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.
Click the following links to jump to sections below the grid:
|Expense Type||Expense||Pcard or travel card||CTA||Personal card||Notes|
*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
|Lodging: Conference Hotel||Employee||Y*||N||Y||*Travel cards cannot be used to book conference registration.|
|Lodging: Conference Hotel||Guest/Student||Y*||N||Y||*Travel cards cannot be used to book conference registration.|
|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/National and Hertz will be direct billed to the CTA if booked through Concur.CBT.|
|Ground Transportation||Shuttle Service||Y||N||Y|
|Meals||Employee||N||N||N||Per diem only (75% for first and last day)|
|Meals||Guest/Student||N||N||N||Per diem only (75% for first and last day)|
- The CTA card is available only through Concur or directly with CBT
- Business travel charged to a personal card will be reimbursed after travel
Per Diem is a rate set by the GSA for personal meals and incidentals (tips, etc.) and is a flat rate based on where you are travelling. The University allows up to the standard GSA rate for all travel with the first and last day of travel reduced to 75% of the GSA rate. This in consistent with IRS requirements. If meals are provided, you are still entitled to the incidental expense allocation. Concur will calculate this for you when you mark your meals as provided.
No receipts are required to claim Per Diem.
Planning units may be more restricting on the amount of per diem allowed for your trip. Please check with your planning unit to determine if restrictions exist prior to your travel.
Please note that business meetings are reimbursable based on actual expenses. Attendees must be listed in your travel report and any employees in attendance must reduce any per diem claims for the included meal.
Quick Reference Guides:
Per IRS guidelines, we do not pay Per Diem for same day travel unless it includes a hotel room for extended rest before returning to campus.
Tipping should be limited to what is customary in the area you are traveling/meeting.
In the US, customary tipping is 20%. Please note that per diem includes tips for personal meals, bell hops, etc. These expenses should not be claimed separately. If you have purchased a business meal, tip can be added to the payment/reimbursement at a maximum of 20% in the US.
Many countries do not consider tipping standard practice. You should research the standards for the area to which you are traveling. Some resources that may help are https://www.gocompare.com/travel-insurance/how-much-should-you-tip/ and www.lonelyplanet.com.
Travel advances are available when traveling with students requires you to provide daily Per Diem to them or when pre-travel issue of funds is justified by the circumstances of travel and when the University card cannot meet the needs of the trip. The Cash Advance Request form is located at https://www.ohio.edu/finance/forms.
There is a Travel Advance Quick Reference Guide available to assist you. Please request your advance as soon as you have identified the need to allow Accounts Payable sufficient time for processing. We will issue the advance 7 business days prior to travel.
We do not issue cash advances for employee per diem unless travel is greater than 15 days.
If you are traveling internationally and will be using a university card, contact JP Morgan at the number on the back of the card to notify them where you will be traveling. If you do not contact the bank, international transactions may be considered fraudulent and your card may be suspended by the bank.
Also send an email with your dates of travel to firstname.lastname@example.org to make the Card Administrator aware as well.