OSU TRA 104: Group Travel

Purpose

To allow an OSU employee to pay and receive reimbursement for travel expenses incurred when an academic class takes a field trip or an athletic team travels to a sports event for competition.

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Applicability

All trip expenses of the group including any employee sponsors (instructors, academic advisors, or coaches) and students (class members, participants, or players).  

Note: Cannot be used when all participants are employees.

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Definitions

In-State Group Travel

Travel expenses incurred when an academic class takes a field trip or an athletic team travels to a sports event for competition within the state of Oregon.

Out-of-State Group Travel

Travel expenses incurred when an academic class takes a field trip or an athletic team travels to a sports event for competition outside the state of Oregon, and within the 48 contiguous states, District of Columbia, Alaska and Hawaii.

Foreign Group Travel

Travel expenses incurred when an academic class takes a field trip or an athletic team travels to a sports event for competition in which the destination is outside of the United States, and includes its territories and possessions.

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Policy

One state employee, such as a coach, athletic director, or group leader, may request reimbursement for expenses paid for team or group members on a single Travel Reimbursement Request form.  Other members of the same group may not claim reimbursements.

Field 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.

Original, itemized receipts must be submitted as support for expenses. Photocopies of invoices, credit card statements or record of charge slips accompanying the monthly billing statement, receipts or restaurant stubs are not acceptable.  Tear tags, credit card slips, and notations on lodging folios are inadequate replacements for itemized receipts.

Lodging

• Actual room rates may not exceed published OUS rates.  The room rate may be calculated by total room costs divided by total number of travelers.  Any excess amounts will not be reimbursed and will not show on OSU books.
• Itemized receipts and rooming list are required.

Meals - may be at per diem or actual with receipts

1. Per Diem in lieu of meal

• Supporting documents will clearly provide proof of disbursement
• Name, Status/Title of individual receiving per diem
• Meal (breakfast, lunch, dinner) and cash amount received
• Amount to be equal to OUS per diem rates.

2. Actual food cost

• All meal costs supported by itemized receipts.
• All meal attendees and their status/title will be clearly identified.
• Meal (breakfast, lunch, dinner) shown
• Discretionary gratuities above 15% are not allowed.  When there is a single bill for a team, organization, or other group, and the restaurant adds in an amount for a “service charge”, “gratuity” or “tip” that the employee must pay, the charge may be reimbursed.

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 Vehicle

Miscellaneous Expenses

Miscellaneous expenses must be itemized.  Miscellaneous reimbursable travel expenses may include:

• Telephone.  Business calls must include purpose of call.
• 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)
• Parking
• Tolls
• Lodging taxes (domestic only)
• Energy surcharge
• Fuel for rental car
• Charges for excess baggage or flight changes must have written justification.

Conference Registration Fees

See TRA 207: Conferences – Registration & Lodging

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Cross Reference

Airfare – see TRA 204: Air Transportation
Travel Related Expenses – see TRA 305-03: Miscellaneous Travel Expenses
See TRA 304: Non-Reimbursable Expenses

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Additional Information

See Enterprise website for Vehicle rental   

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