Segregation of Duties Guide



[pic]

Complete Travel Policy:



Office of Sponsored Programs Travel Policies:



Registration

• Business related banquets or meals that are considered part of the conference can be paid with the registration fee or reimbursed as appropriate. These meals need to be deducted from the traveler’s per diem allowance.

• Activities such as golf outings, sightseeing tours, spa activities, and other entertainment costs will not be paid by the university

Per Diem

• The University observes the federal “meal and incidental expense” rates only. These rates include incidental expenses (ex: service tips, housekeeping, baggage carriers, etc.)

• Per Diem for business travel is prorated according to time of day you travel. If business travel includes a flight, the airfare flight itinerary needs to be submitted with the reimbursement request in order to validate allowable per diem for travel dates

• Meals provided by airlines, conferences, and hotels will be deducted from a traveler’s per diem allowance

• Per Diem allowance is based on a specific city, state and country

• Per diem rates are available on the OSU Travel website

Mileage

• You need to include documentation of mileage in order to receive reimbursement (ex: google map, mapquest, mileage log with actual odometer reading) with your travel reimbursement documentation

• If a traveler is required to report to a location(s) other than their headquarters during a normal work schedule, the traveler will only be reimbursed for the total distance from their residence to the alternate location(s) less the traveler’s normal commute

• Mileage reimbursement rates includes all vehicle-related expenses such as fuel, vehicle wear and personal auto insurance

• Federal mileage rates can be found on the OSU Travel website

Other

• University requires itemized receipts for all transactions (hotel, car rental, taxi, business meals, etc)

• All documentation submitted for reimbursement must show proof of payment (i.e. Invoice with $0.00 Balance Due)

• University employees are strongly discouraged from using personal funds to pay any travel expenses on behalf of prospective faculty, staff, students, guest or colleagues

Following Travel the traveler needs to:

• Preferred method and typically faster reimbursement- If submitting a travel reimbursement payment request yourself through the eTravel system, please follow the instructions on the Travel Reimbursement Process document

• If requesting that the Shared BusineProcurement Shared Service Centerss Center process your payment request, provide detailed/itemized receipts for all expenses along with the post travel worksheet electronically to CVM-SharedBusinessCenter@osu.edu pssc.servicecenter@osu.edu (preferred method) or submit paper copies to the Shared Business Center 004 VMAB for processing

• University policy requires that you complete the reimbursement process within 90 days of the trip or you will not be reimbursed for your trip and your travel will automatically be closed.

-----------------------

Travel Reimbursement Helpful Hints to Get Reimbursed Quicker

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download