Traveling for OHIO
OHIO has contracted with ALTOUR for all our travel needs. ALTOUR's services can be accessed through Concur. Through this one application you can book airline tickets, hotels, and rental cars. Within Concur, select Booking for myself to arrange your own travel or select Book for a guest if you are booking for someone outside the University or for students.
When traveling internationally, employees must send notification to firstname.lastname@example.org and JP Morgan at the number on the back of their card to prevent card suspension due to suspected fraudulent activity.
You are required to document your expenses in Concur within 15 days of your return from travel. If you extend your trip for personal travel, you have 15 days from the end of the business portion of the trip to submit your report in Concur for all business expenses. Failure to timely substantiate your travel expenses creates a risk to our accountable plan, which allows us to reimburse/pay for expenses for our employees on a non-taxable basis.
All transactions for your travel will require substantiation. This will include conference agendas, fliers, meeting agendas, and other documents that can support the business purpose of your travel. As a public institution, all our records are subject to public records requests. Your travel report should stand alone to support the business purpose of your expenses.
You are required to submit receipts in Concur for all transactions. The only exclusion is for non-lodging travel expenses less than $75. Transactions that do not require a receipt due to IRS exclusion include:
- Airline Baggage Fees
- Bus and Taxi Fares
- Subway Tickets
When traveling for University business, you may use your PCard to purchase personal meals or business meeting meals. These purchases require an itemized receipt. If you choose, you may claim per diem reimbursement for meals you purchase with your own funds. Per diem is a flat rate based on your travel location. No receipts are required when claiming per diem. If you are going to claim per diem, do not put your meals on your PCard. Once a meal is charged to your PCard, no per diem reimbursement will be allowed for that meal.
It is a violation of policy to pay for personal expenses with your PCard even if you intend to repay or deduct from your per diem reimbursement. Using your PCard for personal expenses is a misuse of University and Foundation funds. Please be certain to pay for any personal expenses prior to providing your PCard for payment.
Personal Vehicle Use
Use of personal vehicle is reimbursed on a mileage basis at the federal mileage rate in effect at the time of travel. You may not purchase gas for a personal vehicle on a PCard.
Special rates and insurance considerations have been negotiated with Enterprise and National. These rates are available when booking through Concur/ALTOUR as well as when booking onsite. Do not purchase additional insurance if renting in the United States as the University already has that negotiated. Employees should print the Proof of Insurance Card (PDF) prior to using a rental car. It is recommended to purchase additional liability coverage when traveling internationally. For more information on rental car insurance, please see Risk Management and Insurance and view their Vehicle Rental FAQ. Vehicles may also be rented from Transportation Services's Motor Pool.
Airline tickets must be purchased on an OHIO PCard. We have the additional option through ALTOUR to utilize the Central Travel Card (CTA) for airline tickets. This is a great option for those without cards and to reduce the impact to your monthly balance when purchasing airline tickets.
OHIO cannot pay for upgraded seats. Only the coach/economy level tickets may be purchased. Any upgrade must be paid by the traveler and should not be charged to the PCard.
Airline Miles and Hotel Points
Any miles and points earned while traveling for OHIO business must be used for business travel only. It is a violation of Ohio Revised Code Chapter 102 to obtain a personal benefit derived from conducting business for a public entity.