OSU TRA 101: Travel Policy

Purpose

To allow university travelers, including students, official volunteers and guests to travel on official university business.

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Applicability

All travelers on official university business, regardless of the funding source.

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Background Information

The Oregon State University (OSU) Travel Policy and allowable reimbursements are derived from the Oregon University System (OUS) Policy, which states that the universities are to follow applicable state statutes, regulations and administrative rules.

Many of the OUS/OSU travel policies exist to comply with the rules of the accountable plan established by the IRS.  The accountable plan’s rules are

1. expenses must have a business connection,
2. expenses must be adequately accounted for within a reasonable period of time, and
3. any excess reimbursement or allowance must be returned within a reasonable period of time.

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Policy

All university travel must comply with OSU travel policies and procedures.  Transactions will be reviewed according to statutory requirements and Generally Accepted Accounting Principles.  Individuals must ensure transactions are for authorized purposes and are an appropriate use of funds.  All public employees have a duty to exercise good judgment and common sense in obligating and expending the resources of the University.  Every employee must use the University’s resources wisely.  A negligent or fraudulent expenditure can result in personal financial losses and/or disciplinary action up to and including dismissal.

Individual Departments/Units are responsible for educating their personnel and insuring personnel adherence to the OSU Travel Policy.

Travelers in a unit may be subject to the unit’s travel policy that is more restrictive than the standards expressed in this policy.  A travel policy more restrictive than the OSU policy requires prior approval by central University administration, and must apply to all travelers in the unit.

Responsibilities

Individuals traveling on official OSU business are subject to the OSU travel policy:

1. Select travel options that are the most efficient and economical to the University/State.
2. Exercise good judgment when incurring expenses and accomplishing the purpose of the travel.  Excess costs, circuitous routes, delays or luxury accommodations that are unnecessary or unjustified in the performance of official duties are not acceptable.  Any additional expenses incurred for personal preference or convenience are the responsibility of the employee.
3. Verify that all travel arrangements are confirmed prior to departure.
4. Ensure that the Travel Reimbursement Request form is prepared in a timely manner, and provides appropriate receipts and documentation as required.

Travel authorization must be obtained from the department head or chairperson, dean or director.  Contact the department’s administration for internal approval procedures.

Reimbursement

Requests for reimbursement should be submitted within 60 days after the trip has been completed, but no later than the close of the fiscal year in which the travel occurred.  Filing Reimbursement Requests beyond the reasonable period may result in the reimbursement payment being taxable as wages to the employee.

When two or more employees travel together, it may be expedient for one employee to pay and claim reimbursement for certain expenses of other employees.  Examples are:

1. There is a single charge for a group (e.g. road or bridge toll, parking fee taxi fee)
2. Two employees share a room.  One may pay the bill and claim the actual amount, (with an original, itemized receipt) up to the combined lodging allowance. 

Business Purpose

Claims for reimbursement or payment of travel expenses must include a business purpose.  The business purpose should be descriptive enough to clearly answer any questions regarding who traveled, the necessity of their travel, and the benefit to OSU. 

Itinerary

• The itinerary does not substitute for, nor detail the business purpose and must be complete enough to track the traveler’s whereabouts as well as departure and return times.
• The itinerary must correspond with any receipts submitted.
• The departure and return times are needed to determine allowable meals.  Start at the traveler’s official station (include the airport if requesting mileage).  Also, include the traveler’s destination(s) as well as lodging location(s).
• Travel not starting at the official station should be noted.  Indicate airports when requesting mileage reimbursement.
• Include days of personal leave with note stating, “on personal leave”.

Signature

When an original signature is unattainable, a faxed signature is acceptable for payment processing.  A person other than the traveler may not sign the Reimbursement Request as the claimant.

Note: Questions about this policy or travel forms should be directed to the Travel Office at (541) 737-4262.

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Cross Reference

See TRA 201: Travel Authorization

See FIS 1402-01: Airfare Purchasing Policy - Not Using Contracted Travel Agencies

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