This page has information on planning and getting reimbursed for travel.
 
 
gives an overview of travel policies.  
 
 
has a lot of helpful information and links. 
 
Note: Students are generally no eligible for travel advances.  The department can you assist you in precharging items such as conference registration and airfare to avoid large upfront costs.
 
Note: Foreign travel requires prior authorization, flying on US airlines in most cases careful attention to visas for the country you are going to and, if not a US citizen,  having a valid visa to return.  Getting reimbursed requires following the rules so please make certain you know the requirements for your trip.
 
 
Getting funding
 
Will your PI cover some of the costs?
 
Have you applied for additional funding?  Professional organizations may provide assistance and the graduate school and COS have travel award programs. 
 
 
 
 
Conference Registration
 
Conference registration fees can be paid by the Department from the PI’s grant.  The PI must authorize and Kelly Carter or Clarissa Amundsen can assist in making the payment.
 
Airfare and other travel 
 
With permission of the PI, travel can be booked through the University’s travel contractor.  To do so, please notify Verna Loveall that the travel is approved through the Departmental form: http://physics.oregonstate.edu/travel-information and call or contact Azumo Travel via https://www.ciazumano.com/osu/form/travel_request.html.   Azumano will check with Verna before booking.
 
 
Foreign travel
 
You must register your trip with Risk Management.  This gets you additional medical coverage for your trip
 
 
Foreign travel on federal grants requires pre-authorization by OSRAA.   The PI must submit a form available at
 
 
The travel must also comply with the Fly America Act and generally requires flying on an american carrier. 
 
 
Do you need vaccinations?  Check the CDC pages for the country you will be visiting
https://wwwnc.cdc.gov/travel/destinations/list.  The cost may be reimbursable, see the travel policy page.  Student Health can assist. 
 
Do you have a valid passport?  Generally it needs to be valid for at least 6 months from your departure date.
 
Do you need/have a visa for the countries you will be visiting?  This may require a letter of invitation from your hosts and should be planned far in advance. 
 
If you are not a US citizen, will you be able to leave/return with your current visa? Please check with the OSU International Office before leaving the country.
 
 
Getting Reimbursed
 
Receipts: You need receipts for all reimbursable expenses except for per deim costs (food). Check with your PI on the acceptable per deim in your group as it may be lower than the official rates. If meals are provided, you need to remove those meals from the per deim calculation.
 
What account is the trip charged to?  It is useful to know this when filling out the reimbursement forms - ask your PI.
 
Fill out the TRES travel form with your trip itinerary and expenses, enter Dark, Taimi as the person to review it.  Once she has validated it,  she will send you a pdf version.  You will need to sign the form and then get signatures from your PI and Dept. Head.  You should do this as soon as possible.