OSU TRA 201: Travel Authorization

Purpose

To allow university employees and students to travel on official university business.

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Applicability

Travelers on official university business regardless of the funding source.

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Policy

All OSU travel requires advance official authorization.  The level of authorization varies depending on the type of travel and the funding source. 

With the exception of international travel on grant indexes, travelers are required to obtain travel authorizations in advance from their Dean, Director or Department Head.  Pre-approval may be verbal or written, subject to the department’s internal policy.   Pre-Approval Travel Authorizations are documented and maintained at the department level.

Blanket authorization for a series of trips may be approved.  Employees whose duties require frequent or continuous travel are considered to have advance approval when travel is within the usual limits of their duties.   When several employees travel together with the same itinerary and similar expenses, one request for travel authorization may be submitted for the group.

In-state Travel

In-state travel should be limited to “need based travel using the most cost-effective means possible”.

Out-of-State Travel

All state employees traveling out-of-state are required to obtain verbal or written travel authorization in advance from their Dean, Director or Department Head. No travel expenses are to be incurred prior to the approval for the travel.

Foreign Travel

Foreign travel on grant funds must be authorized in advance by the department, using the Foreign Travel Authorization form located on OSCAR.  These authorizations must be routed through the Office of Post Award Administration, prior to travel.  If a last-minute trip makes advance completion of the form impossible, contact the Office of Post Award Administration.

Sometimes there will be changes in plans after a travel authorization has been completed and approved by the department and the Office of Post Award Administration.  Changes might include a change of travel dates, change of itinerary, change of grant index, or an additional grant index.  These changes must be approved by the Office of Post Award Administration.

When requesting reimbursement for foreign travel on grant funds, an approved authorization form from the Office of Post Award Administration is required before reimbursement can be made.

Academic Personnel on Sabbatical or Other Types of Leave

See TRA 106: Sabbatical Travel

Spouse Travel

Payment for spouse travel as part of the employment recruitment process must be approved by the Provost in advance of the proposed travel.  As a general guideline, authorization for reimbursement of spouse travel may only be extended to positions such as Provost (Vice and Associate), Deans, Department Heads, and endowed chair professorships.

Changes in Travel Plans

If the actual travel differs significantly from what was approved in any of the preceding documents, the changes must be explained briefly in the Business Purpose section of the Travel Reimbursement Request form.

Non-Employees

Travel authorizations are not required for non-employees.  However, they are subject to the same policies as OSU employees.

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