Travel Approver Reference Guide

							Travel Approver
Reference Guide
   The Ohio State University




                               1
The “What” of Travel Approval
 Business travel requires approval at two points in
  the process:
    Order (request)
    Reimbursement
 Approvers must have the willingness and
  authority to say “no”
 Any changes to the travel order or reimbursement
  are initiated by the corresponding approver, and
  communicated through the Travel Office.


             The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 2
Approving the
 Travel Order

                3
Approving the Travel Order
 What are you looking for?
    Documented business purpose
    Estimated expenses are reasonable and necessary
    Reasonable / allowable prepayments through the
     Travel Office
      Prepaid Transportation (airfare, rail, Motor Pool)
      Prepaid Registration Fees
      Travel Cash Advances
    Travel Cards and Purchasing Card may be used – not
     included in Travel Office Prepayment



             The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 4
Approving the Travel Order
 Prepaid Transportation
   Must use a designated agency for airfare and
    rail
      Lowest available airfare to reasonably meet
       business travel requirements
      Rail and/or automobile expenses cannot exceed
       the cost of the least expensive airfare
      Business class may be purchased for international
       flights (flight time exceeds 5 consecutive hours)
      Sorry, no first-class
   30-day advance booking generally avoids
    premium airfare pricing
            The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 5
Approving the Travel Order
 Prepaid Registration Fees
   Conference fees, business-related banquets or
    meals
   No entertainment activities




           The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 6
Approving the Travel Order
 Travel Cash Advances
   Authorized for situations causing undue
    financial hardship
     OSU Students traveling on behalf of University
     OSU Faculty / Staff leading a group of OSU
      Students
     OSU Faculty, Staff, or Students traveling
      internationally in excess of one calendar month
   System enforces maximum allowable advance


           The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 7
 Approving the
    Travel
Reimbursement
Approving the Travel Reimbursement

 What are you looking for?
   Compliance with Travel policies
   Compliance with Travel policies
   Compliance with Travel policies
        Necessary documentation is attached
        Expenditures are reasonable and necessary
        Expenses are consistent with business purpose
        Traveler has disclosed Third-Party or OSURF
         payments


             The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 9
Approving the Travel Reimbursement

 Travelers should incur the lowest reasonable
  travel expenses and exercise care to avoid
  impropriety or appearance of impropriety
 If circumstance is not specifically covered in
  Travel Policy, the most conservative course of
  action should be adopted
 Frequent flyer miles are acceptable if used for
  business travel
 Other travel-related incentives are prohibited


            The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 10
Approving the Travel Reimbursement

 Approvers need an understanding of Travel
  Policies
 Expenses should be reasonable in light of
  less expensive alternatives
 Highlight the policies for the most common
  expenditures




          The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 11
Approving the Travel Reimbursement

 Airfare and Rail
      Lowest available airfare to reasonably meet
       business travel requirements
      Rail and/or automobile expenses cannot exceed
       the cost of the least expensive airfare
      Business class may be purchased for international
       flights (flight time exceeds 5 consecutive hours)
      Sorry, no first-class
   Documentation must show method of payment
    and indicate that payment was made

           The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 12
Approving the Travel Reimbursement
 Rental Car
   Documentation required if the University’s contract with
    National or AVIS is not used
   Only CDW and LDW insurance reimbursed for rentals
    from non-contracted agencies
   Rental car expenses cannot be greater than the least
    expensive airfare

 Personal Vehicle (Mileage Reimbursement)
   System calculates reimbursement amount based on
    applicable Federal rate
   Personal car expenses cannot be greater than the least
    expensive airfare
            The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 13
Approving the Travel Reimbursement

 Registration Fees
   Payment documentation must be present
   Ancillary expenses (e.g. spouse programs,
    entertainment) cannot be reimbursed




          The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 14
Approving the Travel Reimbursement

 Hotel
   Reasonable, single occupancy or standard
    business / conference room rates and
    associated taxes
   Receipts must contain method of payment and
    indicate that payment was made




          The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 15
Approving the Travel Reimbursement
 Per Diem
    Calculated automatically by the Travel System
    Federal per diem rates are applied; receipts not
     required
    Meals otherwise provided (e.g. conference, airline,
     business meals, hotel) must be deducted from per diem
 Actual Meal Cost in lieu of Per Diem
    Itemized receipts are required
    Reimbursement amount must not exceed federal per
     diem rate
 Business Meals are not reimbursed via Travel
  System
    Must be reimbursed via the Payment Request Online
     System (PROS)
             The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 16
Approving the Travel Reimbursement

 “Other” Incidentals
    Travel Policy lists reimbursable incidental business
     expenses and required documentation


 Non-Reimbursable Expenses
    Travel Policy lists expenses that the University will not
     reimburse – includes but not limited to…
      Airline club memberships, upgrades, house-sitting,
        commuting between home and campus, evening or
        formal wear expenses, costs incurred by Traveler’s
        failure to cancel reservations in a timely manner,
        Travel accident insurance premiums
              The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 17
Travel 4.2 Software Demo




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 18
Travel System Login




     The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 19
Travel Order List




     The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 20
Travel Order List – Search Capabilities




         The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 21
Travel Order List - Status




        The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 22
Travel Order Entry with Prepayments




        The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 23
Travel Order Entry - Comments




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 24
Travel Order Entry with Prepayments




        The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 25
Travel Order Entry - Prepayments




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 26
Travel Order Entry – Cash Advance




        The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 27
Travel Order Entry – Status




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 28
Travel Order Entry – Approved




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 29
Travel Order - Status




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 30
Reimbursement List – Search Capabilities




         The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 31
Reimbursement List - Status




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 32
Reimbursement – Cash Advance Notification




         The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 33
Reimbursement




    The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 34
Reimbursement – Itemized Expenses




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 35
Reimbursement - Comment




    The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 36
Reimbursement - Transportation




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 37
Reimbursement - Lodging




      The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 38
Reimbursement – Per Diem




      The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 39
Reimbursement – Other Expenses




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 40
Reimbursement – Chartfield Information




        The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 41
Reimbursement – Status Change




      The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 42
Reimbursement – Payment Release




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 43
Reimbursement - Status




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 44
Reimbursement List - Status




       The Ohio State University Travel Office | Travel Approver Training | November 2006 | Page 45