| Travel Policy & Procedures Manual |
TRA | |
| OSU Policy & Procedure Manuals | Search the Manuals | Feedback |
To allow non-university employees to travel on official university business.
All non-OSU employees traveling while on official University business, regardless of the funding source.
Prior to extending an invitation, pre-approval by appropriate program personnel is required and a clear benefit to OSU must be documented. Examples may include faculty/staff/student/fellowship candidates and official guest speakers.
Lodging, not including meals, phone or other charges, may be direct billed to the department if the vendor is willing to bill. TRA 206 : Per Diem for Lodging, Meals & Incidental Expenses.
Official guests may be reimbursed for meals under the same travel policy as employees of the university.
Direct billing is allowed for airfare, lodging and airport shuttle services. OSU travel policy TRA 101: Travel Policy applies. See also TRA 204: Air Transportation.
As a general guideline, authorization for reimbursement of spouse travel may only be extended to positions such as the Provost (Vice and Associate), Deans, Department Heads, and endowed Chair Professorships. When a spouse travels as part of the employment recruitment process, payment for spouse travel must be approved by the Provost in advance of the proposed travel.
Lodging, not to include meals, phone or other charges, may be direct billed to the department if the vendor is willing to bill. See TRA 207: Per Diem Rates.
Student candidates may be reimbursed for meals under the same travel policy as employees of the university.
Direct billing is allowed for airfare, lodging and airport shuttle services. OSU travel policy TRA 101: Travel Policy applies. See also TRA 204: Air Transportation.
“Student” in this instance refers to any person who will be registered to take classes towards a degree, and therefore, includes those persons being considered for graduate appointments. Departments may elect to place a maximum reimbursement amount on the travel reimbursement. See FIS 410-12: Student Travel Recruitment Costs.
Expenses related to bringing potential Fellows to campus need to comply with the OSU Travel Policy. Recording of these expenses is dependant upon their ultimate status with OUS. See also GCG 205-18: 39XXX-Travel in the Grant, Contract & Gift Accounting Manual.
Use the 55xxx series of account codes if the Fellow is an OUS registered student. These account codes are only to be used on non E&G funds. Approval from the Office of Post Award Administration is needed.
When payment is made to an outside vendor on behalf of the Fellow the expense should appear in Vendor History (FAIVNDH) as those connected to the Fellow. For instructions refer to FIS 1106-04: Payment When Check Disbursed to Other Than Vendor in the OSU Fiscal Operations Manual. Expenses for Fellows requesting reimbursement need to comply with OSU Travel Policy.
See FIS 410-25: Payment for Services in the OSU Fiscal Operations Manual.
See FIS 407-01: Travel Reimbursements in the OSU Fiscal Operations Manual.
See FIS 407-01: Travel Reimbursements in the OSU Fiscal Operations Manual.
Volunteers are eligible to receive per diem and other travel expenses as indicated in the volunteer service agreement. A sample Volunteer Service Agreement (pdf) is available for review on the Business Services website.
See TRA 303: Receipt Requirements
See TRA 304: Non-reimbursable Expenses
See TRA 305: Preparing a Travel Reimbursement Form
See FIS 410-12: Student Travel Recruitment Costs in the OSU Fiscal Operations Manual.
See FIS 410-25: Payment for Services in the OSU Fiscal Operations (FIS) Manual for information on Hosting/Meals of Employee Spouse and for Entertainment at an Employee’s Home.
OSU Policies and Procedures Manuals | Search Manuals | TRA Manual Contact | Travel Office Web Site | Office of Business Affairs Web Site Department of Human Resources, Oregon State University |