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Ohio State Corporate Travel Policy document sample
Document Sample
“T” Number _____________________
The Ohio State University Chartfield: (for after-the-fact travel entry)
Travel Reimbursement Worksheet __________ Fund: __________ 63401 Ohio Travel-Univ Employee
Org: 14527 - CAR __________
INSTRUCTIONS:
• This worksheet is an optional internal departmental form for Travel System users and travelers to assist in processing a reimbursement.
• The traveler is required to complete and sign the system-generated reimbursement.
TRAVELER AND TRIP INFORMATION: Date and return times are required.
Traveler Name:
Mailing Address:
Affiliation: Faculty / Staff - Employee ID Student Non-University
Departure Site: ,
Destination Site(s): , Depart Date: Depart Time: AM / PM
,
, Return Date: Return Time: AM / PM
Business
Purpose of Trip:
REIMBURSABLE EXPENSES
Purchasing Card and/or Reimbursed/Paid by External
Transportation: Reimbursement Amount
Travel Card Purchase Third Party
Airline: $ $ $
Rental Car Agency: $ $ $
Personal Vehicle: whole miles @ $0.505 per mile = $ $0.00 $ NOT APPLICABLE $
Alternate Mode: Rail & ferry only. Taxis and shuttles in “Other”. $ $ $
Conference Registration: $ $ $
Hotel: Itemize expenses below. $ $ $
Per Diem: Depart: AM/PM Return: AM/PM $ $ NOT APPLICABLE $
Other: Itemize expenses below. $ $ $
Total Expenses: $ $0.00 $ $0.00 $ $0.00
Lodging and Meal Itemization – Lodging costs only to include nightly rate and taxes. Receipts not required if per diem is paid for meals. Receipts are required if
actual cost of meals is reimbursed. Attach additional sheets if hotel stay exceeds six nights.
Total Lodging per Night Per Diem
Date Location (city, state or country) Purchasing Card and/or (not to exceed Federal City Rate)
Reimbursement
Travel Card
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
Enter Totals above: $ $0.00 $ $0.00 $ $0.00
“Other” (taxi / shuttle, rental car gasoline, etc.)
Amount
Date Location (city, state or country) Description Purchasing Card and/or
Reimbursement
Travel Card
$ $
$ $
$ $
$ $
$ $
$ $
Enter Totals above: $ $0.00 $ $0.00
OSU Travel Policy FAQs
Upon completion of the trip, and within 90 days, submit a travel reimbursement form and supporting documentation to obtain
reimbursement of expenses.
Airfare: Airfare may be prepaid through a designated travel agency:
Travel Designers (Uniglobe)
3471 East Broad Street
Columbus, OH 43213
614‐237‐4488 or 800‐966‐6512
614‐237‐4516 (fax)
www.uniglobetraveldesigners.com
If the airfare was not pre‐paid by the Travel Office, an original itemized receipt, original e‐ticket receipt/statement or Internet
receipt/statement is required. The receipt must show the method of payment and marked that it was paid in full
Conference Registration Fees: Receipt required, if not prepaid by OSU. In lieu of receipt, traveler may provide cancelled check, credit card
slip/statement as proof of payment. If a meal is included in a conference registration fee the per diem allowance for that meal may not be
claimed.
Automobile (Rental Agencies): Original, itemized receipt required. National Car Rental and Enterprise offer the University corporate pricing
discounts. When it is not feasible to use National Car Rental or Enterprise documentation explaining the rationale must be provided. The
University strongly encourages travelers to purchase CDW and LDW coverage if the agency chosen does not include these insurance packages
with the rental vehicle cost. The University will reimburse the cost of CDW and LDW coverage – all other insurance reimbursements will be
denied.
1) National Car Rental: Discount Number: 5000491, Customer Service 800‐227‐736;
2) Enterprise Rent‐A‐Car: Discount Numbers: XZ38OSU for Business Travel, XZ38OSP for Personal Travel, Customer
Service: 800‐736‐8222
Automobile (Personally Owned): OSU 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. Reimbursement is based on the Federal Mileage Rate which is currently (as of
03/19/2008) $.505 per mile for automobiles, $.305 per mile for motorcycles.
Meals (Per Diem): Receipts are not required for Per Diem allowances. Per Diem reimbursements are based on departure and return times
over the entire 24‐hour day and prorated accordingly. 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.
International per diem rates ‐ foreign cities and countries.
If a meal is served on the plane, included in a conference registration fee, built into the standard, single hotel room rate or replaced by a
legitimate business meal, the Per Diem allowance for that meal may not be claimed.
Lodging: will be reimbursed at reasonable, single occupancy or standard business room rates if the authorized travel is 45 miles or more
from home or work. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate. If
the lodging receipt shows more than a single occupancy, the single room rate must be noted, the name of the second person, and the second
person’s “T” number must be noted. Each of the travelers should have an original bill from the hotel. At checkout, have them split the hotel
nights stay onto two bills. Each of you should pay individually and retain your original itemized receipt showing proof of payment and a zero
balance due on the bill for reimbursement.
Parking – Original receipts are required for parking fees (including airport parking) totaling $25.00or more. The lodging bill can be used as a
receipt when charges are included as part of the overnight stay.
Tolls – Original receipts are required for tolls totaling $25.00 or more.
Miscellaneous Transportation – Original receipts are required for taxi, bus, subway, metro, ferry and other modes of transportation if costs
are $25.00 or more for each occurrence.
Travel Incentives: Travelers may accrue frequent flyer miles in conjunction with University travel. In accordance with the State Of Ohio
Ethics Commission rulings, accrued miles must be used for University related business travel. Accrual of hotel points, rental car incentives,
and other inducements in connection with University travel is prohibited. Frequent flyer miles may never be used to upgrade airline tickets
(i.e., economy to business or first class)
