Travel Guidelines

Travel Guidelines

Highlights

  • Pre-Approval Requirements: All student travel must be approved in advance by a department head or faculty advisor to ensure it aligns with university goals and is eligible for funding.
     
  • Safety and Conduct: Students are expected to adhere to the Student Code of Conduct while traveling and must provide emergency contact information and travel itineraries prior to departure.
     
  • Expense Reimbursement: To receive reimbursement, students must save original receipts and submit an expense report within a specific timeframe (typically 10–30 days) after returning.
     
  • Transportation Rules: Guidelines often specify approved modes of transport, such as using university-contracted rental agencies or public transit, and detail insurance requirements for personal vehicle use.
     
  • International Travel: Extra protocols, including mandatory travel insurance and registration with the university’s global safety office, apply to all trips outside the country.

Notice

All forms referenced here may be obtained via our administrative offices as they require signature approval.

 

Overview

The Ohio State University has very specific rules for university business travel. 

If you are expecting to be reimbursed from the department, or you have applied for and received external funds for travel, you must set up a T-number at least one month in advance of your trip.

Failure to secure a T-number in advance of your trip means that you may not be eligible for reimbursement.

 

Flights

This year, a NEW University flight policy requires graduates to purchase all flights through the CONCUR system, using the university’s travel agent, Corporate Traveler Planners (CTP). 

This applies to all travel in which you expect to be reimbursed with university funds, such as ASC Small Grant, Ray Travel Award and department supplemental funding.

Flights purchased through third-party sites such as Travelocity or Expedia or any source other than CTP will not be reimbursed. 

If you plan on presenting at a conference this year, visit the CONCUR website.

  1. Create an online CTP profile.
  2. Be prepared to add your credit card to your profile if your expenses exceed your grant allocation.
  3. Remember to submit for your T-number one month in advance of your trip.

NOTE: Flights cannot be booked without a T-number.

 

Applying for Travel

To obtain a T-number and to apply for department supplemental travel funding, email Brian Javor.8@osu.edu the following materials, one month in advance of the trip departure date:

  1. Proof of conference paper acceptance
  2. Proof of external funding
  3. Supplemental Funding Form ($200 maximum)
  4. Trip Worksheet (budget, business purpose, and accomodation information)

Remember that travel expenses will only be reimbursed when expenses are incurred at locations specific to the business purpose. 

Travel expenses to and from alternate vacation destinations while on business travel are not eligible for reimbursement. 

All expenses must be compliant with university business expenditure policies.

Questions? Please contact the Department with any concerns you have.