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Integrative Biology Pre-Travel Approval Form OSU Travel Policy requires prior approval of business related overnight travel.
This form may be submitted as a printed hard copy or via email, whichever you prefer.
MacOS users; please save this form to your device and open w/Adobe Reader DC, the form will not perform correctly otherwise!
Please submit Pre-Travel approval form prior to incurring travel expenses ensuring that you can be reimbursed and shortening your wait time for reimbursement.
Submit the Request for Travel Reimbursement ASAP on your return, reimbursement requests submitted later than sixty days from return may be denied payment.
Helpful links in this form appear in BOLD BLUE text .
Guide to filling out the Pre-Travel form:
Name of traveler: When more than one person will be traveling with the same funding & itinerary, all names may be included on a a single pre-travel request. ALL travelers must
submit separate requests for reimbursement.
Principal Investigator signature: PI authorization methods; accompanying email, digital signature or hard copy signature.
Destination: Please note any personal travel dates in this section. Personal travel expenses are not reimbursable.
Purpose of travel: Please include all details that would be helpful in explaining your travel necessity to an individual unfamiliar with your work. For conference travel, a link to
the conference website is extremely helpful here.
Estimated travel costs: Please provide estimate for all expected expenses, use the check boxes to designate whether an expense is to be paid by the department or if you will
need reimbursement.
Index: Please indicate the OSU Index to which expenses are to be allocated. If applicable, include additional or contingent funding index(es) in the following field.
Please do not hesitate to contact Tresa in the IB Office if you have any questions or unusual circumstances; 541-737-3705 or [email protected].
Ready?
Click HERE to fill out your Pre-Travel Approval Form
Click HERE to fill out your Request for Travel Reimbursement
MORE QUESTIONS? Click links below for more information
Department Direct Bill & Pcard payment options International Travel
Reimbursement informationGeneral Information
UPDATED JULY 2017
Expected
RETURN DATE:
NAME OF TRAVELER:
Expected
DEPARTURE DATE:
DESTINATION (or general lodging location) :
additional locations and dates - if needed
additional locations and dates - if needed
additional locations and dates - if needed
ESTIMATED TRAVEL COSTS:
Registration: Airfare: Lodging:
Total :
INDEX:
Meals : Vehicle Expenses:
Other:
Contingency Funding Source
I certify that this travel is necessary and that the required funds are available….
Principal Investigator (PI) if travel is related to a grant date
Department Approval date
The following information is required for University related overnight travel. When saved to a file, the fields in this form interact from page to page, allowing you to fill in some information only once. Additional pages contain instructions and information regarding policies,
rates, & phone numbers. Submit to the IB Office via email or hard copy.
INTEGRATIVE BIOLOGY PRE-TRAVEL APPROVAL FORM
PURPOSE OF TRAVEL - please include name of conference/organization & weblink, if applicable Please provide sufficient information to allow an individual unfamiliar with your work to quickly grasp your need to travel.
OSU ID #:
and/or
Paid by?Dept. Traveler
Paid by?Dept. Traveler
INTERNATIONAL TRAVEL: Online registration complete?1If yes, please email confirmation.2If no, IB Office will complete on your behalf.
YES1 NO2
IB Dept. Request for Travel ReimbursementPlease submit this form to the IB Office w/in 10 days of return.
Traveler's Name: OSU ID:
Vendor Pmt. Address:
departed Corvallis… at
returned to Corvallis… at
Lodging - itemized receipt showing single room rate & tax attached
Meals - the amount requested represents one of the following:Actual food cost Full Per Diem Partial Per Diem
Transportation:
Personal Vehicle Miles from Corvallis to(miles) @ 53.5¢ mile
Rental Vehicle - itemized receipt attached
Airfare - include itinerary, & proof of payment
Other Expenses:
Reimbursement Amount Requested:
Amount carried over from pre-travel approval form
If the number on this line is negative PI/supervisor approval needed for the additional expense
PI / Supervisor Approval for additional expenses
(airport or lodging location)
1. Login to your MyOSU account2. Select the Employee heading3. In the Employee Quick Links box, select Enterprise Car Rental
a. Select OSU Employees on Businessb. Choose Enterprise Rent-A-Carc. Fill out the form presented and select the Search buttond. Choose your rental, note it must be economy class or a vehicle class at the same price.e. Continue through the Enterprise website to finish booking; you will need to provide an index
number to complete the booking.
---By phone for direct bill - please call the IB office--- ---By phone for self-pay (541) 758-0000---
For lodging, please consult with the IB Office prior to paying for lodging using the PCard (dept. VISA).
Do you need help with your expenses?
OSU has contracts with several travel vendors who will direct bill the Department to save on out-of-pocket expenses. Links and information pertinent to these vendors is below.
You may also call or email the IB Office for assistance in booking direct-bill arrangements; airfare, HUT, Enterprise, lodging. Your primary contact for this assistance is Tresa; 541-737-3705,
[email protected] note that no expenditures will be approved unless you have provided the IB office with the
Pre-Travel page of this form.
Azumano (primarily air travel)Website - https://www.ciazumano.com/osu/
Call 541-757-9792Email - [email protected]
HUT PDX shuttle Direct bill rides can only be booked by contacting the IB office via phone (541) 737-3705 or email. Website
http://www.hutshuttle.com/Phone (541) 926-2525
Enterprise Car Rental---Online---
International Travel
Prior to any international travel, the following steps MUST be completed in addition to the steps on the previous pages of this form.
1. Complete your International Travel Registration. This assures you will have coverage under the TravelAccident & Sickness plan while you are out of the country.
a. To request coverage for personal travel preceding or following business travel, click here.b. You can register for yourself or, if you have turned in your Pre-Travel form, the IB Office can register on
your behalf.
2. IF YOU ARE TRAVELING USING GRANT FUNDS FOR ANY PORTION OF YOUR TRIP;a. You must also submit the Foreign Travel Authorization Form to the IB Department.
i. Failure to do so with adequate time to obtain OSRAA approval prior to departure may result inpersonal liability for all expenses.
ii. If you have any doubt whether your travel requires this form, please verify with the IB Office.b. Travel using grant funds requires adherence to the Fly America Act.
i. There are some exceptions to this requirement; to see if your travel qualifies and complete the formrequesting a waiver, click here.
3. Please review the Risk Management International Travel page for further information and helpful links.
Reimbursement Travel Reimbursement claims are to be submitted within 60 days of return.
Appropriate receipts and documentation are required.Documentation ALWAYS required:
IB Request for Travel ReimbursementCommon documentation required (depending on situation):
Partial Day Per Diem Rates (involving an overnight stay)
Initial Day of Travel - Leave Prior to 7:00 AM 7:00 AM to 12:59 PM 1:00 PM and after Meal Allowance Breakfast, lunch, dinner Lunch, dinner Dinner
Final Day of Travel – Return Prior to Noon 12:00 to 5:59 PM 6:00 PM and after Meal Allowance Breakfast Breakfast, lunch Breakfast, lunch, dinner
Lodging receipt(s)Fuel receipt(s)
Supplies receipt(s)Transportation receipt(s) (airfare, shuttle, taxi)
Registration/Membership fee receipt(s) Parking receipt(s)
Hosted meals receipt(s)To insure a smooth and quick reimbursement process,
KEEP ALL OF YOUR RECEIPTS.If in doubt, please ask the IB Dept. office staff or consult the
Fiscal Operations Manual, section 411-08.
Important Per Diem Reimbursement Information
Please click HERE for Current US Per diem Rates by State & City (Includes Puerto Rico & US Possessions). Please click HERE for Current foreign per diem rates or contact the IB Department Office (541) 737-3705.
The OSU Travel Policy supersedes any departmental policy and is applicable to all people traveling on OSU funding. Travel is a highly visible expenditure therefore it is necessary to select travel options that are the most efficient & economical to the University. Travel options that that are
unjustified in the performance of official duties are the traveler’s responsibility. This includes, but is not limited to, personal preference/convenience, circuitous routes, luxury accommodations, personal
travel post/preceding OSU travel, etc.
Pre-Authorization : Travel authorization must be obtained from the department prior to departure. Requests must include a statement addressing why the travel is necessary and an
estimate of the costs. When several employees travel together with the same itinerary and similar expenses, one request may be submitted for the group (Pre-Travel form ONLY).
Airfare: Airfare purchased with personal funds rather than being direct billed to the department through Azumano will be reimbursed after the trip is completed and the traveler will not be
reimbursed for any interest or late fees associated with the purchase. Reimbursements to travelers require a copy of the documentation showing the payment method and the itinerary. The
confirmation or itinerary should include the traveler's name, dates of travel, destinations, and seat class.
Conference Registration: Registration should be paid using the Department Purchasing Card (contact the IB office at 541-737-3705 for assistance). Attendees choosing to pay on their own
may be reimbursed after the event, with proper documentation.
Lodging : Receipts are REQUIRED. Lodging exceeding the OSU lodging per diem rate (equals the IRS Federal High-Low Schedule) cannot be reimbursed without conference lodging material
indicating the conference lodging single room rate.
Meal & Incidental Expense (M&IE) Per Diem : When there is more than one lodging location during a trip, the specified rate for where the traveler will spend the night is used. For the
day the traveler returns from the trip, the rate specified for the last lodging location is used. It is not permissible for a traveler to claim reimbursement of meals that have been provided to them.
Rental cars : The State of Oregon contract with Enterprise Rent-a-Car and Nationwide includes insurance coverage; verify that the rental contract includes the damage waiver and liability insurance at no additional cost. Employees not using the State of Oregon contract with Enterprise Rent-a-Car must purchase additional insurance to cover loss or damage to the vehicle (CDW/LDW). If a rented vehicle is damaged, and the OSU employee declined the CDW/LDW, the deductible doubles from $2,500 to $5,000 and Risk will only cover the amount in excess of that value. While the University’s
insurance will cover the cost of damage to a rental car, the person (or Department) renting the vehicle will be responsible for any applicable deductible. Underage drivers insurance for travelers less than
25 years of age is reimbursable if required. In the event of an accident while using a rental car: contact the police department in the jurisdiction where the accident occurred; notify the rental car
agency where you rented the vehicle; provide other involved parties with information from the rental car agreement; report the incident to Risk Management Services ASAP.
Private Vehicle: Usage of a private vehicle for official business requires personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. State-
provided automobile liability coverage applies on a limited basis after the employee's primary coverage limits have been used. The state does not provide physical damage, uninsured motorist or personal injury protection for private vehicles. Private vehicle mileage may be reimbursable using the ODOT mileage tables or actual odometer readings. Personal expenses, such as private vehicle
repair and maintenance, are not reimbursable.
Itinerary: Include details such as the date and time of departure/return, the traveler’s destination(s), and any personal days taken.
PURMIT Study Abroad – Oregon State University Leisure Travel Insurance Enrollment Form
(Please Print) Insured’s Name______________________________________________________________________________________
Last First Initial
Permanent US Address________________________________________________________________________________ Street or P.O. Box City State Zip Code
Phone Number______________________________ Email Address____________________________________________
Insurance ID#______________________________ Male Female Date of Birth _____/_____/_____ MM / DD / YYYY
Travel Dates_____________________ to _______________________ Destination_____________________________
(You cannot enroll past 06/30/2018)
Daily Rate
Insured $3
Spouse $3
Each Child $3
List Dependent(s) to be insured below. Dependent coverage is available only when the Oregon State University student, faculty or
staff is also insured under this plan. Dependent enrollment must coincide with the travel dates of the Primary Insured. Coverage must
be purchased by the departure date. Once a dependent is enrolled, coverage cannot be terminated unless the Insured loses eligibility.
MI Date of Birth
Spouse:_________________________ _________________________ _____ _____________
Child: _________________________ _________________________ _____ _____________
Charge to my (check one): Visa Master Card Check or money order (International checks are not accepted)
Card Number: ____________________________________ Amount Charged: $_____________ Expiration Date: ______________
Print Name and Address of Card holder____________________________________________________________________________
Email this form to [email protected]
You must be eligible to enroll in the Plan and meet the enrollment deadline in order for your enrollment to be accepted by us. If it is
discovered that you do not meet the requirements, your premium will be refunded.
Notice to Insureds: Coverage will be effective the date the correct premium is received by Gallagher Student or the effective date of the coverage
period, whichever is later. It is the Insured’s responsibility for timely renewal payment. By signing below, the Insured
acknowledges the following: 1) He/She has carefully read the brochure and elects to enroll as indicated on this enrollment form.
2) Rates are not prorated other than as listed on this enrollment form. 3) Enrolled Dependent meets the eligibility requirements for
this coverage as described in the brochure. 4) If it is later determined that the student is not eligible, the premium will be refunded.
5) A Dependent cannot be insured under this Plan if the Primary Insured loses eligibility under the PURMIT Study Abroad
Accident and Sickness Insurance Plan. 6) Other than for eligibility reasons, the premium is not refundable.
Signature of Insured:______________________________________________ Date:__________________________
Last Name First Name
Child: _________________________ _________________________ _____ _____________
Child: _________________________ _________________________ _____ _____________
