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Department of Finance
Ohio University
79 S Court St
Lindley Hall N162
Athens, OH 45701
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Group Travel and Events Procedures

Group Travel is defined as 10 or more travelers on the same flights, hotel room blocks of 10 or more, or bus to and from the same destinations for the same event or occasion. There is often one travel arranger using one payment method.

Contact Information for Group Travel

Travel arrangers should make initial contact with the group travel team by following the process below. However, once initial contact has been made, the following contact information can be used:

The phone line provided above routes to the after-hours team outside of normal business hours. Callers will be prompted to hold for the next available advisor. Hold times can vary due to factors such as weather and major disruptions. 

Calling any agents direct line will not route to another individual when that agent is not available. 

Process

  1. Submit a group booking request form for group air, hotel contracts, or ground transportation.
  2. An agent will contact you within 24 hours to begin working on your travel arrangement together.
    1. Once the agent has made contact with you, you may work directly with that travel agent to provide your traveler’s information.
  3. Once the agent has confirmed that they have all the necessary information about the trip, the agent will discuss all of your travel options with you.
    1. Please be advised that completion of these quotes could vary depending on the complexity of the trip and obtaining this documentation from other 3rd party vendors.
  4. CBT will work directly with the Purchasing Contracts team at Ohio University to complete any contracts that are needed for your trip and route the contracts to your vendors for counter-signatures. 
  5. CBT will work with the vendors to complete payment using the OU CTA card. No other form of payment will be used for group travel bookings unless there is an extenuating circumstance that prevents it.

Information Needed for Group Booking Request Form

The following information should be readily available when filling out the Group Booking Request form:

  • Name of Group/Event – This could be a course name, travel destination, etc.
  • Faculty or OU Individual responsible for expensing the group/event – This is the individual that all expenses should be routed to in Concur.
  • Primary Contact Name – This is the individual that the CBT agent should reach out to
  • Primary Contact Email
  • Primary Contact Phone Number
  • Type of Traveler – You can select multiple traveler types
  • Estimated Size of Group
  • Federally Funded – Is this on a federally funded grant that requires Fly America compliance?
  • Form of Payment for Airfare – This should always be CTA card, unless there is an extenuating circumstance preventing it.
  • Is Approval Needed prior to booking? – Depending on the person submitting the form, an approver may be needed from a funding standpoint.
  • Additional Information – This is where your are going to add any specific information related to your travel. Examples:
    • Dates of Travel
    • Booking/Fare Class