Travel
Step Two: Prepayments
Prepayments can be made for airfare, lodging, and registration fees. You can also obtain transportation from the OSU Motor Pool or request a cash advance.
Airfare Prepayments
- Contact Travel Solutions for a quote and to make a reservation (750-4020). Using Travel Solutions meets federal guidelines for the use of Minority/Women Owned Businesses
- Complete estimated time and date for both departure and return on the Travel Request/Reimbursement Form
- Complete “quoted cost” on the “AIRFARE” line by listing the cost in “ESTIMATED COST” and “RF PRE-PAYMENT” columns
- Fax the form to RF at 292-6870 prior to 4:00 pm on the same day you receive the quote from Travel Solutions. They will only hold a reservation until the end of the business day. The RF Travel Office must have time to process your request and send payment authorization to Travel Solutions before the reservation expires.
Lodging Prepayments
- Pre-pay by Travel Solutions – same procedure as airfare
or - Submit a requisition to RF Purchasing
- Contact the hotel for price quote
- Complete the Requisition Form (1303)
- The requisition must include the traveler’s name, reason/purpose of the trip, hotel confirmation number, and cost estimate
- Submit the requisition form with completed travel form to RF Travel Office.
Registration Prepayment
- Submit the conference registration form along with travel form
- RF Travel will prepay by check issued directly to the conference
- RF Travel also processes payments by wire transfer and international currency drafts. Note: Wire Transfers require an additional authorization form
University Fleet Services Direct Payment
- Traveler makes reservations through University Fleet Services
- Vehicle operator must be a licensed driver at least 21 years of age
- Vehicle operator must be a university faculty, staff or student
- Submit a fleet services quote with the travel form
- Enter the quoted cost in the Fleet Services pre-payment column
Cash Advances
- Submit a letter with the travel form requesting the cash advance
- The letter must include the traveler’s name, why the cash advance is necessary, and PI’s signature
- Insert amount of cash advance on “Cash Advance” block on travel form
Note: Cash advance checks are issued two weeks prior to departure. Students may request up to 100% of non-prepaid expenses. Faculty and staff may request up to 80% of non-prepaid expenses.