Out-of-State or Foreign Travel

Step 1: Complete Out-of-State/Foreign Travel Requests

Please fill out the OSU-Cascades out-of-state/foreign travel request form, sign, have your supervisor sign and return to the Business Office.

For foreign travel, you will also need to register with the Risk Office and you will have the option to purchase travelers insurance.

Step 2: Contact Contracted Travel Agency for Airfare and Car Rental (for OSU-Cascades employees on university business only)

Airfare
Azumano Travel Services:
For reservations, contact: Toll Free: 800-334-2929 or email

The travel agency will ask for a travel authorizer, please direct them to the Business Office.

Car Rental

Login to My OSU. Click Employee tab. Under Employee Quick Link, click on Enterprise Car Rental. Follow instructions to book car rental.

Renter must provide the department index code, contact person and phone number to ensure that charges are
being billed correctly to the right index code. OSU’s contract covers the Limited Damage Waiver (LDW/CDW) insurance for employees only; therefore, no other insurance should be purchased. Non-employees should check with their own insurance company to see if they are covered when driving rental vehicles. If they are not covered by their own insurance, they can purchase the CDW and it will be reimbursed.

Please send reservation confirmation to the Business Office.

Step 3: Save receipts and complete travel reimbursement upon return.

Completing a Travel Reimbursement

Login to Online Services.
Under the Main Menu tab, click on Travel Reimbursement Entry System (TRES).

Travel Certifier
Select Jennifer Masters or Andrea Hykes as your Travel Certifier.

Trip Identifier
Trip Identifier, Trip Description, and Business Purpose/Notes sections must be filled in.

Itinerary
Only complete the Itinerary section if you are seeking lodging and/or meals.
Only put the base rate of the hotel in the Hotel Rate box. Lodging taxes will be claimed under the Other Expenses section. If you stayed with friends/relatives, you can also claim non-commercial lodging for $25.00/night. Simply enter $25.00 in the Hotel Rate box.
Fill in the yellow Itinerary section and click the Populate Itinerary button right below the yellow box and the system will automatically enter in the meals and/or lodging you are eligible for.

Mileage
If you need to claim mileage, enter everything in that section except the dollar amount.

Airfare
Enter Airfare, if purchased on your own.

Other Expenses
In Other Expenses section, enter lodging taxes, taxis (excluding tip), gas for rental cars, conference registration fee, etc.

Accounting section
Under the Accounting section, enter your index or grant index (i.e. LCBxxx).

Calculate Total
Click the Calculate Total button. This will calculate your mileage for you (at the current rate) and will give you a total for your claim.
If you only want to claim a portion, enter what you want to claim in the Claiming Only Total box and click Calculate Total again.

Print & Turn in Hard Copy
Click the Print Preview button at the bottom of the screen.
Print and sign a hard copy to turn in at the Business Office along with all original itemized receipts and back-up.

Submit for Approval
Click the Return to Travel Document link in blue in the middle of the screen.
Scroll all the way to the bottom of the document, then click Submit for Approval.

Corvallis Travel

Step 1: Direct Bill Lodging
For your overnight stays in Corvallis, call to make your reservation, ask for the lodging/taxes to be direct billed to the OSU-Cascades account and provide your index number.

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

Step 2: Car Rental (or submit for mileage upon return)

Login to My OSU. Click Employee tab. Under Employee Quick Link, click on Enterprise Car Rental. Follow instructions to book car rental.

Renter must provide the department index code, contact person and phone number to ensure that charges are
being billed correctly to the right index code. OSU’s contract covers the Limited Damage Waiver (LDW/CDW) insurance; therefore, no other insurance should be purchased.

Please send reservation confirmation to the Business Office.

Step 3: Complete travel reimbursement upon return for meals, mileage, or gas for rental car.

Teacher and Counselor Education Supervision Travel

Step 1: Please track mileage using this chart. You may be reimbursed for mileage from OSU-Cascades to supervision site and back.

Step 2: Complete travel claim at the end of every month.

Step 3: Submit signed travel claim and mileage log to accounting@osucascades.edu.