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Youareresponsibleformakingsureyoursupervisorisawareoftravelandapprovedthe

timeoutoftheoffice.

AlltravelmustbeincompliancewiththeUniversityTravelpolicy.Itisyourresponsibilityas

thetravelertobeawareofthepolicy.Thepolicycanbefoundat

https://osutravel.osu.edu/travel-policy/.AllCollegesandBusinessunitshavetherightto

furtherrestrictthepolicybasedonfunding.

Beforeyoutravelormakeanytravelrelatedexpenses

1. ATravelRequestmustbeapprovedperpolicyandaTravelnumber(T#0000000)

issued

2. MakesuretoreviewTravelPolicy

3. Ifyouplantoaddvacationbeforeorafterbusinesstripacostcomparisonhastobe

doneforallexpenses(ex:singleroom/versusdoubleroom,flightsetc.)

HowtoCreateaTravelRequest(replacespaperpre–travelworksheet)and

obtainaTravelNumber

1. Navigatetowww.etravel.osu.eduandloginwithyourOSUlogincredentials.Thiswillbeyourname.#andassociatedpassword.

2. Select“TravelRequest”thenselect“New”tocreateanewTravelRequest.

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3. FillouttheTravelerInfoSection:Thisshouldbeyou.

Yourinformationshouldbepopulatedinthefollowingfields:Affiliation,EmployeeID,JobTitle,TravelerName,TravelerEmailandTravelerPhone.

4. Selectthe“GroupTravel”or“BlanketTravelRequest”boxes,ifappropriate.Leaveblankifitdoesnotfallwithinthedefinitions(mosttimesitwillbeleftblank)

GroupTravel:Appliestotripsconsistingof10+individualstravelingtoacommonplaceforacommonpurpose,sharingauniqueitinerary.

BlanketTravel:Usedtotrackandreimbursemultiplesequencesofin-statetransportationexpenses.Generallyblanketrequestscoveraspecificterm,suchasthefiscalyearoraparticularsemester.

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5. InputtheBusinessPurpose.(Mustbefilledin)

Abusinesspurposeshouldbewritteninsuchawaythatanindividualwhoisunfamiliarwiththedepartment’soperationcanunderstandwhythetriptookplace,andhowitbenefitsthemissionoftheUniversity.Acronymsshouldbeclearlydefinedforthosewhoareunfamiliarwiththeorganizationsbeingreferenced.

FundingSourceisnotusedforVeterinaryMedicine

6. Inputtheestimateddeparture/returndateandtimes.Thisincludesanyadditionaldaysyoumaybetakingasvacation.

1. Noteiftakingvacationthishasbetoclearlystatedintheadditionalinformationandcost

comparisonshavetobedoneandattachedtothetravelrequest.

Foronewaytrips,leavetheReturnDatefieldblank.

7. UpdatetheDepartureCity,StateandCountryasneeded.Tosavetime,thisfielddefaultstoColumbus,Ohio.

8. CompletetheDestinationCitiessection,usingthe“+”toaddadditionaldestinationsasneeded.

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9. CompleteeachEstimatedCostline,werecommendtoestimatehightoavoidnothavingenoughfundsfiscallyapprovedbeforethetrip.Asareminderthesearejustestimates,ifthetravelrequestisapproved,thisdoesnotautomaticallymeanyouarereimbursedthosecostafterthetripiscomplete.

SelectingtheAirfareProcurementMethod:Uponselecting“Airfare”fromthedropdownselection,the“TravelAgency”dropdownwillappear.Thisfieldisusedtonotatetheprocurementsourceforairfare.Selecttheappropriateoptionfromthedropdownmenu.“Other”isusedtonotatethatAirfarewillbeprocuredusingpersonalfunds.AllprepurchasedairfarewillbebookedthroughtheUniversitytravelagencyCTP/Concur.

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UsingtheMileagecalculator:Selectthe“MileageCalculator”hyperlink.

Selecttheestimateddepartureandreturndateforthistrip,andselect“CreateWorksheet”.

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Inputthemileageestimatesforeachday,andmakenoteofthetotalcosts.Select“Done”toreturntothepreviousscreen.

InputthecalculatedamountintheEstimatedCostLine

UsingthePerDiemCalculator:Selectthe“PerDiemCalculator”hyperlink.

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SelecttheCountry/USState,City,andtraveldatesforthistrip,thenSelect“CreateWorksheet.”

Theformwillthenpopulatewithalleligiblemeals.Usetheradiobuttonstodeselectmealsasappropriate.Mealsprovidedbyhotelandconferences/meetinsmustberemovedfromperdiem.Notethetotalcostsandselect“Done”whenyouarefinished.

Note:DepartmentsmayexercisejudgementindeterminingPerDiemreasonablenessandeligibility.Thetimedesignatorsmayneedtobeadjustedincertainscenariostoallowadditionalmealselection.

Note:ShouldthePerDiemratepopulateas$0.00,itistoindicatethatthecityselectednolongerhasauniquePerDiemrateassignedbytheGSA.Thecity“[OTHER]”shouldbeselectedfromthe“City”dropdownmenuintheseinstances.

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Inputtheestimatedamountintotheesitmatedcoseline.

10. Notateanyexpectedthirdpartypayments.AthirdpartyisanorganizationoutsideoftheUniversitythatispayingdirectlyonyourbehalf,orreimbursingyoudirectly.

AftertheThridParyPaymentssectioniscompleted,theEstimatedCostDetailwillautomaticallybeupdatedtonotatethechange.

11. Ifthetripwillhaveamaximumreimburseableamountfillinthe“Amount”fieldunderthe“TripMaximum”section.Ifthereisnomaxumumtripamount,youmayleavethisfieldblank.

Note:Completingthisfieldwillnotpreventpaymentsexceedingthisamountfrombeingenteredandapproved.ThisfieldwillresultinawarningmessagebeingdisplayedifareimbursementisenteredagainstthistripthatexceedstheTripMaximumAmount.Theusermayoverridethismessage.PaymentsmadeoutsidetheeTravelsystem(i.e.PCard,PO)cannotbetrackedautomatically,andwillneedtobeconsideredbytheuser.

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12. Completethe“TravelChartfieldDetails.”Thisisarequiredfieldtosubmitthetravel

Youmayusethe“+”and“-“buttonstoaddanddeletecharfieldlinesasneeded.WhensplittingthechartfieldsthetotalamountmustmatchtheTotalEstimatedCostsforthetrip.

13. Addanycommentsthatclarify,orsupportthetravelrequest.Typeyourcommentintothebox,andthenselect“AddComment.”

Thisiswhereyoushouldnoteifyouaretakingvacationalongwithyourtravel.

Ifyouwouldlikeassistancewithmakinganytravelarrangements,thisiswhereyouneedtorequestand

clarifywhatarrangementsyouneedhelpwith.Mustattachtotravel,completedregistration

information,login,flightpreference,dateofbirth,hotelandanyotherspecialarrangements.Oryou

canattachaworddocumentwithalloftheinformation.

Important:Ifatravelrequestissavedandexitedpriortocompletingthechartfieldinformation,the

requestmaybecomeunavailablewhentheuserlogsbackin.ItishighlyrecommendedthattheORGis

completedpriortosaving.

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14. Addanyattachmentsthatsupportthetravelrequest.Attachmentscanbeupto10MBeachandthefollowingformatsaresupported:PDF,Excel,Word,ImageFiles(JPEG,GIF,Etc),andRTF(RichTextFiles).

Addflights,agendas,maps,hotelinformationandcomparisons.

15. Saveyourtravelrequest,usingtheTravelRequestFormActionsatthebottomofthepage.Ifyouarereadytosubmittherequestintoworkflowforapproval,select“SaveandContinue.”Ifyouarenotreadyforapproval,select“SaveforLater.”

Important:Documentscontainingpersonalorsensitiveinformation(i.e.SocialSecurityNumbers,BankAccount/CreditAccountNumbers,etc.)shouldberedactedbeforebeingattachedtotheeTravelSystem.Allattachmentsaresubjecttopublicrecordsrequestsandlaws.

Note:Selecting“Cancel”willchangethestatusofthistravelrequestto“Cancelled.”Ifthisisdoneinadvertently,emailtheT#totravel@osu.edutobereopened.

Ifthetravelhasnotbeenapproved,andisinadvertently“Cancelled”or“closed”thisactioncannotbereversed,andanewrequestwillberequired.

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16. SubmityourTravelRequestforApproval,thisisrequiredinordertoobtainatravelnumber.

Ifyouaresubmittingyourrequestforapproval,verifythatallinformationiscorrect,andthenselect“SubmitforApproval.”

Togobackandedittherequest,select“CancelSubmit.”

Afterselecting“SubmitforApproval”theTravelRequestwillroutethroughtheworkflowprocessautomatically.

NOTE:OSPfundedtravelwillrouteforbothCollegeapprovalaswellasOSPapproval.

17. IfyouareaskingtheSharedBusinessCentertohelpwitharrangements,againmakesurealldocumentsandinformationareattachedasmentionedinstep13.

18. OnceyourTravelRequestisreviewedforcomplianceandapprovedfiscally,youwillreceiveanemaildirectlyfromthetravelsysteminformingyouofyourapprovedTravelnumber.

TravelArrangements

1. OnceyoureceivetheapprovedTravelnumberyoumaynowbookallyourtravel

arrangements.

2. AirfareandRegistrationmaybeprepaid.Allotherarrangementswillbereimbursedafterthetripiscomplete.

Flights

A. Tobookandprepayairfare,usetheUniversityTravelAgent,CorporateTravelPlanners(CTP)Youmayfindthemathttps://osutravel.osu.edu/.AflightcanonlybebookedwiththeapprovedTravelnumberTXXX123456.SeeConcur-Onlinebookingtoolforhelporcalltheagent.

1. Youmustattachthepurchasedflightreceipttotheoriginaltravelrequest.

Registration

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B. ToprepayregistrationyouwillneedtocontacttheSharedBusinessCenterandprovidetheapprovedTravelnumber.TheSharedBusinessCenterwilleitherhaveaUniversitychecksentorusetheServicecentercreditcardtopayregistration.NOTE:IfusingOSPfundsacreditcardisnotallowed.Alsoifyouhavetologin/passwordtoregisterthenyouwillneedtocometothebusinesscenteranddotheregistrationifwantingitprepaidbytheUniversity.

Hotel

C. ForOSPfundedtripsonlyyoumayusetheUniversitytravelagencyCTPtobookandprepaythehotel.D. FortripsusingUNIVfunds,youmayuseCTPbutapurchaseorderhastobeissuedthroughtheSharedBusinessCenter.ThiswillrequireanadditionalstepenteringaneweRequest.PleasecontacttheSharedBusinessCentertomakesurethisisdonecorrectly.

E. Forsimplicityitisrecommendtobookyourownlodgingandturninthefolio/itemizedreceipt3. OSUhascarrentalcontractswithEnterpriseandNational.YoucanfindthecontractinformationontheTravel

website.https://travel.osu.edu/Carrentalarrangementsneedtobemadebythetraveler.

POSTTRIP

Onceyourtripiscompleteyouhave90daystoreceiveyourreimbursement.

1.PrintoutacopyofyourapprovedTravelemail2.Fillouttheposttripworksheetfoundathttps://osutravel.osu.edu/wp-content/uploads/2014/12/PostTrip_Worksheet.pdf

NOTE:Youmustfillinwhatyouthinkyoushouldbereimbursedfor.Justbecauseanestimatewasapprovedinpretraveldoesnotautomaticallymeanitisreimbursedafterthetripiscomplete.

3. Gatheralloriginalitemizedreceipts,agendas,maps,etc.andpapercliptotheposttripworksheet.a. Ifyouhadvacationinadditiontothebusinesstripallcomparisonsofflights,hotels,etc.shouldhave

beenturnedinattimeofapproval.Ifanyaremissingtheyneedtobeprovidedatthistime.4. TurnintotheSharedBusinessCenterforcompliancereviewandprocessing.5. Allreimbursementsshouldbeenteredandprocessedwithin7-10businessdaysofwhenthebusinesscenter

receivestheposttripdocumentsandifallinformationiscorrect.

eTravel Quick Reference Guide to Changing Approved Travel Requests

Once a travel request has been approved it may be necessary to edit the request. Some fields on a travel request may be edited after approval, while others may require the request to be reapproved, and others may not be changed at all. The grid below is to serve as a guide to help assist users in determining which fields may not be edited, and which ones require approval.

Core Fields: Fields cannot be edited after approval

Substantive Fields: Edits to these fields will require re-approval

Secondary Fields: Edits may be made, and do not require re-approval.

• Affiliation • Employee ID • Traveler Name • Trip Business Purpose* • Funding Source • GL Business Unit • Org (Organization) • Fund* • Account* • Project • Program* • User Defined* • Percent

*These fields may be edited by the approver prior to approval

• Departure Date • Return Date • Departure Time • Return Time • Departure City • Destination Cities • Estimated Costs (except the

description of existing cost lines) • Estimated Cost Category • Estimated Cost Type • Third Party Payment Amount • Third Party Payment Source • Trip Maximum Amount

• Traveler Email • Traveler Phone • Group Travel Checkbox • Blanket Order Checkbox • Travel Agency • Estimated Cost Description (Free form

field) • Attachments • Comments

Select “Submit Changes” to save

Comments: Edits to these fields alter the fundamentals of the travel request, and cannot be changed after approval. If any edits need made to these fields, the request should be canceled and a new travel request entered.

Comments: Edits to these fields substantially alter the travel request, therefore if they are changed the travel request must be re-approved.

Comments: Edits to these fields do not substantially alter the travel request, so they may be edited without re-approval.