Ohio University

Paying for Travel

There are a variety of options available to pay for the components of individual travel. The below grid details when to use the Central Travel Account (CTA), a PCard or travel card, and a personal card. See the Group Travel and Event Planning page for related payment options. 

Expense Type Expense Pcard or travel card CTA Personal card  Notes
Airfare Employee Y* Y N**

*For insurance purposes, a PCard or travel card should only be used when booking airfare for the cardholder

**For exception, submit a request to Finance Customer Care

Airfare Guest N Y Y  
Airfare Group N Y N  
Lodging: Conference Hotel Employee Y* N Y *Travel cards cannot be used to book conference registration.
Lodging: Conference Hotel Guest Y* N Y *Travel cards cannot be used to book conference registration.
Lodging: Hotel Employee Y N Y  
Lodging: Hotel Guest Y N Y  
Lodging: Hotel Group N Y N  
Lodging: Approved Non-Traditional University dorms, AirBNB, VRBO Y N Y  
Lodging: Other Non-Traditional EX: Hostels, Field Stations, Campgrounds Y N Y These require approval through planning unit CFAO, using the Lodging and Safety Questionnaire.
Ground Transportation Rental Car Y N* Y *Enterprise and National will be direct billed to the CTA
Ground Transportation Shuttle Service Y N Y  
Ground Transportation Taxi Y N Y  
Ground Transportation Uber/Lyft N N Y  
Meals Employee N N N Per diem only
Meals Guest N N N Per diem only
Meals Business meeting Y N Y  

Paying for Airfare

Airfare must be paid for on a University card unless a prior exception has been approved. 

  • Central Travel Card (CTA): offers life insurance for all travelers
  • PCard or travel card only the cardholder

Paying for Lodging

Lodging can be paid for on a University PCard, travel card or with a personal card, with reimbursement after travel.

Paying for Rental Cars

  • Enterprise and National rentals will be direct billed to the CTA card. If not booked through CBT, you will need to provide the business account number to ensure proper billing.
  • Other Rental Car companies: PCard, travel card, or a personal card upon pick up
Rental Car Insurance
  • Enterprise and National: Insurance is automatically provided as a part of the University contract. Provide the business account number when booking directly with Enterprise or National (outside of Concur/CBT).
  • Other rental car companies and international rentals cars: Additional insurance must be purchased and is reimbursable. 

Notes:

  • The CTA card is available only through Concur or directly with CBT
  • Business travel charged to a personal card will be reimbursed after travel