Candidate Travel Arrangement Guide for Departments/Units

Transcription

1 Candidate Travel Arrangement Guide for Departments/Units AABC-MU Travel Contact Candidate travel arrangements are processed through the Auxiliaries & Activities Business Center (AABC) Memorial Union (MU) finance office in the Memorial Union, room 215. The AABC-MU Travel Contact may be contacted at any stage for assistance and will work with you to ensure that all reservations and travel related payments are made according to university policy and in a timely manner for the candidate s travel needs. Contact order for travel Name Phone Primary Ryan Sullivan Ryan.Sullivan@oregonstate.edu Backup 1 Traci Yates Traci.Yates@oregonstate.edu Backup 2 Kay Kent Kay.Kent@oregonstate.edu Introduction The recommended method for paying candidates travel costs is to direct bill them to an OSU index. The following arrangements may be direct billed if reserved in advance: Direct Bill Travel Costs Added Benefits Airfare Discounted rates from state contracts Corvallis Hilton Garden Discounted lodging rates Inn Close to campus Drop off and pick up location for HUT Airport Shuttle Enterprise rental car Discounted rates Insurance coverage included Rental cars may be picked up and dropped off at Portland Airport HUT Airport Shuttle Provides transportation between Portland Airport and OSU or the Corvallis Hilton Note: Direct bill is required to obtain airfare, Enterprise rental car and Corvallis Hilton discounts. The subsequent sections in this guide explain how to arrange direct bill for candidates. The guide is split between booking candidates with airfare versus candidates without airfare. The guide concludes with information about invoices and candidate reimbursements. Dates to avoid Candidate Lodging Please do not schedule candidate lodging the night before or the day of OSU home football games and Mom s Weekend. These events result in lodging rates that exceed the allowable per diem rates, and local hotels sell out quickly. The dates of OSU home football games and Mom s weekend may be found at the following web sites: 5/1/2014

2 Event OSU home football games Mom s Weekend Website 1) Candidates requiring Airfare If the department/unit will cover a candidate s airfare and other travel costs, the recommended method is to book all arrangements through the Azumano travel agency instead of Teel s travel agency to avoid additional processing fees. Azumano can book the airfare, lodging and ground transportation altogether and set up them up for direct bill to an OSU index. Name Direct Bill Arrangements Fee Contact Azumano Airfare $25.00 Travel Agency Corvallis Hilton lodging altogether Enterprise rental car HUT Portland Airport Shuttle Teel s Travel Airfare $32.00 per Planners Corvallis Hilton lodging item HUT Portland Airport Shuttle Local area: azcorvallis@azumano.com Toll-free: Local area: travel@travelplanners.com Toll-free: Notifying the Candidate When ready to book the candidate s travel, the department/unit provides Azumano s contact information to the candidate. The candidate may contact Azumano directly to arrange the airfare, lodging and ground transportation. Please remind the candidate to select reasonable cost options due to state funding. The candidate needs to provide the following required information to the travel agency: Candidate Information needed for Travel Agency Booking 1. Full name as shown on ID 2. Date of birth 3. Phone number 4. Gender 5. Travel authorizer (please provide the primary contact s name from the AABC-MU Travel Contact list) 6. If the candidate wants to extend their visit for personal time, the candidate must notify the travel agency and personally pay for any additional costs resulting from the personal time. 7. (Optional) Frequent flyer number and seat preference 2

3 Notifying the AABC-MU, Azumano and Budget Authority When ready to book the candidate s travel, the department/unit also needs to send an in advance to both the AABC-MU Travel Contact, azcorvallis@azumano.com and the budget authority. The should include the following information: Information sent in advance to the AABC-MU Travel Contact and Azumano 1. Candidate name(s) 2. Interview dates 3. Index 4. Activity code (if applicable) 5. Anticipated arrangements for the candidate (e.g. airfare, lodging, Enterprise rental car or HUT Shuttle) 6. If you expect that a candidate will request personal time, please mention it Budget Authority Approval The budget authority may approve the candidate s travel in advance or after receiving the travel quote. Approving in advance will speed up the process, whereas approving after receiving the travel quote allows the budget authority to review the arrangements and cost more carefully. Option 1: Approve In Advance The budget authority may approve the candidate s travel in advance by forwarding the notice from the department to the AABC-MU Travel Contact and stating their approval in the body of the . Please include the index and any limits on price. Option 2: Approve after Receiving the Travel Quote The budget authority may approve the candidate s travel after receiving the travel agency s quote. When using this approval method, the budget authority must be available to send a prompt approval to the AABC-MU Travel Contact. If the budget authority does not approve soon, the price may increase. 2) Candidates not needing Airfare If the department/unit is not paying for airfare, booking through the Azumano travel agency is not needed. The candidate s travel costs may still be direct billed, and the travel agency booking fee can be avoided. The following sections explain how to arrange the candidate s lodging or Enterprise rental car without using the travel agency. Corvallis Hilton Garden Inn The department/unit may call the Corvallis Hilton Garden Inn directly to reserve candidate lodging for direct bill. Please request direct bill for room and tax only. Meals and incidentals must not be direct billed. Hotel name Address Phone number Hilton Garden Inn 2500 SW Western Blvd Corvallis, OR

4 The following information is required to direct bill the lodging: Information needed for Direct Bill Lodging Department/unit name and contact information Candidate name Check-in date Check-out date If your department does not have a direct bill account set up with the Corvallis Hilton, please contact the AABC-MU Travel Contact for assistance. Enterprise Rental Car The department/unit may reserve an Enterprise rental car using the myosu portal for candidates who will pick up the car and drop it off at the same location. Direct billing a rental car is simpler processing and typically costs less than reimbursing personal vehicle mileage if the candidate rents the car for only one day. Online Enterprise Rental Car Reservations for Candidates: 1) Click this link: myosu portal 2) Login using your ONID username and login. 3) Click the Employee tab near the top of the page: 4) Click the Enterprise Car Rental link under the Employee Quick Links list: 5) Select NON Employees on Business. 6) Select Enterprise Rent-a-Car. 7) Make the appropriate selections for the reservation. An economy size vehicle should suffice; a business purpose is required for a larger vehicle. 8) On the Renter s Details screen, only the required fields need to be entered. 9) Near the end of the process, an OSU index is required to complete the reservation. 4

5 3) Invoices After the candidate s visit, the department may receive invoices for the travel costs that were direct billed. All invoices need to be submitted to the AABC-MU Travel Contact. Please refer to the following table for more information: Direct Bill Travel Costs Airfare Corvallis Hilton Enterprise rental car HUT Airport Shuttle Process for Invoices N/A. No invoices are sent. Submit the following items to the AABC-MU Travel Contact for payment: Invoice Budget authority approval with index/activity code Candidate interview schedule Send the receipt to the AABC-MU Travel Contact for reconciliation Submit the following items to the AABC-MU Travel Contact for payment: Invoice Budget authority approval with index/activity code Candidate interview schedule 4) Candidate Reimbursements Candidate reimbursements should be avoided if possible. The reimbursement process requires more steps and more time than the direct bill process. However, if the candidate rents an Enterprise rental car for their whole visit, and they extend their visit due to personal time, the candidate needs to personally pay for the full rental cost and request reimbursement after the trip end date. Candidate Reimbursement Deadline The candidate s travel reimbursement request is due within 60 days of the trip end date. If the candidate s travel ends in May or June, the deadline is less than 60 days because the fiscal year ends on June 30 th. If additional time is needed to submit the reimbursement request, please contact the AABC- MU Travel Contact as soon as possible because the business center has limited time to process the payment after June 30 th. Candidate Reimbursement Process After the trip end date, the candidate or department/unit submits the following items to the AABC-MU Travel Contact before the applicable 60-day or June 30 th deadline: Items needed for Candidate Reimbursement Itemized receipts Reimbursement Activation Form Travel Reimbursement Request Form Candidate interview schedule Note: If the receipts do not show proof of payment, a credit/debit card statement showing the charge is needed (the AABC-MU will ensure that confidential information is blacked out). 5

6 Approval Process After submitting the required items, the AABC-MU Travel Contact will review the expenses and documentation. The AABC-MU Travel Contact will notify the candidate if additional documentation is needed or ask a question if additional clarification or details are needed. After reviewing the form and making any adjustments as needed, the AABC-MU Travel Contact will send a finalized form for the candidate and the budget authority to sign. The typical approval process is diagrammed below: i al ra el Reim rsement ro ess ra eler d et t orit (see page -M ra el onta t for contact info omplete a travel reimbursement form Submit the form and receipts to the AA -MU Travel ontact eview submi ed items and create the nal reimbursement form Sign the travel reimbursement form Sign the travel reimburse ment form 6 Enter the travel reimbursement for payment processing eceive check in the mail. Note: Candidates do not receive direct deposit. They may sign up for direct deposit after they are hired. 6