University and Federal Travel Policies and Guidelines
The Research Foundation adheres to University Travel Policies for travel on sponsored program funds. Additional sponsored program requirements are outlines below.
General Guidelines
Airfare
Use of U.S. Flag Air Carriers
Lodging
Meals
Business Meals
Registration
Cash Advances
Split Funding
Payment by Procurement Cards
Cancelled Trips
Approved Travel Agency
Travel Links
General Guidelines
All travel by faculty, staff, students, and guests utilizing sponsored program funds administered through the Research Foundation (RF) must be pre-approved and processed by the RF Travel Office.
Persons traveling on sponsored projects are typically appointed to the sponsored project. When this is not the case, the travel and the traveler must be justified by the PI as project related and consistent with sponsor regulations.
A Travel Request/Reimbursement Form, Form GA-002, is used for faculty, staff, and student employees. This form can be obtained by contacting the RF Travel Office by phone 292-2126 or e-mail travel@rf.ohio-state.edu Travel requests for non-employees and students are processed on a 
Payment Request for a Non-Employee Form (AC-NT1).
Before the trip, the traveler must complete all sections on the front of the travel form with the exception of the areas shaded in gray. If the traveler is the PI, then the additional signature of an authorizing officer is required. The PI should follow his/her department’s procedures for obtaining the proper authorizing signature. The traveler is responsible for making all airline and lodging reservations.
Upon receipt of the form, the RF Travel Office will check for cost allowability, availability of project funds, and that the travel occurs within the project period of performance. Once these are verified, it will process prepayment requests; e.g. airfare, conference registration, lodging. A copy of the travel form will then be returned to the traveler so actual costs can be entered on the form after travel has occurred.
After the trip, the traveler should itemize expenditures on the back of the form and enters these totals in the shaded sections on the front. Original receipts must be attached; faxed receipts and photo copies are not acceptable for auditing purposes. An authorizing signature must also be obtained. The PI can check with department personnel to find who the designated approval authority is for the department.
Completed forms and receipts should be submitted promptly to the RF Travel Office. The travel form must be returned upon completion of the trip, even if no reimbursement is requested, in order to close out the travel request. Requests for reimbursements submitted after the end date of the project may not be processed.
All University travel policies http://busops.osu.edu/travelforms/TravelPolicyFINALRevJan08.pdf apply to travel on sponsored program funds. There may also be additional sponsor requirements.
Airfare
Upon receipt of the travel form, the RF Travel Office will authorize prepayment for airline tickets if a Research Foundation-approved travel agency is utilized. Reservations are to be made by the traveler. Reservations must be booked as coach or tourist fare, unless it is unavailable at the time of the required travel. A memo of explanation should be attached if there is any deviation from economy fare.
Tips for Getting the Best Price on Airline Ticket
Use of U.S. Flag Air Carriers
Federally funded research requires the use of U.S. Flag Air Carriers.
The Comptroller General of the United States, by Decision B-138942 of June 17, 1975, as amended March 31, 1981, provided guidelines for implementation of Section 5 of the International Air Transportation Fair Competitive Practices Act of 1974.
Any air transportation to, from, between, or within a country other than the U. S., of persons or property, the expense of which will be assisted by this award, must be performed on a U.S. flag carrier if service provided by such carrier is "available."
The following rules apply unless the result would be use of a foreign air carrier ("foreign carrier") for the first or last leg of travel from or to the U. S.:
- A U.S. flag air carrier ("U.S. Carrier") shall be used to destination or, in the absence of through service, to farthest interchange point.
- If a U. S. carrier does not serve an origin or interchange point, a foreign carrier shall be used to the nearest interchange point to connect with a U. S. carrier.
- If a U. S. carrier involuntarily reroutes the traveler via a foreign carrier, the foreign carrier may be used.
EXCEPTIONS: In the following situations, use of a foreign carrier is permissible:
- Travel to and from the U. S. Use of a foreign carrier is permissible if:
- The airport abroad is the origin or destination airport, and use of a U. S. carrier would extend the total travel time 24 hours or more than would travel by foreign carrier; or
- The airport abroad is an interchange point, and use of a U.S. Carrier would require the traveler to wait six (6) hours or more to make connection or would extend the total travel time six (6) hours or more than would travel by foreign carrier.
- Travel Between Points outside the U.S. Use of a foreign carrier is permissible if:
- Travel by foreign carrier would eliminate two (2) or more aircraft changes en route; or
- Travel by U.S. carrier would extend the total travel time six (6) hours or more than would travel by foreign carrier.
- Short Distance Travel. For all short distance travel, regardless of origin and destination, use of a foreign carrier is permissible if the elapsed travel time on a scheduled flight from origin to destination airport by foreign carrier is three (3) hours or less and service by U.S. carrier would double the travel time.
The Comptroller General has issued a decision regarding the Code Sharing (Airline Alliances) of flights by U.S. and foreign flag carriers utilizing the equipment of the foreign flag carrier. If a U.S. flag air carrier has an arrangement to provide passenger service in international air transportation on the aircraft of a foreign air carrier under a “code-share” arrangement with a foreign air carrier this could meet the requirements of the Fly America Act. Federal regulations have been revised to indicate that the ticket (or documentation for an electronic ticket) must identify the U.S. Flag air carrier’s two letter designator code and flight number, which is located on the right hand section of the passenger receipt. This indicates that the flier is in a U.S. Flag carrier seat, regardless of the air carrier, which owns the aircraft. The key to meeting the requirements is whether the ticket is purchased through the U.S. air carrier. If the ticket is issued through the U.S. air carrier the expense will, in most cases, be eligible for reimbursement, provided the U.S. air carrier is identified on the ticket. If the ticket is issued by a foreign air carrier, (even under a code sharing arrangement), the ticket is not eligible for reimbursement on a Federal award.
A travel agent may, with the best of intentions, attempt to persuade you that because the flight is code-shared it doesn't matter which company you buy the ticket from: for example, KLM or British Airways or Air France, especially because these are generally less expensive. But it does not matter. If you buy a ticket from Lufthansa, for example, the flight numbers will be proceeded by the code “LH” and you cannot be reimbursed for this on a federally-funded award. The flight numbers must have the code from the U.S. airline (e.g., “UA” for United Airlines, “DL” for Delta, etc.). The last two paragraphs are courtesy of Columbia University.
Lodging
The actual cost of overnight lodging at a commercial facility will be reimbursed if an itemized receipt is submitted with the travel request, the cost is deemed reasonable, and the travel point is further than forty-five miles from the traveler's home or primary university work site.
Travelers will be reimbursed for the single room rate only, unless the other occupant of the room is a university employee on authorized travel. If the lodging receipt states more than one-person occupancy, the single room rate should be indicated on the receipt. In the event that there are two individuals on authorized travel sharing a room, the travel orders should be cross-referenced for auditing purposes.
All lodging is reimbursed at the actual/reasonable rate with submission of the original receipt.
Upon receipt of the travel form, the RF Travel Office will authorize prepayment for lodging if the Research Foundation approved travel agency is utilized. Reservations are to be made by the traveler.
Meals
The per diem allowances for meals and other incidental costs will be paid only when overnight travel takes place and if the travel destination is forty-five miles or more from traveler's home or primary work site. While on authorized travel status, per diem allowances will be based upon the federal per diem rates.
Daily per diems are based upon location and on the entire 24-hour period. If a meal is served on an airplane or is included in the price of the conference registration fee, the per diem rate must be reduced based upon the provided meal. Meal receipts are not required. Note that meals, laundry, dry cleaning and any associated tips are included in the federal meal and incidentals per diem.
Business Meals
Business meals constitute an exception to the federal per diem rates. The University may reimburse expenses for properly documented business meals while on travel status. The primary purpose must be a business discussion:
- At least one non-university employee, whose presence is necessary for the business discussion, must be present.
- Expenses may be incurred only for those individuals who are necessary to the business discussion.
- In addition to an itemized receipt, IRS rules require documentation of the time, date, place, business purpose and attendees.
Documentation must include the original itemized receipt and the completed Business Meals Documentation For Sponsored Projects Form. The per diem allowance must be reduced appropriately. Gratuities not exceeding 20% of meal cost for business meals are reimbursable. Alcoholic beverages and entertainment costs may not be charged to a research project.
Registration Fees and Related Expenses
Registration fees will be prepaid if the Prepayment of Registration section of the Travel Request/Reimbursement Form is completed and the registration form is attached. If prepayment by wire transfer is needed, the Authorization of Payment and Request for Domestic/International Wires Form must be completed and included with the registration form. Fees should not include the cost of activities such as golf outings, fun runs, museum tours, etc.
Cash Advances
Cash advances reduce out of pocket expenses associated with business travel. Students may request 100% of non-prepaid travel expenses. Faculty and staff are eligible for 80% of non pre-paid travel expenses on international and domestic travel. Cash advances may be obtained by submitting a written request that has been approved by the PI with the travel form.
Split Funding
Travel requests involving a combination of university and sponsor funding must be processed through the Research Foundation. Please include chart field information for amounts charged to university accounts and the research project. Appropriate signatures must be obtained for the university funding.
Payment by Procurement cards
University issued procurement cards cannot be used for any project related travel expenses.
Cancelled Trips
Travelers should submit the completed travel form within ten working days on authorized trips that have been cancelled.
Approved Travel Agency
The Research Foundation has selected Uniglobe Travel Designers as its authorized travel agency to provide prepaid airline tickets for sponsored project travel.
This agency was selected through a competitive bidding process on the basis of providing the best overall value and service to our customers. Uniglobe Travel Designers is a minority, woman-owned and operated business enterprise, and is federally classified as a small disadvantaged business.
Uniglobe Travel Designers has a proven record of providing outstanding customer service and is ready to assist with any travel arrangements by either calling one of the phone numbers listed below or by accessing their web site.
Uniglobe Travel Designers
3471 East Broad Street
Columbus, Oh 43213
Ph: (614) 237-4488 or (800) 966-6512
fax: (614) 237-4516
e-mail: gobucks@utd.webmail.com
Web: http://www.uniglobetraveldesigners.com
Travel Links
- OSU Travel Office
- Travel Warning and Consular Information
- Federal Continental U.S. Per Diem Rates
- Standard CONUS rate can be found under the map
- Federal Foreign and Noncontiguous US Travel Per Diem Rates
- Select the link with the appropriate date for month of travel
- Do not select Excel unless you want the spreadsheet
- Alaska and Hawaii can be found near the end of the report
- Currency Exchange Rates
- Select "Full Currency Converter" under "Quick Convert" for one day conversion
- Select "FX History" under "Quick Links" for rates for full range of travel dates
