priority 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: ada-osu@osu.edu
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.
Can I pay for business airfare with airline credits, points, vouchers, or gift cards and be reimbursed?
As required by the Travel Policy, all business travel airfare should be booked through the university’s contracted travel agency. Payment for business airfare can be charged to the university’s credit card that is stored with the contracted agency (with an approved Spend Authorization #).
Airline or VISA/MC Gift Cards (either purchased or gifted) should NOT be used to purchase business airfare. Reimbursement will be permitted with a one-time exception and tracked by the unit to prohibit future reimbursement.
Airfare Points/Miles/Rewards (either purchased or earned). Personal points/miles/rewards can be used to purchase business airfare. Business points/miles/rewards must be used to purchase business airfare. No reimbursement is permitted for any points/miles/rewards that are applied to business airfare purchases.
Airline Compensation Voucher (either gifted or earned incentive from airline to voluntary recipient with oversold flights) must NOT BE used to purchase business airfare. No reimbursement is permitted for airline compensation vouchers that are applied to business airfare purchases.
Personal Unused Credit Voucher (earned from voluntary or involuntary cancellation of a personal flight) can be used to purchase business airfare. Reimbursement is permitted (with receipt documentation) up to the cost of the new business airfare only. No residual loss can be reimbursed for applying personally earned unused credit value to business airfare of lesser cost. No reimbursement permitted for change/service fees for use of personally earned unused credit.
Business Unused Credit Voucher (earned from voluntary or involuntary cancellation of a business flight) should be used to purchase new business airfare. If original flight purchased with university’s credit card, no reimbursement is permitted. If original flight purchased with personal credit card, unit must verify approval for purchase (either T# or SA#) – if approved, verify any previous reimbursement to avoid duplicate payment.
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.
What is the university best practice for pulling an airfare cost comparison when blending business travel with leisure?
The best practice is to pull the airfare cost comparison within 24 hours of the actual purchase (when reasonably possible).
Comparisons should be pulled from a full service agent with the contracted travel agency or through Concur (online booking tool). The comparison should include the date of the request and the lowest reasonable coach/economy quote in respect to both the business portion and the business/leisure portion.
The cost comparison should be attached to the Travel Comparison Worksheet and uploaded to the Spend Authorization and be available for processing with the Expense Report for the airfare.
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 the difference between non-refundable and refundable airfare?
A non-refundable fare is generally less expensive than a refundable ticket and thus the recommended option that aligns with the University's Travel Policy (the lowest reasonable coach/economy fare that meets the business needs of the university). A refundable fare can be purchased in certain circumstances with the unit's discretion and support documentation.
In the event of cancellation, the non-refundable fare will be converted by the airline into an "unused ticket credit" worth the value of the original ticket. This unused ticket credit can be used by the traveler towards the purchase of future airfare with the same airline. Whereas, a refundable fare will have the value of the original ticket refunded back to the original form of payment.
Concur
What is Concur?
Concur is the online booking tool provided by the university’s contracted travel agencies for Individual and Athletic 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.
Who can access Concur?
Due to security limitations established by the university, only active employees can access Concur. Students, guests, and non-employees must have their airfare booked by the unit's travel arranger in Concur or via phone with a contracted travel agency.
Can I use Concur to book airfare for another OSU employee?
Yes, however, in order to book airfare for another employee, the traveler 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.
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 or Mozilla Firefox.
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.
Lodging
Can I share a hotel room with another traveler?
Due to increased liability and safety risks, it is recommended that every traveler have their own hotel room and not share rooms with other travelers.
Am I allowed to use AirBnB, VRBO, or other rental property lodging providers in lieu of a hotel for business travel?
Risks and personal liability should be considered when electing to reserve Airbnb or other rental property lodging providers for business travel. Commercial lodging with single occupancy room per business traveler is the recommended option for safety and liability reasons. Contact the Office of Risk Management for additional guidance.
Can I pay for business lodging with hotel points/rewards and be reimbursed?
Points/rewards earned from personal travel can be used toward the purchase of business lodging. Points/rewards earned from business travel must be used toward the purchase of business lodging. No reimbursement is permitted for any points/rewards that are applied to business lodging purchases.
Vehicle Rental
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. 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.
To view rates, insurance details or make a business reservation, go to secured login: Rental Car Discounts
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.
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 travel@osu.edu for further information on billing options.
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 travel@osu.edu 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.
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 travel@osu.edu 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 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.
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.
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.
How do I make a business rental reservation with Enterprise, National or Hertz?
Business rental reservations can be made using the Web Reservation link or call one of the toll-free reservations numbers. Go to Rental Car Discounts for additional reservation information..
Discount Programs
Why do I have to use the university’s contracted 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 business travel related expenses?
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.
Sponsored Travel
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) who monitors the fiscal responsibilities of the grant 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 OR-travel@osu.edu.