TRAVEL REIMBURSEMENT PROCESS

TRAVELER (OR STAFF PERSON ARRANGING OSU BUSINESS TRAVEL FOR A GUEST):

  • Completes travel, gathers receipts and any additional required documents
  • Sets appointment with Fiscal staff for post-travel review, within allowable 90-day reimbursement period
  • Details any pertinent information needed for reimbursement expenditure explanations

FISCAL STAFF:

  • Meets with traveler (or staff person arranging OSU business travel for a guest) and goes over each individual receipt being submitted for reimbursement
  • Does airline receipt show actual payment, -0- balance or last 4 digits of credit card?
  • Is a MapQuest or Google Map printout submitted, showing departure/arrival locations, if mileage is being reimbursed?
  • Does vehicle rental receipt show actual payment, -0- balance or last 4 digits of credit card?
  • Does hotel receipt show actual payment, -0- balance or last 4 digits of credit card? Are any meals, room service, wi-fi charges, valet/garage charges included? If so, they are not included in lodging reimbursement.
  • Is per diem charge calculated correctly? Were any meals included in the cost of the conference registration? If so, whether traveler ate them or not, per diem is not allowed for those meals. Has per diem been adjusted to reflect departure and arrival times (policy allows two hours to be added to scheduled flight departure time on first day of travel and one hour to be added to scheduled flight arrival on final day of travel)? Has per diem been adjusted if meals were served in flight? Has per diem been adjusted if any meals were built into a hotel room rate? Has per diem been adjusted if traveler attended a legitimate business meal?
  • Does traveler know per diem is not allowed during in-state travel when no overnight stay occurs, unless it is processed through HR as taxable income?
  • Does conference registration receipt show actual payment, -0- balance or last 4 digits of credit card?
  • Are cab fares included in reimbursement request? To/from information and business purpose is needed
  • Are baggage fees, shuttles, Metro passes, airport parking, gasoline (for rental vehicles) or toll expenses included in reimbursement request?
  • For guest travel, has it been determined if traveler has a University vendor ID? If not, has an A/P Compliance form been sent in order for them to complete and return to our office?
  • Completes any needed currency conversions for international travel , based on amount and date of each receipt; makes copy of each conversion page and includes in reimbursement packet
  • Completes Office of Academic Affairs/John Glenn Request for Reimbursement of Travel Expenses form with details of travel expenses
  • Makes copies of receipts; scans form, receipts and any additional documentation needed
  • Sends scanned documentation packet to OAA Business Service Center
  • Monitors travel system to determine when reimbursement is approved
  • For travel covered by Office of Sponsored Programs funds: once travel is approved in system, makes another copy of full set of documents and puts in campus mail to OSP Travel Office for additional review and final approval
  • Files final full set of travel documentation
  • Reconciles expense to monthly GL report
  • Liaisons with Office of Academic Affairs Business Service Center as needed to clarify purchase information, answer questions, connect them with actual purchaser