Transcript eTravel - Ohio State University

eTravel Training
University Libraries
Overview
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What is your responsibility?
Travel Request Overview
Travel Reimbursement Overview
What happens to your paperwork?
Important contacts
Q&A
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!
Travel Request: General Information
1.
2.
3.
4.
Complete the top portion with your AD’s contact information.
Enter your employee information.
Complete trip details.
Enter a complete business purpose for this trip.
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.
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*
Vacation Days
• If you will be using vacation days in
conjunction with your trip, you must
include your AD’s 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.
What if I’m 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.
Cost Comparisons
• The easiest way to complete a cost
comparison is to use KAYAK
(www.kayak.com)
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.
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.
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.
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
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)
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-responsibilitiesand-research/forms/request-funds
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.
Travel Request: Prepaid Airfare
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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
Travel Request: Prepaid Registration
• Complete an e-request for the Pcard once you
receive your T#.
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.
What to include with your travel request…
•
Travel Request Worksheet with signed or emailed
AD approval
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CFBRR approval
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Airfare itinerary (if prepaid airfare used)
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Conference details (Include print out of dates or full
program, if available.)
•
As many details as possible regarding any oddities
in your travel plans
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.
Travel Reimbursement: Expenses
4. Fill in your transportation and conference registration expenses
(prepaid expenses are not recorded here).
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.
Travel Reimbursement
6. Enter your nightly lodging expenses with the dates and location of travel.
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.
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.
Actual Expenses
• Include actual receipts with meal
details and date.
• It’s best to tape this information to an
8.5 x 11 piece of paper to ensure
safe keeping and proper
documentation.
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.
Travel Reimbursement: Expenses
9. The hotel, per diem and other fields should populate
automatically from the information below along with your grand
total.
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.
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
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 OSU’s Travel site at
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).
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
Where does this packet go?
To OAA (Office of Academic Affairs) for
processing
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!
Who do I contact?
Travel Request:
Heidi Kovach
247-7972
[email protected]
(primary contact)
Travel Reimbursement:
Ben Mamphey
247-8912
(primary contact)
Leah Cowan
247-7817
[email protected]
(back-up contact)
Mary Decker
247-7966
(back-up contact)
*Always use [email protected]
when contacting OAA*
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!