Traveler How-To Guide

by Jennifer Tate (with assistance from Kenn Bates)

Travel arrangements can be made through Susan McGarvey (McGarvey@mps.ohio-state.edu, 292-3437). This process should be started MINIMUM one week before the conference registration deadline, but preferably several weeks in advance.

Before talking to Susan:

• Fill out all conference registration paperwork.
• Write down exact travel dates, times and destinations.
• Make hotel reservations.

Susan will give you a blank copy of the OSURF “Travel Request/Reimbursement Form” to fill out. Once you return this preliminary copy to her she will:

• Fill out an official copy of the “Travel Request/Reimbursement Form” with expense estimates. This will need to be signed by both the traveler and by Doug.
• Obtain airline reservations through the University’s travel agent. Airfare is prepaid.
• Arrange for registration fees to be prepaid.
• If requested, arrange for a cash advance equal to 80% of the lodging and food per diems. The per diem amount depends on location, and will be indicated on the “Travel Request/Reimbursement Form”.

While traveling, save original copies of all receipts. This includes receipts from airline tickets, hotel, taxi, food and any other miscellaneous travel expenses.

After returning, turn in original copies of all receipts to Susan. Copies of receipts are not accepted. Airline receipts must be turned in even though airfare is prepaid. 

For food:

• If you did not receive a cash advance and spent less than the per diem on food, do not turn in food receipts. You will be reimbursed for the full per diem amount.
• If you received the 80% cash advance and spent less than you received, do not turn in receipts. You will not receive the extra 20% of the per diem.
• In general, your reimbursable expenses cannot exceed the per diem. See Doug if you think this will be a problem. (If you spent more than the per diem or more than the cash advance you received, you must turn in receipts to justify reimbursement for the proper amount.)

Once Susan has processed the paperwork you will receive a completed copy of the “Travel Request/Reimbursement Form” for final signature verifying all travel expenses. If you do not receive this form within one week of turning in receipts, contact Susan to see if there are any problems. After final signature you will receive a photocopy of all completed paperwork. It will be several weeks before you receive your reimbursement check.