[Theaterfacultystaff] Fw: Travel Services program launches on April 1

Surovjak, Drew surovjak at ohio.edu
Mon Apr 1 09:51:08 EDT 2019


All,


Just making sure everyone gets these new travel guidelines. Please read over very carefully as some procedures and guidelines have changed and arrangement options have narrowed. If the guidelines are not followed, some items may not be eligible for reimbursement or may have to be reimbursed to the university. Please reach out to Treva or I if you have any questions.


Thank you!


Drew R. Surovjak

Department Administrator

Theater Division

School of Dance, Film, and Theater

Ohio University

Kantner Hall 307A

surovjak at ohio.edu

740.593.4818


________________________________
From: travel at ohio.edu <travel at ohio.edu>
Sent: Monday, April 1, 2019 8:45 AM
To: Surovjak, Drew
Subject: Travel Services program launches on April 1


As of 8:00 AM on Monday, April 1, Christopherson Business Travel (CBT) is the University’s preferred travel management company. This change comes with an updated travel policy, detailed individual travel and group travel procedures and an improved booking experience in Concur.

Policy and Procedure Highlights

The new OHIO Travel policy<https://www.ohio.edu/policy/41-121> was approved in March 2019 and will be effective April 1, 2019. The policy website update is in progress and in the interim, please refer to the draft version approved on March, 19, 2019<https://www.ohio.edu/sites/default/files/sites/finance/purchasing/files/DRAFT_41-121%20Reimbursment%20for%20Official%20Travel%20and%20Entertainment_3_19_19.pdf>. Below is an overview of the major changes to policy. Please refer to the policy, procedures and training for more details.

1.       Procedures were removed from the policy and will be maintained on the travel web pages<https://www.ohio.edu/finance/purchasing/travel>.

2.       OHIO Travel (flights, hotels, rental cars) must be booked through the preferred travel provider, CBT, unless an exception is obtained before booking travel. Travel can be booked through Concur or by calling CBT for agent assisted travel. The following scenarios can be booked outside of Concur/CBT:

·         Conference Hotels can be booked directly with hotel/conference registration site.

·         Non-Traditional Lodging Options not available through CBT/Concur.

o University dorms (domestic and international) and any vendors on the pre-approved list<https://www.ohio.edu/sites/default/files/sites/finance/purchasing/files/Travel_Non-Traditional_Lodging_Pre-approved_List.pdf> may be booked directly with the establishment.

o Other non-traditional lodging, such as hostels, field stations, and campgrounds must be approved by your planning unit (CFAO or designee) utilizing the Lodging Safety Questionnaire<https://www.ohio.edu/sites/default/files/sites/finance/purchasing/files/NonTraditional_Lodging_Safety_Questionnaire_FINAL.xlsx> prior to booking.

·         Rental Cars : Enterprise and National can be booked either through CBT/Concur or through the OHIO Enterprise and National portal<https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Flegacy.enterprise.com%2Fcar_rental%2Fdeeplinkmap.do%3Fbid%3D028%26refId%3DOHIOUNI&data=02%7C01%7C%7C14f49be3a83f4ebe9f6c08d6b6a91795%7Cf3308007477c4a70888934611817c55a%7C0%7C0%7C636897234709521044&sdata=bT1d4QKOxVUyxsRBeUkx6kX4winffboml0FPjnZgB0w%3D&reserved=0>, or directly with the vendor.

o If booking with Enterprise or National outside of CBT/Concur, the OHIO business account number<https://www.ohio.edu/hr/additional-resources/vehicle-rental> must be provided to ensure it is billed properly and the proper insurance is applied.

3.       Domestic rental cars from companies other than Enterprise or National and all international rental cars require the additional insurance to be purchased.

4.       Meal reimbursement will be based on per diem, and will be reimbursed after travel. University PCards and travel cards cannot be used for purchasing individual meals.

·         Per Diem reimbursement for same-day travel is still unallowable under University policy and is prohibited under IRS rules.

5.       When booking international travel, the University must abide by all Federal travel guidelines, restrictions, and requirements.

Training and Support Resources
Go-Live Support

Open Labs and Information Sessions will be held during the first two weeks of April.

·         Register for Information Sessions<https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fevents.membersolutions.com%2Fevent_register.asp%3Fcontent_id%3D78618%26s%3Devent_manager%26pv%3D1&data=02%7C01%7C%7C14f49be3a83f4ebe9f6c08d6b6a91795%7Cf3308007477c4a70888934611817c55a%7C0%7C0%7C636897234709521044&sdata=xHf6tZbdt42zStXFTlHOxLJkE5QDJalLS712ufksIyE%3D&reserved=0>

o   These sessions will review the changes related to University business travel, introduce CBT and provide a live walkthrough of the Concur travel booking process.

·         Register for an Open Lab<https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fevents.membersolutions.com%2Fevent_register.asp%3Fcontent_id%3D78619%26s%3Devent_manager%26pv%3D1&data=02%7C01%7C%7C14f49be3a83f4ebe9f6c08d6b6a91795%7Cf3308007477c4a70888934611817c55a%7C0%7C0%7C636897234709531053&sdata=Lh4f73VDuiJuQEs8xBBbVnW7N%2Fpd3vgLhQTKOtPhiRw%3D&reserved=0>

o   Finance staff will be on-hand to help individual’s book actual travel, live in Concur.

o   Walk-ins are welcome but these sessions will be on a first-come, first-serve basis due to room occupancy limitations.

o   Laptops will not be necessary as these will be held in the WUSOC 175 computer lab.

Self-paced Training

The following e-learn courses are available to guide users through the travel process:

·         Booking Individual Travel<https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fevents.membersolutions.com%2Fevent_register.asp%3Fcontent_id%3D78732&data=02%7C01%7C%7C14f49be3a83f4ebe9f6c08d6b6a91795%7Cf3308007477c4a70888934611817c55a%7C0%7C0%7C636897234709541062&sdata=l4%2FkOXsyTRWAtAD%2FQRHlLyKmgJlvMsZ45ITQXVLttnw%3D&reserved=0>

·         Travel Policies and Procedures<https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fevents.membersolutions.com%2Fevent_register.asp%3Fcontent_id%3D78733%26s%3Devent_manager%26pv%3D1&data=02%7C01%7C%7C14f49be3a83f4ebe9f6c08d6b6a91795%7Cf3308007477c4a70888934611817c55a%7C0%7C0%7C636897234709541062&sdata=AYSOktfA4Te8zE9jz34YOLgiCE8vybNJuXO1t2HA7yQ%3D&reserved=0>

·         Concur Expense Reporting<https://nam03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fevents.membersolutions.com%2Fevent_register.asp%3Fcontent_id%3D78645&data=02%7C01%7C%7C14f49be3a83f4ebe9f6c08d6b6a91795%7Cf3308007477c4a70888934611817c55a%7C0%7C0%7C636897234709551067&sdata=x3kIgBI%2F9H1T%2BK2YGD%2BCJHEmzALHn%2BNJ0TALfw%2F2hTQ%3D&reserved=0>


The following training course will be available in the coming weeks:

·         Booking Group Travel

When available, enrollment details will be posted to the Professional Development Pathways site<https://www.ohio.edu/hr/professional-development/courses>.

Travel Website

Visit the travel web pages<https://www.ohio.edu/finance/purchasing/travel> for a variety of reference and support materials to guide users through the transition.

·         Individual Travel Procedures<https://www.ohio.edu/finance/purchasing/travel>

·         Group Travel Procedures <https://www.ohio.edu/finance/purchasing/travel/group-travel>

·         Christopherson Business Travel Details<https://www.ohio.edu/finance/purchasing/travel/christopherson-business-travel>

·         Travel Quick Reference Guides<https://www.ohio.edu/finance/quick-reference-guides#Travel_QRGs>

·         Travel FAQs<https://www.ohio.edu/finance/purchasing/travel/travel-faq>

How to contact CBT

For travel booking assistance or questions, contact CBT by phone or email. They will be available 24/7.

·         Phone: 866-266-8806

·         Email: ohio at cbtravel.com<mailto:ohio at cbtravel.com>

Questions?

Please direct comments or questions to Finance Customer Care at 740.597.6446 or travel at ohio.edu<mailto:travel at ohio.edu>.


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://listserv.ohio.edu/pipermail/theaterfacultystaff/attachments/20190401/f7c6050f/attachment-0001.html>


More information about the Theaterfacultystaff mailing list