Travel Policy/Protocol

Please see Travel per diem rates and travel policies prior to making arrangements. Travel will come out of your 10K research allowance.

Conference /Equipment Reimbursement Protocol

As long as the conference/equipment is IGERT related you can use your research money to attend.  However, you must have prior authorization and an Authorization Form must be filled out for foreign travel.

Airline tickets can be pre purchased. Please indicate when you would like to leave (date and time of day) and where (PDX or Eugene) as well as if you prefer window or aisle seat. I will let you know the flight options and choices and you will select one. I will give you the ticket once it arrives. If you purchase your tickets by yourself and want to be reimbursed please include your flight itinerary and proof of purchase (Credit Card/Bank statement with your name on the top and account information crossed out). You will need to get quotes from Teels Travel or Azumano/Away Travel and justify why the purchase was made ( i.e. it was less expensive).

Car Rentals:
University travelers will rent compact or economy cars whenever possible. The rental of SUVs and luxury vehicles is not allowed.  If you receive an upgrade because other vehicles are not available, have the rental car agency make a notation on the rental agreement that the vehicle rented was the only one available and that you paid the rate for the lower cost vehicle. 

Employees are encouraged to use the State of Oregon car rental contract.  

The State of Oregon contract with Enterprise Rent-a-Car includes insurance coverage.  For this reason collision damage insurance (sometimes referred to as CDW or LDW), personal accident insurance (PAI), and liability insurance supplement (LIS) should be declined, and are not a reimbursable expense.

Employees not using the State of Oregon contract with Enterprise Rent-a-Car must purchase limited collision damage insurance to cover loss or damage to the vehicle.  If a rented vehicle is damaged, and the OSU employee declined the CDW/LDW, the deductible doubles from $2,500 to $5,000 and Risk will only cover the amount in excess of that value.

While the University’s insurance will cover the cost of damage to a rental car, the person (or Department) renting the vehicle will be responsible for any applicable deductible.

Underage drivers insurance for travelers less than 25 years of age is reimbursable if required.

For hotels, conference registration fees, taxi, car rentals, etc. be sure to save your receipts and proof of purchase (credit card/bank statement with your name on it). You cannot be reimbursed without them. In some cases (if it is over $100 and longer than 4 days you can possibly get a travel advance.) Please consult me for more information on this.

You can claim mileage (if you did not rent a car) and meal per diem for the days of travel and duration of the conference. Meal per diem/hotel rates depend on the city you are staying in. You will not need your receipts for claiming meal per diem. However, you will need them for the hotel. Please be aware of the maximum rate for hotel reimbursement depending on the city you are staying in.

• Be sure to include, when you left Corvallis (or wherever you live), time of day, and returned to Corvallis.

• Be sure to provide proof that you were there a badge or something like this

• Include a printout of the conference you attended.

Once the reimbursement is ready to go, we will need your original signature.