Ohio State Newark Travel Policy

Purpose

This policy defines the travel expenses to which faculty, staff and students are entitled to as directly attributable to the performance of official University assignments/activities which involve travel away from primary work locations. The policy guidelines set forth herein are intended to ensure compliance with the rates of reimbursement approved by the University's Board of Trustees for all authorized travel.

It is not the purpose of this policy to supersede or invalidate requirements or restrictions that may be in effect in individual departments provided they are within University guidelines. Each traveler needs to be aware of his or her own department's policy restrictions regarding travel.

The University acknowledges that every travel expense cannot be defined and quantified, therefore the University relies on the professional judgment of the employee. If additional assistance is necessary please call the travel coordinator in the Purchasing Office.

Local Travel (Mileage Reimbursement)

Local travel is defined as travel which occurs outside the city limits of Newark up to a 45 mile radius of the campus. Local travel does not qualify for reimbursement for overnight or meal expenses. Occasionally exceptions may be made under this policy for special circumstance as determined by the appropriate Senior Administrator. Examples include events requiring evening or early morning activities. Complete the Ohio State University Travel Reimbursement Worksheet. If local travel includes only mileage reimbursement complete the Newark Campus Mileage Reimbursement Form.

Non-Local or Overnight Travel

Non-local travel is defined as travel that occurs outside of a 45 mile radius of campus. It may or may not include overnight accommodations. Pre-approval is required for all travel.

Once approval is obtained, and a "T" number assigned, a traveler has the following options:

• Prepayments may be made for registration through the travel office with University Check OR using the Travel Procurement Card.
• Airline tickets may be prepaid when booked through the University’s designated travel agencies OR the traveler may check out the Travel Procurement Card from the Newark Campus Purchasing Department in Founders Hall 160.
• Hotel reservations must be made by the traveler using a personal credit card and are handled on a reimbursement basis. 
• Car rentals must be made by the traveler using a personal credit card OR prepayment may be made using the Travel Procurement Card if booked online (the rental agency will require a personal credit card at check-in for possible additional charges). Discounts are available through designated car rental companies. 
• Meals are handled on a reimbursement basis (see below).
• Miscellaneous expenses are handled on a reimbursement basis (see below). 
• Cash advances may be obtained in special circumstances (see below). 

*****Please note:  Traveler may not take the University Travel Procurement Card on their trip.*****

Cash Advances

In order to lessen the out-of-pocket expenses associated with business travel, the University permits travel advances in the following situations:

Student travel (80% of total estimated cost) Student group travel led by a faculty or staff member (100% of total estimated cost) International travel in excess of one month (80% of total estimated cost)

The expenses associated with the travel must be reconciled within two weeks of the return date and any excess money deposited into the department's account.

Reimbursement by a Third Party

If travel expenses are reimbursed by a third party after payment has been made by the University, the traveler should provide a check to his/her department. The check should be made payable to The Ohio State University in the appropriate amount and deposited into the department's original account charged.

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Travel Related Expenses

Commercial Airfare

Commercial airfare can be prepaid only if purchased from one of the University's designated travel agencies OR the traveler may check out the Travel Procurement Card from the Newark Campus Purchasing Department in Founders Hall 160.  Only coach class tickets can be purchased for domestic travel. First class tickets are reimbursed only if no coach tickets are available. A letter from the travel agency confirming this situation should be kept on file in the department and an original receipt is required for reimbursement. NOTE: For international travel, if flight time exceeds five consecutive hours from the United States port to the overseas port, a "less-than-first class" fare (e.g. business class) may be purchased and subsequently reimbursed when the trip is completed.

Prospective Employees

Departments desiring to prepay airline tickets for prospective employees interviewing for positions at The Ohio State University can do so if airfare is booked with a  University designated travel agency.

Service Providers

To prepay airline tickets for non-employee service providers (whether receiving payment for services or only expense reimbursements) can do so if airfare is booked with a  University designated travel agency. This applies to U.S. citizens, resident aliens and nonresident aliens with appropriate visa status. Individuals holding B-2 or WT visas are not allowed to receive payments of any type (including prepaid airfare). Other associated travel expenses must be submitted on a travel request worksheet and submitted to the Purchasing/Travel Office.

Commercial Transit

Original receipts required except for taxi fares totaling less than $25.00. Examples include: taxi, bus, rail, ferry, etc. Tips associated with taxi fares are reimbursable, but not to exceed 20% of the taxi fare.

Frequent Flyer Mileage Benefits

University travelers may accrue frequent flyer miles for University-related travel. In accordance with the State of Ohio Ethics Commission rulings, these accrued miles must be used for University-related business travel. If a traveler chooses to use frequent flyer miles in connection with University business, it is his/her responsibility to keep track of the accrual/usage for auditing purposes. Frequent flyer miles cannot be used to upgrade tickets.  Accrual of hotel points, rental car company enticements and other inducements in connection with University related travel is prohibited.

Lodging

Itemized original receipt required. The cost of overnight lodging (room and tax only) obtained at a commercial facility will be reimbursed to the traveler if authorized travel is further than 45 miles from the traveler's home or primary University work site. Travelers are reimbursed for only a single room rate unless the other party is a University employee on authorized traveler. If lodging receipt states more than one person occupancy, please indicate the single room rate on the receipt or provide the name(s) of the University traveler(s) who shared the lodging.

Meals

Meal receipts are NOT required. Meal allowances will be made only when overnight travel takes place and when the travel destination is 45 miles or more from traveler's home or primary work site. While on authorized travel status, meal allowances will be based on Federal Meal and Incidental Expenses Per Diem Rates based upon location. (See Below)
 

Personal Automobiles

The University will reimburse mileage for a personal automobile as a primary mode of transportation providing the cost does not exceed the least expensive airfare or rental car or if the destination is not otherwise accessible. Additional expenses, including but not limited to hotel expenses and Per Diem, should be considered when comparing the cost of a trip by auto to airfare alone.

Reimbursement will be made to the automobile's owner based upon the federal mileage reimbursement rate or the actual cost of the gasoline with original receipts. Please see the Federal reimbursement rates at the web page. (Site link provided below.) No traveler may be reimbursed for expenses on a mileage basis unless he or she has a valid drivers license and carries personal motor vehicle insurance. Further, University and State regulations require that seat belts be worn by University travelers while on authorized travel.

Per Diem and Mileage Reimbursement

Locating Current Per Diem Rates
The following links will direct you to the appropriate federal website that provides per diem allowances for specific cities, states and countries.

Note: The University observes the federal “Meal and Incidental Expense” (M&IE) rates only.  Federal hotel/lodging rates are not used.  Please verify that when viewing the rate tables you are referencing only the columns titled “M&IE” rates.

Continental United States per diem rates - cities and states located in the 48 contiguous states.

Alaska, Hawaii and Puerto Rico per diem rates - cities, states, and US localities not located in the 48 contiguous states.

International per diem rates - foreign cities and countries.

Calculating Per Diem
Per diem rates are based upon departure/return dates and times, and must also account for any meals the traveler was provided by a conference/seminar, official business meal, and/or included in the daily hotel room rate.

Per diem rates have corresponding percentages for the three daily meals.  The percentages are:

Per diem expenses must also be calculated accordingly for the times of departure and return.  Allowable per diem for these days are as follows:

Departure Day

Return Day

Mileage

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Miscellaneous

The University will reimburse miscellaneous expenses such as gasoline charges associated with the use of rental cars, parking expenses, tolls, fax, copier, and computer charges. Original receipts required except for parking meters. Expenses for laundry and dry-cleaning are included in the Federal Per Diem Meal and Incidental Expenses Rate and therefore not reimbursable separately. Gasoline associated with personal automobile is calculated in the federal mileage reimbursement rate and therefore not reimbursable on a per charge basis.

Registrant Fees

The University will prepay registration fees for conferences. Such fees should not include the cost of activities such as golf outings, fun runs, museum tours, etc. Original receipt required.

Rental Cars

Sub-compact or compact cars should be requested. Only Limited Damage Waiver or Collision Damage Waiver coverage will be reimbursed. Generally, the University has a corporate discount arrangement with a major car vendor. Please see the designated rental companies for discount information. Original receipt required.

Telephone Calls

OSU-Newark has available an 800 phone number for Ohio (800)-9-Newark. Therefore, if traveling in the state of Ohio employees should utilize this service to contact the college.  When traveling out of state, the college has available a long distance phone card which can be obtained through the Purchasing Office. This card will provide access to the college's phone system at a substantial long distance discount rate.

OSU Travel Policy - The Ohio State University Travel Office

Currency Conversion

Have questions? email Susan Spurgeon, Travel Coordinator, extension 234

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