NOTE: Personal expenses such as priority boarding, seat upgrades, and personal travel insurance are not allowed no matter the method of purchase.
Purchasing airfare from an OSU-contracted vendor
- For any trip requiring airfare submit the Airfare Pre-Approval Form (online). NOTE: This is an internal College of Forestry form. Azumano does not receive this form. Booking airfare with Azumano is a separate process.
- If the trip is international AND being paid from a grant, also submit the Foreign Travel Authorization (paper) to Becky Currier in 270 Strand Hall. This must be completed prior to incurring any travel expenses, including conference registration. Submit the form at least one week prior to travel (or conference registration deadline) as it must be signed by the Office of Sponsored Research and Award Administration.
OSU currently only contracts with Azumano Travel. You may call or email the travel agents at the contact info below. Let them know you are with OSU College of Forestry, then work with the travel agent to find your ideal itinerary. They know to contact Becky Currier for the approval after the traveler confirms the itinerary with the agent.
Local Area: 541-757-9792
Toll Free: 1-800-334-2929
Purchasing airfare from a non-contracted vendor
Travelers may choose to purchase airfare from a non-contracted vendor (Expedia, Orbitz, directly with airlines) using personal funds. Reimbursements cannot be processed until after the trip. Only regular, coach class fares are allowed and the itinerary must be economical and reasonable. Any cancellations, itinerary changes, or other charges are the responsibility of the traveler and will not be reimbursed unless the changes are necessary for OSU's business needs or are outside the control of the traveler. Be sure the receipt shows the full itinerary, seat class, and method of payment.
Personal travel combined with business travel
Using OSU-contracted vendor
Travelers may combine personal travel with business travel as long as no added expense is incurred by the University. A comparison quote showing the business-only costs is required. OSU will only cover the business portion of the trip. OSU contracted travel agencies can split the billing so that the business portion of the fare is charged to the University and the traveler is billed separately for their personal segment of the trip. Personal days must be noted on the traveler’s itinerary when requesting reimbursement of business related expenses. Submit the quote to Becky Currier prior to finalizing itinerary with travel agency.
Using non-contracted vendor
Traveler is responsible for the cost of the personal portion of the airfare. Traveler must obtain a quote for the cost of a round trip flight for the business portion only. Submit the quote to Becky Currier with travel reimbursement request.