ETravel Training University Libraries. Overview What is your responsibility? Travel Request Overview...
If you can't read please download the document
ETravel Training University Libraries. Overview What is your responsibility? Travel Request Overview Travel Reimbursement Overview What happens to your
Overview What is your responsibility? Travel Request Overview
Travel Reimbursement Overview What happens to your paperwork?
Important contacts Q&A
Slide 3
What is your responsibility? Complete travel request documents
with all approvals prior to traveling. Complete travel
reimbursement documents within 90 days of returning from trip. Ask
questions!
Slide 4
Slide 5
Travel Request: General Information 1.Complete the top portion
with your ADs contact information. 2.Enter your employee
information. 3.Complete trip details. 4.Enter a complete business
purpose for this trip.
Slide 6
What is a complete business purpose? Who, what, where and why =
Business Purpose Include where you are going, what the purpose will
be and how it will affect your job at the university.
Slide 7
Appropriate Business Purpose Appropriate: To attend the
American Library Association (ALA) Conference for professional
development, including sessions on the new cataloging system with
which I am involved at OSU Libraries. Non-Appropriate: To attend
the ALA conference. *Always spell out abbreviations*
Slide 8
Vacation Days If you will be using vacation days in conjunction
with your trip, you must include your ADs approval in your travel
request paperwork. Please include a detailed listing of which days
are for business and which are for vacation. An airfare cost
comparison must be completed to compare business only travel to
business + vacation travel. You will only be reimbursed the lower
cost.
Slide 9
What if Im not leaving from Columbus? Include a description of
why you will not be leaving from Columbus. Include airfare quotes
to compare the price leaving from Columbus to the price leaving
from other location. If leaving from other location increases the
price, you will only be reimbursed the flight cost from
Columbus.
Slide 10
Cost Comparisons The easiest way to complete a cost comparison
is to use KAYAK (www.kayak.com)www.kayak.com
Slide 11
Slide 12
Travel Request: Cost Estimates 5. Enter estimates for
transportation, meals (per diem), lodging, registration and other.
Other is used for miscellaneous expenses that may occur which will
allow you to stay within the 20% overage allowance.
Slide 13
Per Diem Rates If you do not already have your daily hotel
cost, it is helpful to use this when estimating your lodging
expense. www.gsa.gov Click on Per Diem Rates at the top left of
webpage.
Slide 14
Per Diem Rates A max per diem rate is listed for most cities.
It is helpful to use this when estimating your per diem expense. If
your city is not listed, use the closest available city to your
destination. www.gsa.gov Click on Per Diem Rates at the top left of
webpage.
Slide 15
Per Diem Rates The per diem rate is broken down for each daily
total rate. Your first and last day of travel may only be 75% of
the max rate unless you have an extremely early departure or late
arrival time. www.gsa.gov/mie
Slide 16
Travel Request: Chartfield Information 6. Your ORG should
automatically populate from the general information section. 7. If
you are using course enhancement or development funds, please enter
this fund number under the FUND column. 8. If you are using CFBRR
funds, please note this as program 19495 and use your first initial
of your first name and first 4 letters of your last name in the
USER DEFINED column (eg. HKOVA)
Slide 17
CFBRR Funding You must have AD approval and CFBRR approval if
using CFBRR funding. Please attach your CFBRR approval letter to
your travel request. To complete the CFBRR travel request:
library.osu.edu/about/committees/committ
ee-on-faculty-benefits-responsibilities-
and-research/forms/request-funds
Slide 18
Travel Request: Prepayment Request 9. Enter your prepaid travel
estimation and the travel agency that was used. Make sure to attach
the preliminary itinerary with your travel request, as the record
locator needed to process your ticket in the Business Office is
located on the itinerary. 10. Only enter prepaid registration that
needs to be paid in the form of a check. Please use the P-Card
whenever possible to pay registration fees.
Slide 19
Travel Request: Prepaid Airfare Contact one of the two
designated travel agencies Travel Solutions: 614-750-4020
www.ts24.com/portal.osu Uniglobe Travel Designers: 614-237-4488
Price quotes are NOT guaranteed until ticketed by the travel
agency. Therefore, submit your travel request to the Business
Office by noon of the day you receive your itinerary.
www.controller.osu.edu/travel/travel-agencies.shtm
Slide 20
Travel Request: Prepaid Registration Complete an e-request for
the Pcard once you receive your T#.
Slide 21
Travel Request: Authorization 11. Please remember to sign your
travel request!! Your AD must sign your travel request or you may
receive email approval. If you use email approval, be sure your
email includes the total cost of your trip. Attach this approval
with your travel request when submitting.
Slide 22
What to include with your travel request Travel Request
Worksheet with signed or emailed AD approval CFBRR approval Airfare
itinerary (if prepaid airfare used) Conference details (Include
print out of dates or full program, if available.) As many details
as possible regarding any oddities in your travel plans
Slide 23
Slide 24
Slide 25
Slide 26
Slide 27
Slide 28
Slide 29
Slide 30
Slide 31
Travel Reimbursement: Trip Information 1.Be sure to include
your T#! This will allow for your travel reimbursement to be
processed more efficiently. 2.Enter your personal information and
trip information. 3.Transfer a condensed version of your business
purpose from your travel request.
Slide 32
Travel Reimbursement: Expenses 4. Fill in your transportation
and conference registration expenses (prepaid expenses are not
recorded here).
Slide 33
Travel Reimbursement: Expenses 5. Enter any payments made with
a P-Card. This column is used for payments that were made toward
your travel but will not be reimbursed to you.
Slide 34
Travel Reimbursement 6. Enter your nightly lodging expenses
with the dates and location of travel.
Slide 35
Travel Reimbursement 7. Enter your per diem or actual meal
expenses for each day. If you are requesting actual meal expense
reimbursement, you must attach receipts for each meal along with a
description.
Slide 36
Per Diem Subtract any meals that were included in your
conference, paid for by another party or part of your hotel
payment. Please make detailed notes of what was included
(continental breakfast or meals at the conference). Items listed as
reception on conference itineraries are one of the most
problematic. Make detailed notes regarding whether or not a meal
was served.
Slide 37
Actual Expenses Include actual receipts with meal details and
date. Its best to tape this information to an 8.5 x 11 piece of
paper to ensure safe keeping and proper documentation.
Slide 38
Travel Reimbursement 8. Enter any other expenses such as
internet, taxis, shuttles or baggage fees. Make sure to include a
description of each as well as the date.
Slide 39
Travel Reimbursement: Expenses 9. The hotel, per diem and other
fields should populate automatically from the information below
along with your grand total.
Slide 40
Travel Reimbursement 10.Be sure to sign your travel
reimbursement form and add any special comments. If you need more
space, attach another sheet of paper. 11. If your reimbursement
total is over 20% of the requested amount, you will need approval
from your AD. You may attach this approval with your travel
reimbursement paperwork.
Slide 41
Foreign Travel Use the OANDA currency converter if your
receipts are in foreign currency. Be sure to change the date to
reflect the date listed on your receipt.
www.oanda.com/currency/converter
Slide 42
Car Rental Insurance Coverage. When renting an automobile for
business travel, travelers must purchase the following coverage:
(1) Damage Waiver (DW) (2) Collision Damage Waiver (CDW) (3) Loss
Damage Waiver (LDW) and Liability insurance coverage are required.
The university will not reimburse any other type of supplemental
insurance. Rental Car Contracts. OSU has two contracted rental car
agencies: National Car Rental and Enterprise Rent-A-Car. Discount
codes/PIN and pricing can be found on OSUs Travel site at
http://controller.osu.edu/travel/travel-rental.shtm.
http://controller.osu.edu/travel/travel-rental.shtm Documentation
Required. For reimbursement of rental car expenses, the traveler
will need to submit original, itemized receipts along with the
fully executed rental agreement signed by traveler indicating DW /
CDW / LDW and Liability insurance (must include the cost, dates and
travel locations).
Slide 43
What to include with your travel reimbursement Travel
reimbursement worksheet Airline ticket receipt (if not prepaid)
Hotel receipt Meal receipts (if not using per diem) Conference
registration receipt (if not prepaid) Miscellaneous receipts (taxi,
shuttle, baggage fees, etc.) Conference details (Include print out
of full program if not already included in travel request
paperwork.) As many details as possible regarding any oddities in
your travel reimbursement
Slide 44
Slide 45
Slide 46
Slide 47
Slide 48
Slide 49
Where does this packet go? To OAA (Office of Academic Affairs)
for processing
Slide 50
How do I get my paperwork to OAA? Option 1 (preferred) : Send
your reimbursement paperwork as an email attachment to:
[email protected] Indicate your name and T# in
the email Option 2: Mail your paperwork to: Ben Mamphey 307 Bricker
Hall 190 North Oval Mall Only send copies to OAA and keep your
originals!
Slide 51
Who do I contact? Travel Request: Heidi Kovach 247-7972
[email protected] (primary contact) Leah Cowan 247-7817
[email protected] (back-up contact) Travel Reimbursement: Ben
Mamphey 247-8912 (primary contact) Mary Decker 247-7966 (back-up
contact) *Always use [email protected] when
contacting OAA*[email protected]
Slide 52
Helpful Hints Do not scan double-sided pages. If you choose to
drive to an out-of-state destination rather than fly, you must
include a cost comparison between the two. If you will be arriving
for the conference prior to the start date or staying after the end
date for business reasons, please include this in detail. If the
conference does not provide a receipt of your registration fee, you
must provide a cancelled check or credit card statement for
reimbursement. If you would like to be reimbursed for
internet/phone charges, you must provided a detailed business
purpose for this specific expense. Be careful of your dates on the
travel request compared to those of the airline/conference dates.
You can never provide too many details!