Important notices

  • Our fiscal year runs July 1 to June 30. There are deadlines to meet as fiscal year-end approaches and email notifications will be sent out as those deadlines approach.
  • All reimbursements, including travel, are due to the Business Office within 60 days of oldest receipt, or within 60 days of date of return.
    • Accordingly if an employee does not submit a reimbursement request within 60 days of the purchase date, the business office may offer a one-time educational session, depending upon the circumstances, before they issue a Memorandum of Understanding (memo or MOU) that is signed by the employee to document their awareness and understanding of the policy and inform them that the university will not reimburse their late reimbursements in the upcoming two year period. The option to offer an educational interaction instead of immediately issuing a MOU for an infraction of this policy should only be for those rare cases where it is very clear that the employee would reasonably not have known about this policy (i.e. new employee). A second violation for this same individual would result in issuance of the memo.
  • Sign up for direct deposit for personal reimbursements/travel reimbursements in Online Services (under Employee information, Pay information, Direct Deposit).
  • Refreshments/meals at unit functions should meet the following policy.
  • Please note the following items are not reimbursable: gift cards, candy, chocolate, flowers, alcohol, and gifts (not including marketing/branding items). If you need to purchase gift cards for incentives, please contact the Business Office. There are special restrictions.
  • Please do not wait until the end of June to spend professional development or Learning Innovation Grant monies, or use the campus credit card to make purchases. Plan ahead as transactions may not post in time for year end. Contact Purchasing for assistance.
  • Please send your contracts and agreements to the Business Office for proper processing. Only our Contracts office can sign on behalf of the university.
  • For purchases over $4,999, please contact Purchasing.

 

What hotels direct bill in Corvallis?

Hilton Garden Inn:  541-752-5000
Holiday Inn Express:  541-752-0800

Please call to make your reservation, ask for the lodging/taxes to be direct billed to the OSU-Cascades account and provide your index number.

Please send reservation confirmation to the Business Office.

What hotels direct bill in Bend?

  • Fairfield Inn and Suites - 1626 NW Wall Street, Bend 97701
  • Towneplace Inn and Suites - 755 SW 13th Place, Bend 97702

 Please send reservation confirmation to the Business Office.

What direct bill catering options do we have in Bend?

**When ordering catering please provide the vendor with your name, phone number and index code associated with the order. 

  • Longboard Louie's (Eastside) (delivers)
  • Tate & Tate Catering (10 person minimum, delivers)
  • Crouton's (delivers)
  • Blue Bite Catering (delivers)
  • Subway (needs to be picked up)
  • Tres Hermanos (delivers)
  • Jersey Mike's (needs to be picked up)

Setting up New Vendors

 Please email the below information to the Business Office to set up a new vendor in the OSU Accounting system.

  • Vendor Name
  • Vendor Contact Name
  • Vendor Email

OSU Fee Book

We fall under the same policies and procedures as OSU when it comes to fees. Here is a link to the OSU Fee Book for your reference. If you need a fee set up, please coordinate with Kira Lueck.

Can I use OSU Pricing for Personal Use?

Please see Employee Ethical Conduct Policy.