The Ohio State University at Mansfield
  1. BuckeyeLink
  2. Library
  3. Carmen
  4. OSU Columbus
  5. Webmail

Faculty & Staff Handbook >>  Travel Policy for Faculty

Travel Policy for Faculty

A.  Travel to professional meetings is important for the continued development of faculty members.  However, the expense of such travel makes it impossible to support all worthy trips.  Therefore, we follow these guidelines for campus support:

  1. Within the limits of available funds, any regular faculty member may expect to be supported for at least one trip per year to an appropriate professional meeting, given advance approval.

  2. The base level of support for such trips will be $250.00 for out-of-state meetings and $150.00 for in state, to help cover travel expenses, registration, room, and meal expenses.

  3. Additional support will be given when attendance seems especially important.  The level of this support will depend on the value of the meeting to the faculty member, the length of the meeting, the distance traveled, and the significance of any participation.  For the last mentioned, the length and originality of any presentation, the presence of a competitive selection process, or committee participation will provide the major criteria for determining the support level.
  4. In general, minor participation (e.g., chairing a session, presenting a brief, noncompetitive paper) will be supported at no more than $600.  Presentation of a competitively selected paper or participation on a major committee or board of directors will be supported more fully. Each regular faculty is allocated $1000.00 per year for such trips. The unused balance may carry over to a second year. Non-competitive funds may also be used (see 53.1), and international travel may be approved by the PDC to a maximum of $700.00 per fiscal year.
  5. Expenses covered by this policy:
    a.       Transportation:  Commercial transportation costs are reimbursed based on economy fares and appropriate receipts.  Use of personal vehicle for out-of-state travel is reimbursed at the current federal maximum mileage rate. In-state mileage is currently reimbursed at least at 62% of the current federal maximum mileage rate.
    b.       Conference registration is covered based on appropriate receipts and may be prepaid with ample lead time.
    c.       Lodging reimbursement varies by city.  Please check with the Business Office or the University Travel Office http://busops.osu.edu/travel.php on the web.  University policy requires receipts for lodging expenses.
    d.       Meals and incidental expenses vary by city.  Please check with the Business Office or the University Travel Office http://busops.osu.edu/travel.php  No receipts are required. Check with the Business Office about Per Diem information.

B.  Travel to Columbus, to other regional campuses, and to other locations within the OSU systems (ex., OARDC, Stone Lab) to participate in department meetings, to attend colloquia, or to use the libraries and other facilities is encouraged. Faculty members who live in Columbus are not eligible for reimbursement for trips to the Mansfield or Columbus campuses.  Mansfield faculty members who are teaching a course on the Columbus campus are not eligible for reimbursement by OSU Mansfield for travel to and from class.  All mileage reimbursement is calculated from the Mansfield campus to the destination. The normal limit is $500.00 per year. Approval from the Associate Dean is required in order to exceed that limit. 

  The campus maintains one vehicle that is available to faculty and staff on a limited basis according to the following guidelines.

  1. The courier has top priority for the use of the campus van. Courier trips are ordinarily made each Tuesday and Thursday, generally from 8:00 a.m. until 4:00 p.m. Occasionally, trips on others days may be required.
  2. Faculty and staff may reserve the van only if there is no courier usage, and if one or more of the following apply:
    1. More than one faculty or staff member is traveling on University business.
    2. Students are being transported to a university related event.
    3. Candidates for faculty or staff positions are being escorted.
    4. The faculty or staff member has approval to transport a large quantity of material or large objects for University business.
    5. Approval for an extraordinary purpose has been granted in writing by the Dean or Associate Dean.
  3. To secure an approval and a reservation to use the van, request an application form from the Associate Dean's office.

           Travel reimbursement should be submitted monthly.  If you want to submit your travel form after each trip, you may do so, but no reimbursement will be made for trips that are more than 60 days old.

C.            Procedures for Obtaining Travel Authorization

  1. Complete an Application for Professional Conference Travel Reimbursement form. Submit your completed form to the Associate Dean to get advance approval for the trip and to set expense limits.  University policy requires an account of the purpose of the trip and an estimate of total costs before approval.
  2. Fill out Application for Leave formhttp://hr.osu.edu/forms/ and submit to the Associate Dean.

3.    Submit preliminary estimate of cost and approval letter to the Business Office. This is required by the University Travel Office to assign a travel number. The Business Office will generate the appropriate "T" number for the trip.  DO NOT UNDER ANY CIRCUMSTANCES EXPEND MONEY BEFORE OBTAINING A "T" NUMBER. THE UNIVERSITY CANNOT REIMBURSE SUCH EXPENDITURES.
4.    Following the trip, submit receipts to the Business Office within 30 days of your return.

Approved by Faculty Assembly, October 12, 2007