The expenses that may be reimbursed include moving company charges, moving insurance, storage, transportation, meals, and lodging. In addition, some qualifying miscellaneous charges such as closing costs and utility hookup may be included if they are directly related to relocating.
Please refer to the summary of allowable expenses and their limits.
Moving-related expenses are only eligible for reimbursement if the hiring department has pre-authorized a moving budget in the new employee’s offer letter.
Due to IRS regulations, new and relocating employees must move at their own expense. Reimbursements for taxable moving expense must be processed after the employee’s official start date. An employee must submit a request for reimbursement of relocation expenses using the TRES reimbursement system within six months following their start date. Contact your Business Center for assistance.
Contact your Business Center for verification as to whether an invoice has been paid or is pending in the system.
Depending on your access level you may be able to look up the information yourself:
Index (fund) balances only reflect those invoices and expenses which have been processed in Banner (OSU’s financial and accounting system) through the previous business day.
The OSU Office of Budget and Fiscal Planning provides web-based tools to help you track your funds and expenditures which have been completed and approved in Banner. Please refer to the Budget Office Online Systems webpage to access these tools. You may also contact your Business Center for assistance.
An invoice from a vendor must include the following information before OSU can pay it: vendor’s name, vendor’s mailing address, and a bill-to address at Oregon State University. Purchasers should verify that the invoice matches the goods or services which OSU received.
Following the procedures outlined by your Business Center, determine the billing index and/or activity code that is being charged for the expense, provide information about “who, what, when, where, and why” the purchase was made, and obtain the budget authority’s approval.
Note that if the invoice is addressed to an individual employee at a non-OSU address, payment cannot be made directly to the vendor. In this case, the individual should pay for the product or service themselves, and then request reimbursement from OSU (if it is a qualified business expense). This request for personal reimbursement is made using a Reimbursement Request Form with proof of payment attached.
Contact your Business Center with specific questions and for assistance with paying invoices.
Note: When scanning the invoice to the Business Center, the original documentation must be retained in your department for one year from the date it was scanned. You will find the Records Retention policy here: http://oregonstate.edu/fa/manuals/fis/1200.
Yes. The personal days must be clearly designated when submitting a reimbursement request, and no expenses during this period can be claimed.
Airfare for the business portion of the trip is reimbursable, provided no added expense is incurred by the University. Be prepared to provide a quote showing the business-only cost of airfare if personal travel choices affect the overall cost.
If a traveler chooses to drive for personal reasons instead of flying, OSU will reimburse the lesser of either the mileage per diem amount or the potential cost for airfare. Provide estimated costs for airfare as follows:
When traveling on official university business, OSU employees (faculty and classified staff employed at least 0.5 FTE), Graduate assistants appointed at .49 FTE, students and official volunteers may be eligible for limited travel advances. Refer to the OSU Travel Advances policy for details, and contact your Business Center for more assistance.
With advanced planning and effort, lodging can be paid with the departmental P-Card.
It is most common for the traveler to use their personal credit card to book and pay for lodging, submitting a reimbursement request upon the traveler’s return. Alternatively, the P-Card can be used to hold the reservation, with the traveler paying on-site with their personal credit card, to be reimbursed later.
Yes, if one of the following conditions is met:
Some departments, colleges and Business Centers require pre-travel authorization for certain types of travel. Contact your Business Center for details. In addition to approval from your department, pre-travel authorization from the Office for Sponsored Research and Award Administration (OSRAA) is required for foreign travel on a grant.
Purchases that have been made with personal funds will be reimbursed by OSU when documentation of the purchase is provided. The receipt must clearly show itemization and proof of payment (including credit card receipts, hotel folios showing a zero balance, and invoices noting they were paid in full). Receipts are not required for meals that are being claimed under the per diem rate.
A rental car may be direct-billed to OSU through our contracted agency, Enterprise Rent-A-Car/National Rental Car. Please refer to the Rental Car Contract Summary for booking details. Contact your department’s travel administrator or your Business Center for assistance when booking a rental car as a direct bill.
OSU will reimburse the mileage between the employee work station and the destination or the mileage between the employee's home and the destination, whichever is less.
All reimbursements must be submitted via the Travel Reimbursement Entry System (TRES) for payment within 60 days of incurring the cost or within 60 days after the conclusion of the travel/field-work during which the expenditure was made. The reimbursement request must also be made within the same fiscal year as the expenses were incurred (OSU’s fiscal year ends June 30th). Please review the Travel Reimbursement Policy for more details.
You must contact your Business Center for direction if your reimbursement request occurs beyond the 60-day time limit.
Depending on the procedures for your work unit, either fill out a Travel Reimbursement Entry System (TRES) document or give the original receipts to your department’s travel coordinator and ask them to initiate a reimbursement request for you.
Print out the TRES reimbursement request, sign it, and have it approved by your department’s budget authority.
The traveler or travel coordinator (depending on procedures for your work unit) scans or sends the original signed form and original receipts to your Business Center, and submits the electronic TRES document to the Business Center. Please be aware that you must submit your travel reimbursement within 60 days of the end of your university-related travel in order to be reimbursed. Review the Travel Reimbursement Policy for more details.
Note: Direct deposit is a convenient option for travel reimbursements. Here are the instructions to sign up for Direct Deposit.
No, commuting expenses are not deductible regardless of your work schedule.
In order to be insured for foreign travel you must contact OSU Risk Management prior to your trip and register with them: http://risk.oregonstate.edu/international
Generally, lodging will be reimbursed only up to the per diem amount (refer to the Business Affairs travel page for current per diem rates). However, there are two exceptions that allow for reimbursement above the per diem rate:
Yes, with some restrictions. Gift cards cannot be purchased by an individual for reimbursement, directly by the OSU Foundation, via direct-bill, or with a P-Card (purchasing credit card). Please review the Gift Card Policy for more details.
Gift cards can be purchased with a check from OSU to the vendor:
Yes, please indicate that you would like documentation sent with the check on the invoice, payment request form, or via email to your Business Center. Please be specific in what documentation you would like to be sent with the check.
Yes, under certain conditions. Food can be direct-billed or personally reimbursed for student clubs and other groups. See the "Can I host a group" FAQ for more details.
Yes. Purchases over $5,000 must be coordinated with your Business Center. More complex and/or more expensive purchases may require additional review and bidding requirements as well, so please contact the Business Center as far in advance as possible.
Purchases for goods that include facility maintenance/improvement or any kind of onsite installation or assembly may be subject to Oregon Bureau of Labor & Industries (BOLI) Prevailing Wage Rates. These types of purchases have no departmental delegation and must be managed by Procurement and Contract Services. Please refer to the BOLI Procurements Policy for more details.
Review the Procurement FAQ webpage for more information and a current list of OSU’s price agreements.
Please contact your Business Center for detailed information.
Please refer to the Business Affairs list of unallowable P-Card expenses.
As binding legal documents, purchase agreements may only be signed by people with designated authority to do so, and generally must be reviewed by a procurement analyst before being approved. Please work with your Business Center to determine how to process all contracts and agreements for approval.
The funds should be used to keep the recipient current in their professional skills and improve upon their abilities to serve Oregon State University, the students of the University, and the colleagues of the recipient.
Expenses for retirement parties must be paid or directly reimbursed by the OSU Foundation. You will need prior approval from your unit’s budget authority to access Foundation Funds. Please refer to the OSU Foundation’s policy regarding retirement parties and gifts (Article 9: Employee Awards) for details about how Foundation funds may be spent.
Send invoices and receipts to your Business Center for processing.
E&G funds are those received by the University directly from the legislature and from student tuition. The funds are subject to expenditure limitations, and are allocated to colleges and departments through the budget process. Please refer to the E&G fund policy in the Fiscal Operations Manual for more details.
Other fund sources include grants and Foundation funds, and each fund type has different rules and policies associated with them.
Contact your Business Center with questions about specific purchases.
The following expenses are generally not allowed to be purchased with E&G funds. If your department has access to Foundation funds, you may be able to use those indexes instead, with approval from your budget authority.
Generally, no. Employees should personally contribute to the cost of the meal rather than using university (E&G) funds.
Refreshments, meals, or affiliated supplies (ie: paper plates, cups, etc.) at unit functions can be paid with university (E&G) funds when the activity meets one of the following criteria:
University (E&G) funds cannot be used to pay for employee meals or refreshments for regularly scheduled unit meetings. Use of the employee working meal option by a unit should be infrequent. Refer to the Hosting Groups and Official Guests policy for more information, and contact your Business Center for assistance.
Yes, within policy guidelines. “Hosted groups” are when meals or refreshments are arranged in advance for an entire group of persons, for university activities involving conferences, departmental retreats, commencement events, community or public relations events, and student activities. Refer to the Hosting Groups and Official Guests policy for more information.
Refreshments may also be provided at a focus group working session or when hosting an appreciation event for students or volunteers in recognition of specific accomplishment. For further information about allowable expenses, please refer to FIS 410-08 Employee Recognition policy, FIS 410-09 Graduation Event Expenses policy, and FIS 410-21 Conference Expenses policy.
Yes, when there is a clear benefit to OSU and prior approval by appropriate program personnel or budget authority (provide documentation of these requirements when requesting payment of related expenses).
For official guest direct-billed hotel charges, the host or budget authority must specify the business purpose and business title of those being hosted. The business purpose may be written on the invoice or attached as a statement. If the invoice includes meals, the documentation must meet the hosting documentation requirements shown in FIS 410-05.
The candidate schedule for all invoices involving candidates (hosting, lodging, shuttle) must be provided or the information may be handwritten on the invoice or on an attached statement.
The flyer/announcement or schedule, or service contract, must be provided for all invoices involving speakers or consultants.
It is critical to include the correct name and address for the reimbursed party to assure payment is made to the correct address.
If you pay the vendor directly, please complete a Personal Reimbursement Request form and work with your Business Center to process it within 60 days of the event. Include the following information.
Details about the hosted event:
Reimbursement of alcoholic beverages is not allowed on institutional funds (E&G funds).
Expenses for alcoholic beverages must be separately identified and billed directly to the OSU Foundation, if the hosting unit has access to Foundation funds. (Refer to the OSU Foundation's Reimbursement Policy for more information.) It is best to ask the restaurant or caterer to provide separate bills for food and alcohol.
Contact your Business Center for assistance when alcoholic beverages are served at banquets or group activities that you are hosting as part of a workshop or conference, where the full cost of such beverages is recovered through charges to the participants or sponsoring group.
Note that the hosting institution is responsible for compliance with all laws and Oregon Liquor Control Commission regulations, including obtaining a one-day license for serving beer and wine.
Reimbursement for a tip of up to 15% of the charge is allowable when hosting groups or guests. The 15% limit does not apply when the establishment adds a service charge for larger groups in lieu of gratuity. In this case, the amount of the service charge is not within the control of the customer and the full gratuity (e.g., 18%) can be reimbursed.
Tips or fees for alcoholic beverage service are not reimbursable from E&G funds. These costs need to be separated and included with the alcoholic beverage purchase. (See the "Getting Reimbursed for Alcoholic Beverages" FAQ for more information.)
Travel expenses only:
Paid Honorarium (speaker fee):
Please refer to OSU’s policy for allowable expenses when hosting an official guest.
OSU does not have a policy allowing restaurants to send the University invoices for meals. Some restaurants have informal relationships with OSU units and departments where they are willing to send that department a bill. Because these arrangements are informal, please contact the restaurant directly about this possibility.
Note that, if the restaurant is willing to send a bill, you should request separate invoices for food and any alcohol. (Alcohol cannot be purchased with E&G funds. See the "Getting Reimbursed for Alcoholic Beverages" FAQ for more information.)
Meal and refreshment costs should be appropriate for the occasion. Approved OSU travel per diem rates will be used to check for the reasonableness standard (the 15% allowable gratuity is included in the per diem rate).
Yes. Contact your Business Center Human Resources department for assistance.
Posting times vary depending on the status of the position you are filling. Contact your Business Center Human Resources department for details.
The central Office of Human Resources provides Recruitment and Selection Resources to assist you in administering a search.
The Search Excellence guide includes specific information about the Search Committee Chair’s responsibilities in the hiring process.
Your Business Center Human Resources team is also an excellent resource.
Federal requirements regarding employing veterans require us to post all positions.
We recommend the following suggested posting minimums to ensure a solid applicant pool:
Your department or college may have established other guidelines related to internal hiring goals, so you should also consult with your manager.
Please contact your Business Center Human Resources team for assistance.
Search advocates serve as consultant-participants, advocating for best search-process practices and helping committees identify practices that minimize the effects of unconscious, unintentional biases. They are encouraged, but not required, for most searches.
More details and resources are available from the Office of Equal Opportunity and Access.