Travel Procedure

 In this order:

1. Get pre-approval for travel from PI and Department Head. Use the email template at the bottom of the page.

2. Azumano or Teel’s are the contract travel agencies. You are no longer required to get a quote from the contract agency for purchasing a ticket online. If you use one of the below contract agencies, once you decide on a ticket, have the travel agency send the itinerary to Lee Ann or Megan for “authorization to purchase.” If you are driving instead of flying, then you MUST get a quote from one of the travel agencies to justify that driving is cheaper.

Once you decide on a ticket, have the travel agency send the itinerary to Lee Ann Julson for "authorization to purchase." If you are driving instead of flying, then you MUST get a quote from one of the travel agencies to justify that driving is cheaper.

Note:
The HUT Shuttle to PDX can be booked at the same time as your airline ticket through the travel agency. Rental cars can be booked at the same time as your airline ticket for transportation to PDX or at your destination through the travel agency.

AZUMANO CORVALLIS
200 SW Fourth Avenue, Suite 102
Corvallis, OR 97333
(541) 757-9792
(800) 334-2929
FAX (541) 758-1631
khansen@azumano.com
 
Teel's Travel Planners
728 NW Kings Blvd
Corvallis, OR 97330
(541) 758-0808
travel@travel-planners.com

 3. Conference registrations and abstract submission fees can be put on the department credit card through LeeAnn. Just get the payment forms up and ready to enter the credit card info and then give LeeAnn a call and she will come to your computer and enter the credit card number.

4. Hotels and Shuttles at your destination you need to put on your own credit card.

6. We pay per diem meals, so you do not need to keep meal receipts.

7. If you are having cash flow problems and will be gone 5 days or more you are entitled to a travel advance. Go to this link for the form: https://oscar.oregonstate.edu/Resources/SubNav.aspx?NavPage=13&submenu=T13 .

Pre-approval travel email template:
Please submit your pre-approvals for travel via email to the PI of the grant, then Bill (bill.braunworth@oregonstate.edu) with a "cc" to Lee Ann (leeann.julson@oregonstate.edu) providing the following information:

Subject line: pre-approval for travel
Traveler's name
Destination
Date of departure
Date of return
Index
Activity code (if applicable)
Reason for travel

Estimated cost of trip, include:
Transportation
Registration fees
Meals
Lodging
Other
Total

Bill will then pre-approve your travel using the "reply all" feature (note: if you remembered to put Lee Ann in the "cc" then you won't have to forward the pre-approval to me).

If you have any questions, please ask Lee Ann.