TRAVEL RESOURCES

Travel Expenses


Transportation


Airfare:  Initiate airfare reservations within a time frame that ensures best fare options.

  • Coach class or economy tickets should be purchased for domestic or international flights with flight times totaling less than 5 consecutive hours—excluding layovers.  Note:  Refer to U.S. Flag Air Carriers for restrictions with federally funded research travel.
  • Airfare can be prepaid through the university’s eTravel System and airline discounts are available when using the university’s preferred travel agencies.
    • Book Individual Business Travel airfare with the university’s preferred supplier (Corporate Travel Planers) via online booking tool or agent assist.
    • Book Group Business Travel airfare with the university’s group preferred supplier (Uniglobe Travel Designers) via agent assist.

Ground Transportation:

  • Rental Car:  Discounted rates and required insurances are included when using the university’s preferred suppliers for rental cars.
  • Personal Vehicle Mileage:   Personal vehicles can be used as a primary mode of transportation if the cost does not exceed the least expensive airfare or rental car. Reimbursement for use of a personal vehicle is based on the IRS mileage rate and is inclusive of the cost for gasoline, wear and tear of the vehicle and personal auto insurance.  For the current mileage rate, see U.S. General Services Administration.

Refer to the Travel Policy for more information.


Lodging


Reserve travel accommodations as early as possible to confirm availability of the room or special rates (e.g. conference rate).

  • Local (Columbus area) hotels may offer discounted rates for University business-related travel.  See Contract Book for options.
  • When making reservations:
    • Inquire about educational institution or government rates (if applicable to the hotel franchise). OSU ID may be required at check-in.
    • Confirm check-in/check-out times, cancellation policy and other included benefits (e.g. shuttle service, breakfast, etc.)
    • If using university procurement tools (e.g. PCard or PO), be sure to indicate tax exemption status. Tax exemption is only applicable to The Ohio State University (not the individual traveler) in authorized U.S. states. A copy of the State of Ohio Sales and Use Tax Blanket Exemption Certificate is available at the Office of the Controller’s Tax Compliance website.

Refer to the Travel Policy for more information.


Meals


Meal allowance is authorized for out-of-state or overnight, in-state travel.  Meal allowances are based on the federal meal and incidental rates that vary by city location.  These rates include incidental expenses (e.g. service tips, housekeeping, baggage carriers, porters, etc).  For current Per Diem rates, see U.S. General Services Administration.

Refer to the Travel Policy for more information.


Misc. Expenses


Miscellaneous business travel expenses (e.g. baggage fees, parking, tolls, WiFi, immunizations) that are considered necessary for business travel may be purchased with university procurement tools (e.g. PCard) or reimbursed.

Refer to the Travel Policy for more information.

The Ohio State University