Employee Travel

A travel request should be submitted as soon as you intend to take an OSU-funded trip.  Please submit all travel requests at least six weeks in advance as many university and college travel awards require that you apply this far in advance of the trip. 

Travel Requests

All travel requests require supporting documentation.  Please upload documentation to your travel request at the time of submission. Alternate arrangements should also be made to cover any responsibilities you are unable to fulfill while you are away.  Please note these arrangements in the comment section of your travel request.

Please submit your travel request using the eTravel tool.  We have developed an eTravel Directions document with step-by-step directions that guide you through submitting your first eTravel request. The notification tool, found at the bottom of the eTravel request page, can also be used if you need assistance.  Type “lovely.9@osu.edu” and click “Save and Send Email” to request assistance.

Travel requests will be processed within a couple business days of submission.  Upon approval, you will receive an email notification including your travel number so that you may proceed with making your travel arrangements.

Travel Prepayments

Ohio State requires you to use university travel partners to reserve flights and car rentals. We also have options to prepay your lodging and registration expenses so that you don't have to pay out of pocket and wait for a reimbursement weeks later. Please see the following instructions on how these expenses can be prepaid.

Airfare

To book a flight with our designated travel agency, Corporate Travel Planners (CTP), go to the OSU Travel Website, and from the "Book Online" dropdown menu, click on "Login to Concur". Once you book your airfare, please upload your flight itinerary to your travel request. If you have found a lower fare outside of the Concur Booking Tool, please complete CTP's Airfare Price Matching Request and will review your request and respond within one business day. CTP also has the ability to split your transaction if you have business travel included with personal travel.

Car Rental

Corporate Travel Planners Concur Booking Tool can be used to reserve a car.  You may also call the numbers listed on the university's Rental Car Discounts page.

Hotel

Please call CTP at (855) 784-9282 (toll free) to make hotel reservations.  If there is a discounted conference rate available, please share the necessary credentials with the CTP agent so that the agent can secure that rate.  You will need to obtain a "quote" from CTP for the reservation.  Once you have a quote, please submit it to eRequest so that we can reserve your lodging. Once the eRequest is approved, CTP should confirm your reservation shortly thereafter. For more information, please see the university's Guide to Hotel Check-in/Check-out.

Registration

If your registration can be paid by check, please email the mailing address, registration amount and any other related information to english.fiscal@osu.edu so that a check may be issued.  To pay your registration using the department PCard, please submit an eRequest to request the PCard.

Accommodation Requests

If you need a travel accommodation, requests should be made through Ohio State's ADA Coordinator's Office.

Travel Reimbursements

When prepayment of travel expenses isn’t possible, we can reimburse you for allowed and approved expenses upon return.  Reimbursements cannot be processed without submitting itemized and paid receipts. To request a reimbursement, please return to the eTravel tool and click "Search" on the homepage. Locate your approved travel request by searching for the travel number you received with your approval notice. With the exception of per diem, please upload all itemized and paid receipts for which you need to be reimbursed.  Please do not upload meal receipts.  Please do not change any values in the original itemized budget.  The comment section can also be used to communicate any additional information related to your travel reimbursement.  Please click "Submit Changes" once you have uploaded all of your receipts. Lastly, use the notification tool to send an email to mohler.86@osu.edu to confirm that you have uploaded your receipts so that your reimbursement request may be processed.  Once your reimbursement has been processed (typically within 2 - 3 weeks later) you will receive an email notice to certify your reimbursement before it's deposited in your bank account.

ASC Travel Comparison Form

Processing of travel reimbursements can be complicated when extending travel time for personal reasons or when choosing to drive instead of flying.  The College of Arts and Sciences Business Services Center has developed the PDF icon ASC Travel Comparison Form that will help to compare the different modes of travel and situations based on the Ohio State travel policy. All travel reimbursements submitted that include personal time in conjunction with business travel and/or mileage in place of flying require the ASC Travel Comparison Form and all supporting documentation (flight comparisons, mileage maps etc.).

eTravel Workshops

Registration is now open at BuckeyeLearn for business Travel Workshop sessions with the OSU Travel Office and Corporate Travel Planners (CTP). Travelers, Travel Arrangers and other interested parties are invited to register. Options include:

  • Travel Workshop (Introductory) - designed to inform the new traveler or travel arranger about the basics of business travel at Ohio State; can also serve as a refresher for previous participants. Register for the introductory session via this link.

  • Travel Workshop (Advanced) - for the seasoned traveler or travel arranger, seeking industry updates, exposure to more advanced features in the Concur booking tool and discussions on travel best practices and processes. Register for the advanced session via this link.


[pdf] - Some links on this page are to Adobe .pdf files requiring the use of Adobe Reader. If you need these files in a more accessible format, please contact english.admin@osu.edu.

0