COVID-19 Updates Regarding Travel:

OSU's COVID-19 Safety & Success Info

COVID-19 Updates and Resources for Transportation Services

As of July 5, 2021, A new Online Booking Tool within Concur is now available for Air, Car, Hotel and Rail bookings.

All travel and non-travel employee reimbursements will be processed through Concur.

Concur Login Link

Employees and Students can access Concur though their My Oregon State Dashboard.  Just search for “concur” under the resources section.

Direct Login Link

Complete Your Profile

Before using Concur Travel and Expense for the first time, you must complete your profile by clicking the “Profile” link at the top left of the page, and then select Profile Settings.  Please see the video library for help filling out your profile.  Through your concur profile you can verify your email address, add your personal travel preferences, as well as update emergency contact information.  An updated profile is critical and will really enhance your travel & expense experience.

Training and Support

There are various training materials available to help get up to speed on the new Concur Travel & Expense software.  Please visit the training library to view training videos, process documents, or trip sheets.  

As of July 2021, the Travel & Expense Office will hold open office hours via Zoom for in person support and assistance, from 3:00-4:00pm daily. 

Join Zoom Meeting: https://oregonstate.zoom.us/j/97951671487?pwd=TC9IMVMxNXA3SjFhWElQYW5sei... 

Password: 664019

Concur Pre-Trip Requests

OSU employees and students need to submit pre-trip requests for their OSU sponsored domestic and international travel through Concur, except for in-state travel.  The International Travel Registry (housed in Global Opportunities) should still be used for ALL international travel.  This will ensure OSU students and employees are properly supported in case of emergency while traveling abroad.  Work is currently underway aimed at reducing the complexity around pre-trip registration processes for International Travel, but the International Travel Registry remains a critical component.

Lodging and per diem

Generally, lodging will be reimbursed only up to the per diem amount (refer to the Business Affairs travel page for current per diem rates).  Students, please discuss further with your PI/Advisor before traveling.  In some situations, they may have certain restrictions that must be followed.

Driving

For almost all in-State ground travel all faculty, staff, and students should utilize motorpool.
For those very rare instances a student or faculty member is given permission to utilize their own vehicle, rather than motorpool, please use this Mileage Log
Prior to traveling by personal car, make sure you (a) ask for permission from your PI or Program Director, (b) write a statement explaining why personal transportation is more cost effective; and (c) provide back up documentation supporting this statement.
In-State Mileage
Driver Authorization Form

Mandatory requirement, to be completed prior to reserving your ride and renewed annually.  The form should be scanned and emailed to Catherine Mullins (Catherine.Mullins@Oregonstate.edu), as the authorizing signer.

Motor Pool Reservation System

*Students are required to use Motor Vehicles for ground travel around Oregon to do work. Using a personal vehicle should be used only a last resort and requires pre-approval from advisor.

Personal Reimbursements

Personal Reimbursements will be handled on Concur.  If you haven't already done so, complete your profile information within Concur, scan a copy of your receipts, making sure to include each items business purpose, and have your PI's index handy before starting your request.

 

 

 

Purchasing
Direct Pay/Invoice Locations:

OSU has some contracted vendors that can be used for direct bill supply purchases.

Local Direct Bill/Invoice Restaurants:

Remember, even when direct billing the meal you cannot go over the per diem amount per person.  Restaurant procedures may vary, so contact them directly to confirm what is required for the purchase.

• American Dream Pizza • Gathering Together Farms • Pizza Hut • Hilton Garden Inn Corvallis • Baja Fresh • Jimmy John's •Quizno’s • Big River • Bombs Away (Groups of 6 or more) • McMenamin’s • Cafe Yumm! • Nearly Normal’s • Tarntip • New Morning Bakery • Togo’s • del Alma • Old World Deli • University Hero • Domino’s Pizza • Papas Pizza Parlor • Woodstock’s Pizza Parlor • e.cafe • Pastini

Autopay Vendors

For questions about vendors and reimbursements, email Catherine Mullins.