Purpose
To allow university travelers, including students, official volunteers and guests to travel domestically on official university business.
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Applicability
Travelers on official university business within the 48 contiguous states, the District of Columbia, and Alaska and Hawaii, regardless of the funding source.
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Policy
Authorized individuals may travel domestically for official university business. Travel authorization must be obtained from the department head or chairperson, dean, or director. Contact the department's administration for internal approval procedures.
Specific contracts or other awards may have different requirements for the submission of receipts relating to domestic travel. The Office of Post Award Administration assists departments in identifying the contract or award by noting the requirement on the original Award Information Sheet. Departments will be held responsible for receipts that are not submitted with reimbursements, or for reimbursements that are done using incorrect methods. A cost overrun to the department will be prepared for any travel that is billed to the contractor and subsequently disallowed due to lack of receipts/documentation for the reimbursement.
Lodging
Prior to departure the traveler must contact department administration on departmental policy for lodging expenses. Departmental policy for lodging may be based on either approved lodging per diem or actual lodging receipts, and must be applied to all travelers from the same department.
- Lodging Per Diem – Submission of lodging receipts to substantiate the expense is not required. Lodging per diem is determined by the traveler’s lodging location. See TRA 206 : Per Diem for Lodging, Meals & Incidental Expenses.
- Actual Lodging Receipts – Travelers must submit a valid lodging receipt obtained from the lodging establishment to receive reimbursement. See TRA 303 : Receipt Requirements. Some hotels and motels offer reduced rates for government employees. However, those rates may not be within the per diem rate. The excess amount of room rate over the allowed per diem rate will not be paid, regardless of funding source. Lodging taxes are considered Miscellaneous Expenses.
- Conference Lodging - Actual and reasonable lodging expenses over the allowable lodging per diem rate are reimbursed as a conference lodging exception when documentation is provided. Lodging taxes are included under Miscellaneous Expenses. See TRA 207 : Conference – Registration & Lodging
- Non-Commercial Lodging - Travelers utilizing non-commercial lodging facilities (e.g.: travel trailer, motor home, staying with family members or friends) are provided a daily payment of $25.00 regardless of duration or location.
Meals
Reimbursement for meals will be based on per diem. Actual meal receipts are required for group travel only. See TRA 206: Per Diem for Lodging, Meals & Incidental Expenses.
- Meal Per Diem - Submission of receipts for meals claimed is not required. Meal per diem rates are determined by the traveler’s lodging location. See TRA 206 : Per Diem for Lodging, Meals & Incidental Expenses. A deduction from the daily Meals & Incidental Expenses (M&IE) per diem is necessary for meals provided by others and as dictated by the departure/return time to the claimant’s official station.
- Actual Meal Receipts - For group travel, employee responsible for the group must submit an itemized, valid receipt obtained from the eating establishment to receive reimbursement. The cost of alcoholic beverages will not be reimbursed regardless of funding source. Athletic team meal expenses exceeding the OUS per-diem rate require written justification and approval of the athletics director or the associate athletics director the coach reports to. Student group meal expenses exceeding the OUS per-diem rate require written justification and approval of the department head.
Direct-bill invoices from vendors have the same written justification and approval requirement for meal expenses exceeding OUS per-diem rate.
Private Auto Mileage – See TRA 205-03 : Private Vehicles
Miscellaneous Expenses
Miscellaneous expenses must be itemized on the OSU Travel Reimbursement Request form as “Other Expenses”. Commercial ground transportation requires receipts if over $75.00 per item; all other miscellaneous travel expenses require receipts if over $25.00. Miscellaneous reimbursable travel expenses may include:
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Telephone. Business calls must include purpose of call. A personal call home on the first day of travel and alternating days thereafter may be reimbursed with limits of up to five minutes or $5.00 (whichever is less).
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Fax
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Internet
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Postage – indicate what was mailed and business purpose
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ATM Cash Advance fees
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Materials and supplies purchased to meet an immediate business need (receipt required)
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Reference materials (receipt required)
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Parking
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Tolls
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Lodging taxes (domestic)
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Energy surcharge
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Fuel for rental car
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Charges for excess baggage or flight changes must have written justification.
Gratuities
Tips paid by OSU employees for services received while on travel assignments are personal expenses and cannot be reimbursed. An exception is made for reimbursement of group travel actual meal expenses. In such cases, a gratuity of up to 15% of the meal expense may be reimbursed when supported by a receipt.
Conference Registration Fees - See TRA 207 : Conferences – Registration & Lodging
Expenses of Others
Travel Related Expenses – see TRA 305-03 : Miscellaneous Travel Expenses
See TRA 104 : Group Travel
Account Codes
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Account Codes for the 48 contiguous states, District of Columbia, Alaska and Hawaii - Use Out-of-State travel account codes, see TRA-Ex1 : Commonly Used Account Codes.
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Account Codes for Puerto Rico and U.S. Possessions - Use Foreign travel account codes, see TRA-Ex1: Commonly Used Account Codes.
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Cross Reference
Airfare – see TRA 204 : Air Transportation
See TRA 304 : Non-Reimbursable Expenses
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Additional Information
See Enterprise website for Vehicle rental
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