Business Office Quick Guide

Download this PDF with links and emails embedded into the file to keep a quick reference sheet on your desktop.

Important Notices

  • Our fiscal year runs July 1 to June 30. Email notifications will be sent out as deadlines related to year-end 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.
    • OSU follows accountable plan rules under IRS regulations. An accountable plan allows organizations to reimburse workers for business expenses without treating those reimbursements as taxable income to the employee. IRS regulations [IRS Reg 1.62-2(g)(2)(i)] require that an employee file reimbursement requests within a reasonable period of time to avoid the reimbursement being subject to withholding taxes and W-2 reporting. In alignment with guidance provided by the IRS, OSU policy defines a reasonable period of time as 60 days from the purchase date or from the date of return from travel.    

      OSU’s reimbursement policy allows for a one-time educational opportunity for an employee when guidelines are not followed. Because there are administrative costs associated with reporting taxable income to the employee, OSU may also deny reimbursement to employees who regularly turn in reimbursements past the 60-day window.  

  • Sign up for direct deposit for personal and travel reimbursements and payroll.
  • 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.

What Hotels Direct Bill in Corvallis?

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

Please call to make your reservation, press "0" to speak to front desk and ask for the lodging/taxes to be direct billed to the OSU-Cascades account and provide your index number. If you are transferred to a call center, they are unable to do the direct bill reservations.

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
  • Bend Western Premiere Peppertree Inn at Bend - 1082 SW Yates Drive, Bend 97702
  • Residence Inn (October - March) - 500 SW Bond Street, 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)
  • Tres Hermanos (delivers)
  • Jersey Mike's (needs to be picked up)

OSU Fee Book

Course fees and internal/external fees must be in the OSU Fee Book. 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.

How Do I Order Business Cards and A Nametag?

Please fill out this online form.

OSU Finance & Administration

Fiscal Policy Program

FAQ's