Travel Approver Training

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Travel Approver Training 

The Ohio State University

Revised January 2007

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 2  

The 00hat00of Travel Approval 

Business travel requires approval at two points in the process: Order (request) Reimbursement Approvers must have the willingness and authority to say 00o00/font> Any changes to the travel order or reimbursement are initiated by the corresponding approver, and communicated to the Travel Office  
 

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Approving the Travel Order

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 4  

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 00not included in Travel Office Prepayment  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 5  

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 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 30-day advance booking generally avoids premium airfare pricing  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 6  

Approving the Travel Order 

Prepaid Registration Fees Conference fees, business-related banquets or meals No entertainment activities  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 7  

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

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 9  

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  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 10  

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  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 11  

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  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 12  

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  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 13  

Approving the Travel Reimbursement 

Rental Car Documentation required if the University00 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  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 14  

Approving the Travel Reimbursement 

Registration Fees Payment documentation must be present Ancillary expenses (e.g. spouse programs, entertainment) cannot be reimbursed  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 15  

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  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 16  

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)  
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 17  

Approving the Travel Reimbursement 

00ther00 Incidentals Travel Policy lists reimbursable incidental business expenses and required documentation  
Non-Reimbursable Expenses Travel Policy lists expenses that the University will not reimburse 00includes but not limited to00/font> Airline club memberships, upgrades, house-sitting, commuting between home and campus, evening or formal wear expenses, costs incurred by Traveler00 failure to cancel reservations in a timely manner, Travel accident insurance premiums  
 

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Questions?

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 19  

Travel 4.0 Software Demo

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 20  

Travel System Login 

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 21  

Travel Order List

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 22  

Travel Order List 00Search Capabilities

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 23  

Travel Order List - Status

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 24  

Travel Order Entry with Prepayments

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 25  

Travel Order Entry - Comments

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 26  

Travel Order Entry with Prepayments

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 27  

Travel Order Entry - Prepayments

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 28  

Travel Order Entry 00Cash Advance

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 29  

Travel Order Entry 00Status

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 30  

Travel Order Entry 00Approved

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 31  

Travel Order - Status

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 32  

Reimbursement List 00Search Capabilities

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 33  

Reimbursement List - Status

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 34  

Reimbursement 00Cash Advance Notification

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 35  

Reimbursement

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 36  

Reimbursement 00Itemized Expenses

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 37  

Reimbursement - Comment

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 38  

Reimbursement - Transportation

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 39  

Reimbursement - Lodging

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 40  

Reimbursement 00Per Diem

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 41  

Reimbursement 00Other Expenses

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 42  

Reimbursement 00Chartfield Information

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 43  

Reimbursement 00Status Change

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 44  

Reimbursement 00Payment Release

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 45  

Reimbursement - Status

 
 

The Ohio State University Travel Office  |  Travel Approver Training  |  Revised January 2007  |  Page 46  

Reimbursement List - Status

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