Travel

Step 1: Secure your travel funding

See the Funding page for details on available funds and grant applications.

Step 2: Plan your budget

Outline intended expenses for your trip and their cost. This will help you to plan well. Important items you may need to include:

• Airline ticket
• Hotel stay
• Conference registration fee
• Ground transit (bus, Uber, Lyft, taxi)
• Vehicle rental
• Per diem — your meal allotment per day, See the Per Diem Rates website for estimated costs of the location where you will stay.

Note: If you receive a strict, limited amount of funds (such as a grant), any purchase exceeding your allotted funding are your personal responsibility.

Step 3: Create a Spend Authorization 

Prior to traveling, you must submit and receive approval on a Spend Authorization in Workday. This is an estimated budget plan with a detailed rationale for your travel. It will route to the appropriate approvers who will confirm you are able to travel. You cannot travel for university business without an approved Spend Authorization. 

See Creating a Spend Authorization [pdf] guide to complete this task. 

Contact ASC-Music-Finance@osu.edu if you need assistance with this process.

Step 4: Booking

After you have an approved Spend Authorization, you can make purchases related to your travel.

• Airline ticket — All Ohio State employees must book via the university’s system, Concur®. See Finding and Booking Flights [pdf] guide to book. 
• Hotel — If your hotel stay is covered by university funds, email ASC-Music-Finance@osu.edu, who can use our department PCard to book your hotel.
• Rental vehicle — Contact ASC-Music-Finance@osu.edu for details on rental companies we must use, and how to book.
• Conference registration — Send the conference registration link to ASC-Music-Finance@osu.edu. If you have purchased your registration and need to be reimbursed, continue to Step 6. 

Step 5: Traveling

During travel, it is important to keep all itemized receipts for anything that required reimbursement. Examples:

• Meals
• Ground transit (bus, Uber, Lyft, taxi)

Tip: You can take a picture of your receipt with your phone so you will not have to worry about losing the physical receipt.

Step 6: Reimbursement

After travel, you can be reimbursed for anything additional in your budget that was paid out of pocket. Reimbursement requests must be submitted within 30 days of trip completion.

To request Reimbursement, you must enter an Expense Report into Workday. See the Create an Expense Report Guide [pdf] for the process or reach out to ASC-Music-Finance@osu.edu for any assistance.

If you are bringing a guest to campus, please fill out the School of Music Visiting Artist Request Form [fillable pdf] and email it to ASC-Music-Finance@osu.edu.

If you will be traveling with a group of students, contact ASC-Music-Finance@osu.edu for assistance. 

Please provide the following:

1. Names of all travelers
2. Dates of travel
3. Location 
4. Funding source information 
5. A planned budget
6. Business purpose for the travel

The Music fiscal team can assist with all arrangements for a larger group to travel.