Travel Tips for Employees and Students on University Business

The OHIO Business Service Center (OHIO BSC) can assist in making travel arrangements for faculty, staff, and students from partner units who use our purchasing and travel services. Below are travel tips that you may find helpful when the OHIO BSC assists with your travel planning. Please note that the information contains general tips and may not be inclusive of all information needed to coordinate or process your business travel. Consult the OHIO BSC to ensure all basic requirements are considered.

What to Expect from the OHIO BSC

As a follow-up to your travel request and prior to your travel, the OHIO BSC will provide the following documents and information, as applicable to your specific travel, via a consolidated email message. We encourage you to save the email and ensure all needed documents are accessible throughout your travels:

  • Travel Itinerary
  • Conference Registration Confirmation
  • Tax Exempt Information
  • Any other pertinent documents (rental car, hotel authorization, etc.)

Before You Go
  • Verify all reservations and itinerary information for accuracy.
  • Store copies of all reservation and itinerary documentation so they are readily available while traveling (including confirmations, credit card authorization, and tax-exempt certificates).
  • If you booked your trip through one of the university’s contracted travel agencies, confirm and/or update your current contact information for assistance while traveling (e.g., flight changes, delays, et al).
  • If you plan to park at the Columbus Airport (CMH), note that The Parking Spot is the preferred vendor. Find information for downloading the app and setting up your account here if you have not done so.
  • Notify Bank of America of your travel plans using the number on the back of your university card to avoid potential suspension for suspected fraudulent international transactions.
  • Mileage is reimbursable regardless of the distance traveled, but the Drive vs. Fly rule requires a cost comparison for supporting documentation, the OHIO BSC can assist with obtaining price comparisons when needed.
  • When combining business and personal travel, the university covers only the costs directly related to the business portion. The TMC will bill the university for the business portion and charge a personal card for the personal portion.
  • Review Per Diem rates for individual meal/incidental allowances.  
  • Information Technology - Security While Traveling Internationally guidance: https://www.ohio.edu/oit/security/secure-workspaces/secure-international-travel

While Traveling
  • If the OHIO BSC booked your lodging, present a copy of the credit card authorization form at check-in. You will also need to provide a credit card for incidentals.
  • Maintain all itemized receipts as required by the Travel Policy. Any non-lodging travel expense of $75 or more requires an itemized receipt to be attached to your travel expense report. Examples of expenses that do not require a receipt if they are under $75 include tolls, taxis, trains, subways, baggage fees, agent booking fees, and parking.
  • Keep all travel identification (Driver’s License, Passport, etc.) credit cards and cash in a secure location.
  • Always carry an emergency contact card with you.
  • Business meals with donors, guests, and individuals that have a relationship with the University (including students) are allowable PCard expenses. Itemized receipt, list of attendees, and agenda are required for documentation.
  • Individual meals are not allowable PCard expenses, and you will be reimbursed Per Diem rates for individual/meal incidental allowances upon return.
  • Uber/Lyft can be charged to PCard or reimbursed.
  • Contact CBT or the OHIO BSC for assistance with issues while traveling:

When You Return
  • Submit required receipts, reimbursements, and supporting documentation using the Substantiate PCard Purchases and Reimburse Travel request form. Note: If you arranged travel through the OHIO BSC, you may submit required documentation to the ticket you already submitted for travel arrangements.
    • Reimbursement examples include ground transportation, per diem for individual meals, and mileage.
    • Supporting documentation examples include conference schedules, meeting agendas, and price comparisons.
  • PCard transactions must be substantiated within 28 calendar days. If you are traveling for an extended period or to a remote location, please inform us in advance so we can request an extension from the PCard Administrator.
  • Non-PCard travel expenses must be completed within 15 days of return from travel.