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These are the most commonly used account codes related to travel, entertainment, moving and training type expenses. For a complete listing of account codes see Section 2: Account Codes in the OUS Financial Administration Standard Operating Manual (FASOM)
This is travel related to business activities not related to training (such as research). Includes:
Meals and lodging, including taxes and tips on both
Airline tickets, aircraft rentals, chartered flights, and private aircraft mileage
Private car mileage, motor pool cars, buses, taxies, shuttles, car rentals, parking, tolls, trains, and water transportation
Travel related to employee training, including any conference, workshop, seminar, or formal program of learning which contributes directly to the professional competence of the individual.
This is travel related to business activities not related to training (such as research).
Includes:
Travel related to employee training, including any conference, workshop, seminar, or formal program of learning which contributes directly to the professional competence of the individual.
This is travel related to business activities not related to training (such as research).
Includes:
Travel related to employee training, including any conference, workshop, seminar, or formal program of learning which contributes directly to the professional competence of the individual.
Includes:
This account code is used on Restricted Grant and Contract Funds when the agency will pay travel expenses for a workshop speaker but does not pay an honorarium to the speaker or indirect cost on the travel. Most of the time this is to bring “federal employees” to campus as workshop speakers, but it could be others as well.
Includes:
Includes:
Expenditures for personal travel of a non-employee paid to, or on behalf of, the non-employee. Includes travel for rest and recreation and for home leave when on international assignment. This travel is subject to 1099 reporting.
Travel expenses incurred when an academic class takes a field trip or an athletic team travels to a sports event for competition. Use for all trip expenses for the group including any employee sponsors (instructors, academic advisors, or coaches) and students (class members, participants, or players). Note: This account code cannot be used when all participants are employees.
Travel expenses incurred when an academic class takes a field trip or an athletic team travels to a sports event for competition. Use for all trip expenses for the group including any employee sponsors (instructors, academic advisors, or coaches) and students (class members, participants, or players). Note: This account code cannot be used when all participants are employees.
Travel expenses incurred when an academic class takes a field trip or an athletic team travels to a sports event for competition. Use for all trip expenses for the group including any employee sponsors (instructors, academic advisors, or coaches) and students (class members, participants, or players). Note: This account code cannot be used when all participants are employees.
Direct Reimbursement of taxable payments for expenses associated with an employee change of residence. Applies to both employee transfers and moving new employees. Includes per diem and transportation expenses for pre-move house-hunting trips; all meal expense reimbursements; costs associated with either the sale or purchase of a residence; and all reimbursed expenses if the move is less than 50 miles.
10217 is used for taxable reimbursements if the new employee is on Payroll. This reimbursement will be posted through the Payroll Office after being audited by the Payables Office. The payment will then show up on the next payroll check with the appropriate taxes withdrawn from the check.
Taxable payments for expenses related to an employee’s change of residence. Applies to both employee transfers and moving new employees who are not yet on the payroll system. Includes per diem and transportation expenses for pre-move house-hunting trips; all meal expense reimbursements; costs associated with either the sale or purchases of a residence; and all reimbursed expenses if the move is less than 50 miles.
10780 is used when the new employee is not on Payroll or when a vendor will be paid on behalf of the new employee (such as a moving company).
NOTE: This code should be used only when it is not feasible to reimburse the employee on the payroll with account code 10217. The Payroll Office must be provided a copy of account code 10780 disbursements so appropriate payroll entries can be made (done by Business Affairs).
Payments to an employee for temporary living expenses for a period of 30 consecutive days after obtaining employment or for the first 90 days for a foreign move.
1099 Subject. Lump-sum payment to an employee, in lieu of moving expenses, for the purpose of establishing a new place of residence while the employee is working on a project away from his or her home station.
1099 Subject. Expenditures for the storage of household goods and personal effects of an employee while the employee is working on a project away from his or her home station.
1099 Subject. Payment to, or on behalf of, an employee for living costs of the employee’s dependents while the employee is working on a project away from the employee’s home station and is separated from his or her dependents.
Expenses for the transport of an employee’s household goods and travel from his or her old location to the new location. The distance must be at least 50 miles. These expenses are not taxable.
Used for classified employees only. The university will provide a meal or reimbursement for each eligible employee who is required to work two (2) or more hours beyond the end of his/her work shift when such additional work causes the employee to miss his/her regular meal. Where the university elects to provide reimbursement, the employee will be reimbursed at the current in state rate for the meal which is appropriate for the time of day the overtime was worked. Reimbursement is made on a Personal Reimbursement form (forms are obtained from Business Affairs Payables) following the rules in the Collective Bargaining Contract, Article 25.8.e. The account code to use is 28502.
Expenditures for registration fees for conferences, conventions and other meetings. This code may be used for the total registration fee, including any meals, lodging or incidental expenses that are part of the fee.
Costs of housing when paid as part of OSU-conference fees. This account code is not used on personal reimbursements.
Costs of meals usually catered and served during OSU-sponsored conferences and workshops. These meal costs are ordinarily included in the conference fee. This account code is not used on personal reimbursements.
Costs of food, drinks and supplies for refreshment breaks during OSU-sponsored conferences, workshops. This account code is not used on personal reimbursements.
Costs of optional OSU-sponsored conference events. These are usually not included as part of the basic conference fee and are add on expenses. Costs may include meals, parties and special trips. This account code is not used on personal reimbursements.
Costs incurred for amusement, diversion, social activities entertainment and any related items (e.g., tickets to shows or sporting events, meals, lodging, rentals, transportation and gratuities).
Expenditures for nonalcoholic beverages and foods served as refreshments at business, instructional, informational, and similar meetings for OSU participants/employees. Not for use by OSU guests and group gatherings (see 28612 Hosting Groups and Guests) or public relations and fundraising (see 28613). When funded by a grant, meeting agenda must relate to the grant.
Authorized expenditures made in connection with the hosting of group gatherings or official guests where information is presented or new employees are recruited.
Hosting activities that are unallowable for indirect cost rate calculations and application. Examples of such events or activities are fundraising or development, graduation activities, retirement receptions or other functions where there is no instruction or information formally presented. If hosting groups or official guests for the purpose of instruction or information dissemination (including faculty recruitment), then the costs are allowable for negotiating and applying the indirect cost rate and should be charged to 28612 (Hosting Groups and Guests). Also used for student recruitment expenditures.
Tuition and registration fees incurred for employee training (seminars and workshops). 7/01 123
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