Out of state travel: Approvals/Airfare/Pre-planning

Approval process

Out of state travel requires a completed pre-approval form before any arrangements can be made. To complete the pre-approval form, do the following:

  • Get an estimate for the airfare. You can go to an estimate, or, you can get a quote from Teels Travel or Away Travel (see below).
  • Know the per diem rates for your destination.
  • High Cost localities within the US can be found at:
  • Rates:**
  • High Cost Cities: $58 meals/incidentals; $198 lodging (plus taxes)
  • Low Cost Cities: $45 meals/incidentals; $113 lodging (plus taxes)
  • Then, you can complete thepre-approval form for out of state travel located under the staff resources section on the IP homepage.
  • Complete all sections of the form, sign, and get your director’s signature. It then goes to Leanna.
  • Leanna will email you when she has all the necessary signatures informing you that you may begin to make your travel arrangements.

** You may be allotted a set amount for your trip that may not completely cover full per diem. Check with your director/grant PI for a budget.

Booking your airfare

If you want your airfare to be paid directly by a university index, you must use one of the contracted travel agencies. The two contracted travel agencies are:

  • Teels Travel Planners:
  • Wendy
    541-758-0808 1-800-824-1028 in Oregon
    1-800-233-3225 outside Oregon
    Fax: 541-758-0814
  • Azumano Away Travel:
  • Mimi Poitras/757-9792

When you contact the travel agent, tell her that you are an OSU employee and Intl Programs is paying for the ticket. Once you have approved your itinerary, the travel agent will send an email to Leanna asking her to authorize the airfare purchase. Leanna will give the travel agent the IP index (be sure to include that on your pre-approval form!) for the airfare charge. The ticket will be delivered to Leanna and she will get it to you.

OSU regulations state that you must use one of the contracted agencies. There may be exceptions (for a very good reason). However, you must seek approval prior to out outside one of the contracted agencies. You must get a quote first from the contracted agency and it must be lower. If you book your flight and pay for it yourself, you will not be reimbursed until the trip is completed.

Lodging

In almost all cases, you will book and pay for your lodging and be reimbursed upon return. Pay attention to the lodging per diem rate. The only time you can exceed per diem is when the hotel is the conference lodging site and you provide documentation of that and the conference rates.

Conference registration fees

You can pay the conference registration yourself, or give it to the appropriate accounting person to pay (allow 2-3 weeks for payment, so be sure to submit it well before your conference). Conference registration can also be paid with the IP procurement card, so that is a good option if the vendor accepts a credit card payment.