Travel Resources

Click on the option that fits your needs best, or take a look at the OSU Travel Resources Page.

Before you book: You must have approval if you are billing to an index that is not yours.
In-state travel does not require a pre-trip travel request through Concur.
OSU Motorpool reservations for in-state travel are done directly with motor pool and charges are direct billed to an index.
Travelers can make Enterprise rental vehicle reservations directly with Enterprise. Enterprise rentals are direct billed to OSU via the provided index.
In-state travelers can book overnight stays through Concur or by contacting fw.purchasing@Oregonstate.edu
AirBnB/VRBO and camp sites will not be listed in Concur, please contact fw.purchasing@oregonstate.edu for assistance.

Using OSU Motor Pool

Complete a Motor Pool Authorization Form
Send PDF form to Wynton.Davis@oregonstate.edu, along with the name of the PI on the project you will be working on.
Wynton will get liability approval from PI and then route the form for signature through DocuSign.
Once signed, the completed form will be sent to Motor Pool.

The person traveling must submit a Pre-Trip Trip Request with an estimate of trip costs for approval.
Before you book: You must have approval if you are billing to an index that is not yours.
Once the trip request is approved, then the traveler can then book travel.
In the pre-trip request, the person can select how they plan to book their travel. This is important!
- Booked with Concur Online - If a person wants to use Concur to book their airfare, lodging, or car rental, they need to select “Booked with Concur Online”.
- Booked with Agent - If a person wants to book with an agent, they will select “Booked with Agent” and then they will need to either call or email Corporate Travel Planners (CTP) to make the travel arrangements.
- Booked outside of Concur and Agent - If a person wants to book outside of Concur, they will select “Booked outside of Concur and Agent” and then they will contact fw.purchasing@Oregonstate.edu for assistance.
- Travelers can also make Enterprise rental vehicle reservations directly with Enterprise. Enterprise rentals are direct billed to OSU via the provided index

Travel and Expense Cards are credit cards issued by Oregon State University for use at vendors who accept credit cards and are to be used for University business purposes only.
- $4,999 – Spending limit for a single T&E Card transaction
- $5,000 – Spending limit for the T&E Card billing cycle
- Cardholders must be a current OSU employees.
- University cards may NOT be used for making the following expenditures: Cash advances; personal, non-business items; capital expenditures; foreign intangibles; services provided by a University Employee; awards, prizes, and gifts.
Requests for T&E cards are made through the requestor’s Concur portal. Once approved requestor must complete all card holder trainings sent by OSU Travel and Expense before they will receive the card.

Travel Advances must be requested via Concur at least four weeks prior to travel to allow for processing and payment time.
Travel Advances must be reconciled in Concur including all receipts on return.
Any unused funds must be returned to OSU.

Travel reimbursement can not be requested until travel completes.
Reimbursement requests are filed through Concur.
Expenses over $25, other than per diem and personal vehicle mileage, must have a receipt included for each expense.
All travel reimbursement requested after 60days will be subject to income tax.