Segregation of Duties Guide



[pic]

Complete Travel Policy:



Office of Sponsored Programs Travel Policies:



** Prior to any University business travel faculty, staff, and students must obtain preapproval for the prepayment or reimbursement of associated travel expenses by receiving an approved T number generated through the eTravel system: etravel.osu.edu **

Airfare:

• Effective August 1, 2018, the University requires that all airfare for business travel be booked through Corporate Travel Planners. The CTP online booking tool and additional travel resources can be found at the following link:

• If you are taking vacation in conjunction with business travel, you will need to follow the University’s process for combining vacation with business travel:

• For help with international travel or more complicated travel arrangements, call CTP Full Service Agent Julie Rhodes at Phone: 855-784-9282 (toll free).

• Frequent flyer miles accumulated through University-related travel cannot be used for seat upgrades

Rental Cars:

• Effective August 1, 2018, the University requires that all rental cars used for business travel be booked through one of the University’s travel partners: Corporate Travel Planners or Business Rental Solutions. Additional information can be found through the following link: . Please note that rental cars cannot be prepaid through the University’s travel partners; rental cars will need to be paid with a personal credit card and reimbursed through the travel reimbursement process

• Use of a rental vehicle as a primary mode of travel transportation is authorized only if renting a vehicle and driving is more economical than any other type of transportation or if the destination is not otherwise accessible. Documentation (e.g. airfare quote) is required to demonstrate cost comparison when considering vehicle rental and driving over flying.

• Travelers must incur the lowest reasonable vehicle rental expenses that meet business needs

Lodging:

|The university will permit payment of lodging expenses at reasonable, single occupancy, or standard business room rates |

|Payment must not exceed either the conference rate at the conference/convention site or twice the federal lodging rate for the business travel |

|location. If the lodging expense falls within the range of 1.5 to 2 times the federal lodging rate and is not a conference rate, then additional|

|justification is required |

|The cost of overnight lodging (room rate and tax only) will be paid if the authorized travel is 45 miles or more from the traveler’s residence |

|or headquarters |

| |

Registration Fees:

• 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. Airfare flight itineraries are needed in order to validate allowable per diem for travel dates.

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

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

• Exchange rates and per diem rates are available on the OSU Travel website

Other:

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

• Forward complaints about CTP service to travel@osu.edu. Provide a date, time, and specifics regarding the complaint.

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

Travel Arrangement Helpful Hints

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

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

Google Online Preview   Download