NOTE: Personal expenses such as priority boarding, seat upgrades, and personal travel insurance are not allowed no matter the method of purchase.

Policy Number: 03-140-401

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.

Azumano Travel

Local Area:  541-757-9792
Toll Free:  1-800-334-2929
Fax:  541-758-1631
Email:  azcorvallis@ciazumano.com

OSU Dedicated Website:  https://www.ciazumano.com/osu/
 

Purchasing airfare from a non-contracted vendor

Travelers have the option to purchase airline tickets from a vendor other than a contracted agent.  In most cases these types of airfare purchases are restricted tickets and the traveler assumes all risk and costs, if changes or cancellation occur.  If a traveler conducting OSU business chooses to utilize an outside source for air travel, the traveler must do so in an economical and reasonable way.

Note:

  • The traveler (not OSU) is responsible for cancellations, itinerary changes, or other charges unless the charges are necessary for OSU’s business needs or are outside the control of the traveler. 
  • Only regular, coach class fares are allowed to be used (additional charges for upgrade or premium seats will not be reimbursed). 
  • Reimbursements cannot be processed until after the trip and must be submitted within 60 days from the end of the trip.  
  • The receipt must show the full itinerary, seat class, traveler's name, and method of payment.
  • OSRAA approval is required prior to purchase for foreign travel on a grant.

 

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.