TRAVEL RESOURCES

Traveler Quick Tips

Traveler Quick Tips

Planning Your Travel

  • Request your Travel Request (T#) authorization as early as possible through your College/VP Area’s Service Center – this is required before any university payment methods are used to procure travel related expenses.
  • Consult the Travel Office or your College/VP Area’s Service Center for available payment options to avoid out of pocket expenses.
  • Review the university’s Travel Policy prior to expending personal/university funds for travel related expenses.
  • Prepare thoroughly for travel outside the United States
  • Make your reservations with one of the university preferred suppliers
  • Book airfare, hotel or rental car for Individual Business Travel with the university’s preferred supplier (Corporate Travel Planers) via online booking tool or agent assist.
  • Book airfare, hotel or rental car for Group Business Travel with the university’s preferred supplier (Uniglobe Travel Designers) via agent assist.
  • Economy plus, seating upgrades or pre-boarding options are not permitted.
  • First class airfare is not permitted.
  • Review Per Diem rates for meal/incidental allowances.
  • Lodging must not exceed either the conference rate or twice the federal lodging rate for the business travel location (between 1.5 and 2 times requires additional justification).
  • If renting a vehicle, use OSU’s business rental agreement, which includes all required insurances when rented domestically (note exceptions for International rentals)


Before You Go

  • Notify all credit card providers, including OSU PCards (if applicable), of your travel destination so card use is not hampered by fraud controls.
  • Verify all reservation and itinerary information for accuracy.
  • Store copies of all reservation and itinerary documentation in paper form, at a cloud accessible location, or download them to a travel app (e.g. TripIt), so they are readily available while traveling.
  • If you booked your trip through one of the university’s preferred suppliers, confirm and/or update your current contact information for assistance while traveling (e.g. flight changes, delays, et al).
  • Notify a family member, friend, colleague, et al of your travel plans and contact information while traveling.

 

While Traveling

  • Maintain all receipts as required by the Travel Policy.
  • Keep all travel identification (Driver’s License, Passport, etc.), credit cards and cash in a secure location.
  • Carry an emergency contact card with you at all times.

 

When You Return

  • Submit your completed post-trip worksheet, receipts, and other required documentation within 90 days of your business travel end date (refer to your College/VP Area’s Service Center for additional directives).
  • Confirm that all expenses have a documented business purpose and align with Travel Policy.

 

NOTE:  The Traveler Quick Tips noted above contains general tips and may not be inclusive of all items necessary for coordinating or processing your business travel.  Consult your Service Center, the Travel Office, travel agency or other travel resources to ensure all basic requirements are considered.

For additional assistance, contact the OSU Travel Office: travel@osu.edu or 614-292-9290.

The Ohio State University