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Terms used in the Fiscal Operations Policy & Procedure Manual or general accounting practices are defined as follows:
Actual - in lieu of per diem
Actual lodging cost supported by a valid, itemized receipt.
Auto-Pay Vendors (Centralized Processing)
Selected vendors that have been contracted by OSU to submit their billings centrally to Business Affairs Payables for processing. Billings are submitted electronically with an accompanying hard copy that includes copies of all invoices listed on the statement.
Budget Authority
Department head or equivalent, or delegated person responsible for the university account and whose signature will be required on all documents authorizing expenditure of funds from the university account.
A clear and understandable reason for travel that is specific enough to explain how the university benefits from the expense being claimed.
CDW
Collision Damage Waiver.
City pairs are contracted, discounted, unrestricted, one-way fares that require no advance reservation, have no cancellation or transfer penalties.
Claimant
The individual requesting reimbursement of University business related expenses.
Private-sector supplier of air, rail or bus transportation.
Conference
An event externally sponsored by an organization other than OSU, and at location beyond the control of OSU.
Travel agency under contract with the university to provide travel related services.
A personal liability card, issued to employees for reimbursable travel and hosting expenses associated with official University business.
Departmental Approval - See Budget Authority
One of two criteria that must be met for an eligible moving expense to be non-taxable. See also Time Test.
Domestic Travel
Travel within the 48 contiguous states, the District of Columbia, Alaska and Hawaii.
Education and General Funds (E & G Funds)
Those funds received by the university directly from the legislature and from student tuition. The funds are subject to expenditure limitations, and are allocated to colleges and departments through the budget process.
Employee
Individual on the payroll of Oregon State University (e.g.: faculty, staff, Graduate Research Assistants).
Employee Travel
Travel of OSU employees on official University business.
Evidence of travel status is normally in the form of lodging receipts. However, vehicle rental, local transportation, meal receipts, or other receipts showing the travel location may be used. See GCG 205-18: 39XXX Travel for additional information.
FASOM
OUS Financial Administration Standard Operating Manual, currently being revised into the OUS Fiscal Policy Manual,
An award made by an outside entity which grants a stipend and possibly other expenditures in the pursuit of advanced study or research. Generally "Fellows" are graduate students or Post Docs. Fellows are not employees of the university.
Required study trips outside the regular classroom or laboratory. Trips must be necessary for field instruction, observation of contemporary practices and other areas that are not readily available for classroom or laboratory presentation, but are considered by the instructor to be subject matter essential to the course.
Fly America Act
49 U.S.C. 40118, commonly referred to as the ``Fly America Act,'' requires the use of a U.S. flag air carrier service for all air travel funded by the U.S. Federal Government.
Travel within another country or in a US Territory or Possession such as Puerto Rico, Guam, American Samoa, or the Virgin Islands.
Frequent Flyer Miles
Credits acquired when making qualified purchases.
An additional payment for a service provided that is optional and within an individual's discretion.
Group Travel
University business related Athletic team or student group travel in which a minimum of one OSU employee is in attendance who is responsible for the care, custody, or control of the students.
H 1B VISA
The H-1B VISA is a temporary work permit for professional positions that allows foreign nationals to live and work in the U.S.
A locality determined by the IRS as being one that requires a higher per diem rate for meals, lodging and incidental expenses. See also Low Cost Locality.
Minor expenses incurred while traveling that include, but are not limited to, expenses for laundry, cleaning and pressing of clothing, and fees and gratuities for services, such as waiters and baggage handlers. Incidental Expenses are combined with meals into a single per diem rate. The term does not include miscellaneous expenses such as taxi cab fares, airport shuttle bus fares, telephone calls, facsimiles, and lodging taxes.
In-State Travel
University business related travel between two points in Oregon, or University business related travel that originates in another state or country in which the destination is within the State of Oregon boundaries.
Inter Departmental
Contact occurring across different departments/units.
Intra Departmental
Contact occurring within a single department/unit.
Itinerary - Airfare
Information provided by the airline or internet website showing the traveler's name, date(s) of travel, class of travel and route traveled.
Itinerary - OSU Travel Reimbursement Request form
A daily showing of a traveler's exact whereabouts for a specific trip. Details such as the date and time of departure/return, the traveler's destination/lodging location, and any days of personal leave utilized are specified.
J
LDW
Liability Damage Waiver
A locality as determined by the IRS where the normal per diem rate is the standard amount for all cities in the continental United States. See also High Cost Locality.
Mileage Log
Document of accumulated private vehicle miles used in performance of official duties. See TRA-Ex3: Mileage Log for Privately Owned Vehicles.
Non-Commercial Lodging
Alternate lodging (e.g.: travel trailer, motor home, staying with family or friends) provided while on official travel.
Individuals not on OSU's payroll (e.g.: students, employees from other state agencies, official volunteers, OSU appointments without pay, etc.)
An individual invited to OSU by an OSU official for a specific purpose that benefits the mission of the university.
Official Station
The city, town or other location to which an employee is assigned. The official station may be specifically defined by the state executive department in certain circumstances.
Business that directly provides a benefit to the university's educational, research, and public service objectives.
Approved travel that provides a benefit to the university's educational, research, and public service objectives.
A non-OSU employee whose volunteer status is documented and on file with the OSU Contracts Office.
One Day Trip
Travel not involving an overnight stay by the employee.
Travel from a point in Oregon to a destination in another state, or travel between two states outside of Oregon including Alaska and Hawaii.
PAI
Personal Accident Insurance.
Federal allowances for daily expenses for lodging, meal and incidental expenses involving an overnight stay.
Travel for field research, presenting papers, and meeting with people from other agencies.
Qualified Lodging List
A list of Oregon lodging establishments provided by the Oregon State Department of Administrative Services whose rates are within the per diem rates.
Receipt - see Valid Receipt
Responsible Employee
The OSU employee receiving a group travel advance who is held accountable for paying and documenting the group travel expenses.
Sabbatical Leave
Sabbatical leave is granted to tenured faculty of academic rank for purposes of research, writing, advanced study, travel undertaken for observation and study of conditions affecting the applicant's field, or related scholarly or professional activities.
Service Charge
An additional payment for a service provided that is not optional and labeled as such by the vendor.
Subsidized Travel
Travel in which OSU will receive compensation from an outside entity.
One of two criteria that must be met for an eligible moving expense to be non-taxable. See also Distance Test.
Tip - see Gratuity definition.
Travel related to employee training, including any conference, workshop, seminar, or formal program of learning that contributes directly to the professional competence of the individual.
US Territories and Possessions
Includes Puerto Rico, Guam, Northern. Mariana Islands, American Samoa, Papua New Guinea, Wake Island, Midway Islands, US Virgin Islands (St. Croix, St. John and St. Thomas), and other outlying islands.
A valid receipt provides the following information:
Valid Receipt For Lodging
An original receipt completed by the establishment that includes:
Volunteer - see Official Volunteer
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