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Travel Approver Training. The Ohio State University Revised January 2007. The “What” of Travel Approval. Business travel requires approval at two points in the process: Order (request) Reimbursement Approvers must have the willingness and authority to say “no”
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Travel Approver Training The Ohio State University Revised January 2007
The “What” of Travel Approval • Business travel requires approval at two points in the process: • Order (request) • Reimbursement • Approvers must have the willingness and authority to say “no” • Any changes to the travel order or reimbursement are initiated by the corresponding approver, and communicated to the Travel Office
Approving the Travel Order • What are you looking for? • Documented business purpose • Estimated expenses are reasonable and necessary • Reasonable / allowable prepayments through the Travel Office • Prepaid Transportation (airfare, rail, Motor Pool) • Prepaid Registration Fees • Travel Cash Advances • Travel Cards and Purchasing Card may be used – not included in Travel Office Prepayment
Approving the Travel Order • Prepaid Transportation • Must use a designated agency for airfare and rail • Lowest available airfare to reasonably meet business travel requirements • Rail and/or automobile expensescannot exceed the cost of the least expensive airfare • Business class may be purchased for international flights (flight time exceeds 5 consecutive hours) • Sorry, no first-class • 30-day advance booking generally avoids premium airfare pricing
Approving the Travel Order • Prepaid Registration Fees • Conference fees, business-related banquets or meals • No entertainment activities
Approving the Travel Order • Travel Cash Advances • Authorized for situations causing undue financial hardship • OSU Students traveling on behalf of University • OSU Faculty / Staff leading a group of OSU Students • OSU Faculty, Staff, or Students traveling internationally in excess of one calendar month • System enforces maximum allowable advance
Approving the Travel Reimbursement • What are you looking for? • Compliance with Travel policies • Compliance with Travel policies • Compliance with Travel policies • Necessary documentation is attached • Expenditures are reasonable and necessary • Expenses are consistent with business purpose • Traveler has disclosed Third-Party or OSURF payments
Approving the Travel Reimbursement • Travelers should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or appearance of impropriety • If circumstance is not specifically covered in Travel Policy, the most conservative course of action should be adopted • Frequent flyer miles are acceptable if used for business travel • Other travel-related incentives are prohibited
Approving the Travel Reimbursement • Approvers need an understanding of Travel Policies • Expenses should be reasonable in light of less expensive alternatives • Highlight the policies for the most common expenditures
Approving the Travel Reimbursement • Airfare and Rail • Lowest available airfare to reasonably meet business travel requirements • Rail and/or automobile expenses cannot exceed the cost of the least expensive airfare • Business class may be purchased for international flights (flight time exceeds 5 consecutive hours) • Sorry, no first-class • Documentation must show method of payment and indicate that payment was made
Approving the Travel Reimbursement • Rental Car • Documentation required if the University’s contract with National or AVIS is not used • Only CDW and LDW insurance reimbursed for rentals from non-contracted agencies • Rental car expenses cannot be greater than the least expensive airfare • Personal Vehicle (Mileage Reimbursement) • System calculates reimbursement amount based on applicable Federal rate • Personal car expenses cannot be greater than the least expensive airfare
Approving the Travel Reimbursement • Registration Fees • Payment documentation must be present • Ancillary expenses (e.g. spouse programs, entertainment) cannot be reimbursed
Approving the Travel Reimbursement • Hotel • Reasonable, single occupancy or standard business / conference room rates and associated taxes • Receipts must contain method of payment and indicate that payment was made
Approving the Travel Reimbursement • Per Diem • Calculated automatically by the Travel System • Federal per diem rates are applied; receipts not required • Meals otherwise provided (e.g. conference, airline, business meals, hotel) must be deducted from per diem • Actual Meal Cost in lieu of Per Diem • Itemized receipts are required • Reimbursement amount must not exceed federal per diem rate • Business Meals are not reimbursed via Travel System • Must be reimbursed via the Payment Request Online System (PROS)
Approving the Travel Reimbursement • “Other” Incidentals • Travel Policy lists reimbursable incidental business expenses and required documentation • Non-Reimbursable Expenses • Travel Policy lists expenses that the University will not reimburse – includes but not limited to… • Airline club memberships, upgrades, house-sitting, commuting between home and campus, evening or formal wear expenses, costs incurred by Traveler’s failure to cancel reservations in a timely manner, Travel accident insurance premiums
