Ohio Administrative Code › Title 3337 - Ohio University › Chapter 3337-41 - Compensation › Section 3337-41-121 - Reimbursement for official travel and entertainment

Current through all regulations passed and filed through July 1, 2024
The version of this rule that includes live links to associated
				resources is online at
https://www.ohio.edu/policy/41-121.html
(A) Overview
(1)
									Section
			 126.31 of the Revised Code
			 enables employees of the university to be reimbursed for actual and necessary
			 travel and other expenses incurred while attending a gathering, conference or
			 convention or while performing official duties related to university business
			 inside or outside the state of Ohio if authorized by the university. This
			 policy governs the travel of faculty, staff, non-employees and official guests.
			 The university may pay for or reimburse individuals for reasonable, authorized
			 and appropriately documented travel and entertainment ("travel expense") as
			 described in this policy. This policy adheres to the internal revenue service
			 (IRS) accountable plan rules that require employees and non-employees to
			 properly document and account for all business and travel
			 expenses.
(2)
									When booking international travel, it is necessary for
			 travelers to abide by all federal travel guidelines, restrictions, and
			 requirements (e.g., Fly America Act, OFAC (office of foreign assets control)
			 Cuba license requirements, etc.). The university's international travel webpage
			 contains links and references to current pertinent guidelines. Further, travel
			 to OFAC restricted countries requires advance approval from insurance
			 carriers.
(3)
									Persons traveling on university business should incur
			 the lowest practical and reasonable expense and complete the travel process in
			 an efficient and timely manner. University travelers have the duty to avoid
			 impropriety, or even the appearance of impropriety, in any travel
			 expense.
(4)
									Reimbursement shall not be claimed for items provided
			 free of charge, obtained through the use of university frequent flyer miles or
			 other rewards/points programs, or costs which are reimbursable by any other
			 source.
(5)
									Any upgrades or additional costs (such as seat
			 upgrades, hotel room upgrades, or additional checked baggage - see paragraph
			 (A)(6) of this rule) must be approved prior to booking travel and will only be
			 covered as a reasonable accommodation for employees with a disability or
			 accommodate need as documented by the office for university accessibility. Any
			 employee requiring an accommodation should submit a request to the office of
			 university accessibility.
(6)
									All travel must utilize current university preferred
			 supplier(s) unless a prior exception is obtained. Any exception to this
			 requirement is documented under the relevant paragraph of this policy. All
			 other exceptions are limited to very rare sets of circumstances and will be
			 reviewed based on merits and substantiation of each scenario. Utilizing the
			 "Travel Management Company" (TMC) meets the requirement of utilizing a
			 preferred supplier.
(7)
									Following travel, all travel must be substantiated and
			 submitted as required on the "Travel Expense Report" or TER ("substantiation
			 process").
(8)
									Planning units may choose to make more restrictive
			 policies but will be responsible for monitoring and enforcing those
			 restrictions. Audits will be performed against departmental practices.