OSU TRA 103: Foreign Travel

Purpose

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

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Applicability

Travelers on official university business within another country or US territories and possessions, regardless of the funding source.

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Policy

Authorized individuals may travel internationally for official university business.  Travel authorization must be obtained from the department head or chairperson, dean, or director, if the traveler will request reimbursement for travel expenses.  Contact the department's administration for internal approval procedures.

Specific contracts or awards may have different requirements for the submission of receipts relating to foreign 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 requested 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.

Pre-approval from the Office of Post Award Administration is required when employee international travel expenses will be charged to a grant Index.

In most cases international travel expenses will need to be converted to U.S. Dollars (USD).  Include proof of the currency exchange rate. 

Currency Conversion

In most cases international travel expenses will need to be converted to U.S. Dollars (USD).  Include proof of the currency exchange rate.  Proof can be in the form of (1) receipts obtained by the traveler when exchanging currency during travel, or (2) a copy of the claimant’s credit card statement(s) showing the travel expense(s), or (3) a print out from the OANDA.com website using the date shown on the receipt(s).  It is acceptable to average the exchange rate for the entire trip using the “FXHistory” feature or, show expenses using the “FXPense” feature on the OANDA.com website.

When not using the “FXPense” feature to request payment or reimbursement it is necessary show each receipt in both the original currency and U.S. Dollars…Example: 08/11/03.…Taxi to airport 10 EUR, 1 EUR=1.13USD….$11.30.

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. See TRA 206: Per Diem for Lodging, Meals & Incidental Expenses.

1. 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. 
2. 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 included in the per diem rate.
3. Conference Lodging - Actual and reasonable lodging expenses over the allowable lodging per diem rate can be reimbursed as a conference lodging exception when required documentation is provided.  See TRA 207: Conferences – Registration & Lodging.
4. Non-Traditional 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

Meal expenses may be reimbursed based on approved meal per diem. Actual meal receipts are required for group meals paid by an employee responsible for the group. See TRA 206 : Per Diem for Lodging, Meals & Incidental Expenses.

1. Meal Per Diem - Submission of receipts to substantiate the expense 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 times from/to the claimant’s official station.
2. Actual Meal Receipts - For group travel, responsible employee must submit a 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:

• 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 $15.00 (whichever is less).
• Fax
• Internet
• Postage – indicate what was mailed and business purpose
•  ATM Cash Advance fees
• Materials and supplies purchased to meet an immediate business need (receipt required)
• Reference materials (receipt required)
• Visa and passport expenses
• Expenses for additional preparations required for international travel such as physical examinations, inoculations, photos for security clearance, and approvals for access for some countries are also reimbursable.
• Parking
• Tolls
• Energy surcharge
• Fuel for rental car
• 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 actual group travel 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

Account Codes

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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