Travel/Mileage Reimbursement for Staff
Please note: This policy does not apply to individuals whose specific job description specifies reimbursement for job-related travel.
Travel to Columbus and Other Regional Campuses:
Staff members are eligible for reimbursement for travel to Columbus and other OSU regional campuses for meetings and other university related business. Mileage is reimbursed at 62.5% of the current federal rate. Reimbursement forms must be signed by the staff member’s supervisor. Travel to other sites outside Richland County may be reimbursed but only with prior approval from the staff member’s supervisor and from the Associate Dean. There is a limit of $500 per person each academic year that will be reimbursed.
Local Travel for University Related Business:
Staff whose responsibilities necessitate routine travel within Richland County will be reimbursed at the rate noted above. Others will be reimbursed only under extraordinary circumstances with prior approval of the Dean.
The University van may be available for local travel, but such trips may not be reserved in advance. If the van is available on the day and time of the local trip, it may be used. Van usage procedures must be followed.
Travel reimbursement should be submitted at the end of each month. If you want to submit your travel form after each trip, you may do so, but reimbursement checks will be issued once per month. Request for reimbursement must be submitted within 30 days of the trip.
Procedures for Obtaining Authorization for Travel to Conferences
1. After your supervisor has given written approval, 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 form (see "Absence from Duty") and submit to your supervisor.
3. Submit preliminary estimate of cost and approval form to the Business Office. This is required by the University Travel Office to assign a travel number. 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 thirty days of the trip.