A completed CIMRS Travel Request Form is required for all travel. Please complete the form and email it to LeAnne Rutland for approval. Travel approval will be sent via email.

Please use the agencies contracted by OSU for Air Transportation, Lodging and Car Rental Services.

For questions about direct-billing, contact LeAnne Rutland.

OSU Policies http://fa.oregonstate.edu/fis-manual/400-expenditures/411-travel/

FIS 411-01: Air Transportation http://fa.oregonstate.edu/fis-manual/400-expenditures/411-travel/411-01-air-transportation

  • Oregon State University promotes the use of contracted travel agents.
  • If an OSU compensated traveler chooses to utilize an outside source for air travel, the traveler must demonstrate that this is the most economical solution. This must be done by requesting a quote from an OSU contracted travel agent before airfare is purchased from a non-contracted travel agent. The quote will be used to justify the economic savings of the purchase and must accompany the request for reimbursement after the trip.
  • If the traveler does not obtain a quote from an OSU contracted travel agent prior to purchasing airfare from a non-contracted vendor, a Memorandum of Understanding (MOU) must be signed by the traveler to document their awareness and understanding of this policy. After signing an MOU, if the traveler fails to obtain a quote for airfare from an OSU contracted travel agent during the following two year period, the reimbursement for air travel will be denied.
  • Click on the link to view details of this policy.

FIS 411-02: Ground Transportation http://fa.oregonstate.edu/fis-manual/400-expenditures/411-travel/411-02-ground-transportation

  • Oregon State University promotes the use of contracted travel agents: Enterprise Rent-a-Car and National Car Rental
  • The contract price with Enterprise Rent-a-Car and National Car Rental includes a loss damage waiver and liability insurance, valid in the United States, U.S. possessions, and U.S. territories.
  • Employees not using the State of Oregon Contract with Enterprise Rent-a-Car or National Car Rental must purchase limited collision damage waiver (CDW), also known as loss damage waiver (LDW) and the liability insurance supplement (LIS), also known as supplemental liability insurance (SLI). Personal accident insurance (PAI) should be declined and is not a reimbursable expense.
  • Click on the link to view details of this policy.

FIS 411-03: Lodging http://fa.oregonstate.edu/fis-manual/400-expenditures/411-travel/411-03-lodging

  • Oregon State University promotes the use of contracted travel agents.
  • Commercial lodging reimbursement is based upon the current per diem rate as determined by the traveler’s lodging location.
  • Lodging for travel within the 48 contiguous states and the District of Columbia will be reimbursed at the OSU approved rates found on the Business Affairs Travel website. For travel to or within Alaska and Hawaii and foreign countries, OSU uses the federal rate posted on Business Affairs Travel page for the most current per diem rates for lodging, meal, and incidental expenses. These rates are updated monthly.
  • Lodging room taxes are not included in the lodging per diem rate for domestic travel; however, room taxes are included in foreign per diem rates. Lodging room taxes should be reported separately in "Other Expenses" on the OSU Travel Reimbursement Request.
  • Click on the link to view details of this policy.

FIS 411-07 Travel Reimbursements http://fa.oregonstate.edu/fis-manual/400-expenditures/411-travel/411-07-travel-reimbursements

  • Requests for reimbursement are to be submitted within 60 days after the trip has been completed, but no later than the close of the fiscal year in which the travel occurred. If the trip is exceptionally lengthy, interim filings may be permitted with prior approval.
  • In no case can a reimbursement request be submitted after the close of the fiscal year in which the cost was incurred.
  • If the traveler neglects to submit a travel reimbursement request within 60 days of completing their trip, a Memorandum of Understanding (MOU) must be signed by the traveler to document their awareness and understanding of this policy. Upon signing a MOU, if the traveler again fails to submit a travel reimbursement within 60 days of completion of their trip during the following two year period, the reimbursement will be denied.
  • Click on the link to view details of this policy.