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Travel Search in Workday:

My spend authorizations (pre-trip / “t#”), my expense reports (post-trip reimbursements), travel quick guides:, csw spend authorization quick guide (staff), csw travel expense reports quick guide (staff), pre-trip form :.

• Use this to request your Spend Authorization (the new T#)
• Be sure to list all anticipated expenses
• If adding personal travel to trip a comparison airfare quote is required

Post-Trip Form :

• Use this to request your travel reimbursement
• Be sure to attach a conference agenda if applicable

Mileage Log : 

• Use for only mileage reimbursement (trips outside of Main Campus)
• Submit up to 10 trips in one form
• Requires Google Maps supports
• Must be submitted within 60 days of first trip

Alternative Mileage Log :

• Use this as an alternative to our online form
• Tracks odometer mileage in lieu of Google Maps supports
• Great for Field use

CTP / Concur:

Book your airfare & rental car through concur.

• Concur is required for airfare and rental cars (Enterprise, National, & Hertz)
• Must have an approved Spend Authorization
• Avoid non-refundable basic economy class
• Instructions on Assigning Travel Assistant 

Contact Corporate Travel Planners (CTP):

• Online Help Desk : 877-727-5188, 8am – 7pm EST Mon – Fri
• Agent Assist Booking : 855-784-9282, 8am – 7pm EST Mon – Fri
• After Hours/Emergency : 833-200-0261, 7pm – 8am EST Mon – Fri & All Weekend Hours

Additional Resources:

Osu travel site, training and guides.

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The objective of the Travel Policy is to ensure efficiency and fiscal accountability for university business travel. The University will pay for reasonable and necessary expenses incurred for authorized business travel. All travel expenses paid with university funds must comply with the University’s  Expenditures ,  PCard ,  Internal Controls ,  Purchasing , and Human Resources policies.  Additional sponsor requirements and/or federal regulations may apply to expenditures charged to sponsored projects. Contact the Office of Sponsored Programs for clarifications. Travelers need to familiarize themselves with the travel policy prior to making travel arrangements.

Travel Policies

General Travel Information:

• Please visit the  Ohio State Travel webpage  for resources like current travel guidelines, travel agency contact information, the university travel policy and other resources.

Rental Cars: 

• Please see  Rental Car Information
• You are required to purchase LDW, CDW, DW and Liability insurance.
• Rental car expenses that do not include the required insurance cannot be paid with university funds.

Faculty and Staff Travel

Spend Authorizations/Travel Request

What's a Spend Authorization?  A "Travel Request" in Workday is called "Spend Authorization".

A travel request should be submitted as soon as you intend to take an OSU-funded trip.  

• Domestic travel: 2 weeks
• International travel: 4 weeks

Please submit your travel request using  Workday .  Please see the " Create a Spend Authorization" job aid  for step-by-step directions on submitting a travel request.

Travel requests will be processed within a couple business days of submission.  Upon approval, you will receive an email notification including your travel number so that you may proceed with making your travel arrangements.

All travel requests require supporting documentation upload documentation (PDF/Screenshot) at the time of submission:

• Email approval from your advisor approving the trip and the funding source information for your trip i.e., worktags, grant number, etc.
• Conference or meeting invitation.
• Agenda and itinerary details that justify meals calculation (if not available, note it on the request).
• Expense line estimate documentation to demonstrate expected cost.
• Travel Comparison Form and quotes to demonstrate cost comparison when personal travel is added to business (see more details “Prepayments and Reimbursement/Expense Reports” section below). 

Additional Details: 

• Examples satisfactory JUSTIFICATION: Attend the March American Physical Society Meeting, March 14-18, 2022 in Chicago Illinois to learn about advances in the field and meet potential collaborators.
• Including your advisor's name on the SA is helpful. 
• No acronyms allowed, please spell out all abbreviations.

Ohio State requires you to use university travel partners to reserve flights and car rentals. We also have options to prepay other travel expenses; however, you no longer need to wait until you return from a trip to submit a reimbursement request ("Expense Report" in Workday). Please see the following instructions on how these expenses can be prepaid.

To book a flight with our designated travel agency, Corporate Travel Planners (CTP), go to the  OSU Travel Website , and from the "Book Online" dropdown menu, click on "Login to Concur". If you have found a lower fare outside of the Concur Booking Tool, please complete  CTP's Airfare Price Matching Request  and will review your request and respond within one business day. CTP also has the ability to split your transaction if you have business travel included with personal travel.

Please see the  Concur Online Booking Tool: Tips and Tricks  resource guide for a walkthrough of the Concur booking tool.

Corporate Travel Planners Concur Booking Tool can be used to reserve a car, also, this will not be prepaid through Concur, but it will secure the reservation with OSU regulations. You may also call the numbers listed on the university's  Rental Car Discounts  page. The CTP Travel Agent can add a rental car reservation to your airfare quote as needed. This is not prepaid like the flight but can be reserved. 

• National, Enterprise and Hertz are the preferred vendors.
• If a third party is reimbursing the car rental, we recommend using the university vendors, which will include required insurances, LDW and CDW, and any other protection for other unexpected incidents.
• Economy size must be chosen unless a reason for larger size is provided.

If would like a larger car without just because personal preference, a cost comparison can be done to reimburse the cheaper option, economy vs larger size.

Registration

This could be prepaid but you must request it from your admin person well in advance of the registration deadline. If you decide to pay with your personal funds, save the receipt and submit an expense report for reimbursement within 60 days of payment on receipt.

ASC Travel Comparison Form

Processing of travel reimbursements can be complicated when extending travel time for personal reasons or when choosing to drive (rental or mileage) instead of flying . The College of Arts and Sciences Business Services Center has developed the ASC Travel Comparison Form (linked below) that will help to compare the different modes of travel and situations based on the Ohio State travel policy. All travel reimbursements submitted that include personal time in conjunction with business travel and/or mileage in place of flying require the ASC Travel Comparison Form and all supporting documentation (flight comparisons, mileage maps, etc.)

ASC Travel Comparison Form      

Travel Comparison Job Aid

Accommodation Requests

If you need a travel accommodation, requests should be made through Ohio State's  ADA Coordinator's Office .

Reimbursements/Expense Reports

According to the latest travel policy update, you no longer need to wait to request reimbursement; however, "The traveler must submit an expense report with itemized receipts and other applicable supporting documentation within 60 days of the expense being paid or incurred." Please see the "Create an Expense Report" job aid in the Administrative Resource Center for step-by-step directions to request a reimbursement.

Meals/Per Diem

• Full Per Diem: look up the federal rate for the city/cities you will be traveling to on the GSA for Domestic locations and Federal site for International locations . For this option the amount is set amount and cannot be modified.
• Reduced/Partial Per Diem: specify the flat rate amount you'd like to receive each day in place of full per diem. (This is submitted in the Workday Spend Authorization under "actual meal” expense item and with the memo indicating “reduced/partial per diem will be claimed” as there is not a selection for "partial per diem", and then use the spreadsheet template for calculating meal costs for reimbursement.)
• Decline all per diem for entire trip (add note on the spend authorization).
• Reimbursement of actual meal expense by submitting itemized receipts, we do not recommend this option .

Include this this expense on the expense report for reimbursement along with the details receipt form the car rental agency.

• Receipt must be for one person unless otherwise noted.
• The university will permit payment of lodging expenses at reasonable single (room rate and taxes only) or conference rate.
• It is strongly recommended that all travelers have separate room accommodations.

Ground Transportation

• This includes expenses for taxis, Uber, Lyft, etc. Receipts are required for Uber/Lyft.

3rd Party Reimbursement

• If any expenses are expected to be reimbursed by another institution, please specify in the justification what expenses or amounts that you expect to receive, you will need to pay out of pocket and request reimbursement form the third party . 
• If third party is paying for the full trip and no OSU reimbursement is expected, a spend authorization is still required to be submitted and approved pre-trip.

Cash Advance

Cash Advances may be the last option, unless they discussed with your group admin.

Note: Worktags from the Spend Authorization may not carry over to the expense report automatically, please check the SA and manually enter the same ones before submitting expense report.

Spend Authorization Training and Videos:

The university's Administrative Resource Center has some training and videos about  Travel Authorization and Expensing Overview .

• Introduction to Business Travel at OSU (10 minutes video)
• Business Travel Life Cycle (2 hrs. video)

*(This includes Grad and Post-Doc students employed by Physics Department)

Guest Travel

All guest travel should be submitted to your admin person as soon as the guest has accepted our invitation to visit campus. Please email the following details to process the Spend Authorization for Non-Worker and secure the completed supplier form guest’s travel request. A fillable form is also linked below, with fields for all of the guest travel information listed here.

• Guest’s Name (as it appears on the government issued form of identification that will be shown at the airport).
• Guest’s email address.
• Guest's cell phone number.
• Guest's date of birth.
• Funding Source.
• Business Purpose: (Name of guest) will be traveling to The Ohio State University to (description of activity).
• Departure Date.
• Return Date.

Important: University policy allows for travel to begin and end one day before and after the business purpose.  If it is necessary to travel beyond these dates, please explain why.  If personal travel is involved, please provide with the dates related to business purpose + personal dates, since admin person will need to complete an ASC Travel Comparison Form and applicable quotes are required, details above on section “Prepayments and Reimbursement/Expense Reports”.

• Departure City: (If not departing/returning from Columbus please explain why not)
• Return City.
• Airfare/Personal Auto Mileage/Rental: $
• Does airfare need prepay?
• Does lodging need prepay?
• Hotel: $

(Please give a  preferred hotel and a second choice  so that a reservation can be made)

• Mileage = total miles * $.67: $
• Rental Car: $              Gas: $
• Shuttle, Taxi, etc.: $
• Business Meal(s): $
• Honorarium: $

NOTE: If driving (rental car or mileage) admin person will need ASC Travel Comparison Form and applicable quotes are required, details above on section “Prepayments and Reimbursement/Expense Reports”.

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The objective of the Travel Policy is to ensure efficiency and fiscal accountability for university business travel. The University will pay for reasonable and necessary expenses incurred for authorized business travel. All travel expenses paid with university funds must comply with the University’s Expenditures  [pdf], PCard  [pdf], Internal Controls  [pdf], Purchasing  [pdf], and Human Resources policies.  Additional sponsor requirements and/or federal regulations may apply to expenditures charged to sponsored projects. Contact the Office of Sponsored Programs for clarifications. Travelers need to familiarize themselves with the travel policy prior to making travel arrangements.

Travel Policies

General Travel Information:

• Please visit the Ohio State Travel webpage for resources like current travel guidelines, travel agency contact information, the university travel policy and other resources.

Rental Cars: 

• Please see  Rental Car Information
• You are required to purchase LDW, CDW, DW and Liability insurance.
• Rental car expenses that do not include the required insurance cannot be paid with university funds.

Faculty and Staff Travel

Spend authorizations.

What's a Spend Authorization?  A "Travel Request" from eTravel is now a "Spend Authorization" in Workday.

A travel request should be submitted as soon as you intend to take an OSU-funded trip.  Please submit all travel requests at least six weeks in advance as many university and college travel awards require that you apply this far in advance of the trip. 

All travel requests require supporting documentation.  Please upload documentation at the time of submission. Alternate arrangements should also be made to cover any responsibilities you are unable to fulfill while you are away.  Please note these arrangements in the comment section of your travel request.

Please submit your travel request using Workday .  Please see the " Create a Spend Authorization" job aid for step-by-step directions on submitting a travel request.

Travel requests will be processed within a couple business days of submission.  Upon approval, you will receive an email notification including your travel number so that you may proceed with making your travel arrangements.

Accommodation Requests

If you need a travel accommodation, requests should be made through Ohio State's  ADA Coordinator's Office .

Travel Prepayments

Ohio State requires you to use university travel partners to reserve flights and car rentals. We also have options to prepay other travel expenses; however, you no longer need to wait until you return from a trip to submit a reimbursement request ("Expense Report" in Workday). Please see the following instructions on how these expenses can be prepaid.

To book a flight with our designated travel agency, Corporate Travel Planners (CTP), go to the  OSU Travel Website , and from the "Book Online" dropdown menu, click on "Login to Concur". If you have found a lower fare outside of the Concur Booking Tool, please complete   CTP's Airfare Price Matching Request  and will review your request and respond within one business day. CTP also has the ability to split your transaction if you have business travel included with personal travel.

Please see the  Concur Online Booking Tool: Tips and Tricks  resource guide for a walkthrough of the Concur booking tool.

Corporate Travel Planners Concur Booking Tool can be used to reserve a car.  You may also call the numbers listed on the university's  Rental Car Discounts  page.

Due to a university process update, effective October 1, 2020, hotel expenses must be reimbursed.

Registration

Please contact the Fiscal Associate at [email protected] to prepay your registration.

Reimbursements/Expense Reports

According to the updated travel policy, you no longer need to wait to request reimbursement; however, "The traveler must submit an expense report with itemized receipts and other applicable supporting documentation within 60 days of the expense being paid or incurred." Please see the "Create an Expense Report" job aid in the Administrative Resource Center for step-by-step directions to request a reimbursement.

ASC Travel Comparison Form

Processing of travel reimbursements can be complicated when extending travel time for personal reasons or when choosing to drive instead of flying.  The College of Arts and Sciences Business Services Center has developed the ASC Travel Comparison Form  (linked below)  that will help to compare the different modes of travel and situations based on the Ohio State travel policy. All travel reimbursements submitted that include personal time in conjunction with business travel and/or mileage in place of flying require the ASC Travel Comparison Form and all supporting documentation (flight comparisons, mileage maps etc.)

Spend Authorization Training and Videos

Please see BuckeyeLearn for a 40-minute eLearning module on submitting spend authorizations and expense reports .

The university's Administrative Resource Center also has a 7-minute video on how to create an expense report in Workday .

Guest Travel

Please see the Guest Spend Authorization Job Aid for step-by-step instructions on requesting guest travel in Workday.

All guest travel should be submitted to  [email protected]  as soon as the guest has accepted our invitation to visit campus. Please email the following details and a vendor completed and ink-signed  vendor setup form  in order the process the travel request. Please note that guest travel requests may not be processed for up to two weeks during busier times of the year. A fillable form is also linked below, with fields for all of the guest travel information listed here.

• Guest’s Name (as it appears on the government issued form of identification that will be shown at the airport):
• Guest’s email address:
• Guest's cell phone number:
• Guest's date of birth:
• Funding Source:
• Business Purpose: (Name of guest) will be traveling to The Ohio State University to (description of activity).
• Departure Date:
• Return Date: (University policy allows for travel to begin and end one day before and after the business purpose.  If it is necessary to travel beyond these dates, please explain why.  If personal travel is involved, please provide us with an  airfare comparison [pdf]  based on the dates related to the business purpose.)
• Departure City: (If not departing/returning from Columbus please explain why not)
• Return City:
• Airfare/Personal Auto Mileage/Rental: $
• If we need to prepay airfare and lodging, with this be through Corporate Travel Planners (CTP) or the PCard?
• Mileage = total miles * $0.575; ( airfare comparison [pdf]  required)
• Rental Car  Guidelines [pdf]
• Hotel: $  (Please give a  preferred hotel and a second choice  so that a reservation can be made)
• Shuttle, Taxi, etc.: $
• Business Meal(s): $
• Honorarium: $

Graduate Student Travel Funding

The Department of English offers funded English graduate students $500 annually to utilize between July 1 and June 30 in support of conferences and meetings where the student is engaging in professional work at regional, national and international levels by presenting a paper within the United States or abroad. Please note that funding is not available for chairing and moderating panels. Travel to appropriate libraries, archives and field sites for the purposes of professional research, both in the United States and abroad, is also permitted under this program. In addition, MFA students who are traveling to a writing retreat for which there is a competitive selection process or  The Journal  who are traveling to the AWP to assist with the book fair can also apply for these funds. There will be no rollover of any fund balances across fiscal years.

Department of English Graduate travel award applications should be submitted as early as possible to ensure a timely processing of the application and award.  All travel requests require supporting documentation.  You can upload documentation to your application at the time of submission. Alternate arrangements should also be made to cover any responsibilities you are unable to fulfill while you are away.

Federal regulations require that all scholarships and financial resources, excluding compensation, received by a student be included as part of their financial aid package. In order to comply with federal regulations and university procedures and to simplify the process for everyone, the Department of English processes student awards through the Office of Student Financial Aid (SFA).

Upon award approval, the student will receive an email notification and the Department of English will notify SFA of the award and the associated budget.  SFA will then process the award which will post to the student’s Statement of Account in  BuckeyeLink .  Account balances are refunded to students within three business days.

Please note students must setup student direct deposit in order to receive financial aid refunds electronically, otherwise a paper check will be mailed to the student’s home address listed in BuckeyeLink. Direct deposit can be  setup through BuckeyeLink , which is different from employee payroll direct deposit.

[pdf] - Some links on this page are to Adobe .pdf files requiring the use of Adobe Reader. If you need these files in a more accessible format, please contact  [email protected] .

The Ohio State University

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.cls-1{fill:#a91e22;}.cls-2{fill:#c2c2c2;} double-arrow Travel Process

All University and OSP travel must be pre-approved and follow the Ohio State Travel Policy. An Ohio State employee/student must have written approval from his/her supervisor prior to travel. Travel reimbursement involves a  two-step process : submission and approval of estimated travel costs before travel, and a second form detailing actual costs after travel is complete.

Complete and submit the  ISE Travel Application  to the ISE Fiscal Associate  at least two weeks prior to your trip.

After approval , you will receive a spend authorization number (SA#) and may then book your flight via the University Concur travel system. Visit the University Travel website to book your flight and/or rental car reservation by clicking on “Book Travel Online”.

• Login to Concur will require your university username (name.#) and password.
• If it is your first time booking with Concur, you will need to set up a profile.
• Upon booking your flight, you will be asked to use either a university credit card or sponsored project credit card. You will select an option based on which fund you are using to travel.
• Within 30 days of travel , submit original, itemized receipts showing details of actual expenses incurred that are eligible for reimbursement tothe ISE Fiscal Associate, along with a completed travel reimbursement form .
• Following receipt of these items, the forms and receipts will be reviewed and, if all needed items are provided, the reimbursement request will be forwarded to the College of Engineering Business Office. The traveler will be notified by email and confirm the allowed reimbursement amount and request their approval in Workday. The approximate time frame for this process following receipt of all needed items is two to four weeks.

.cls-1{fill:#a91e22;}.cls-2{fill:#c2c2c2;} double-arrow Helpful Information for your Travel

• If renting a car, the department policy  requires  the use of the Ohio State rental car agreement which a contractual agreement with Hertz, Enterprise and National, and includes insurance coverage required by the university. Those rentals made that do not meet the policy may not be reimbursed.
• You may now book your rental car using the Hertz/National/Enterprise agreement via the Concur Online Booking Tool . 
• Before making a reservation, review the university's business vehicle rental  FAQ  for more information on agreement benefits, insurance, international rentals and other general information.
• Note:  University insurance requirements noted in the Travel Policy may not be included with international rentals. Additional fees and insurance requirements may be applicable to the laws of the country/region.

Pre-payment of some costs--such as conference registration and lodging--may be available for Ohio State students and employees, including cash advances. Please contact the ISE Fiscal Associate for details.

• Itemized, original, and legible receipts are required, so it is  important  to keep all receipts during travel.
• Receipts must indicate method of payment , such as "Visa XXXX1234," the traveler’s name and the amount paid. Cancelled checks must have scans of front and back.
• A brief business purpose statement is to be provided for each expense. For example, if you take an Uber, please indicate where the Uber picked you up and where it took you (e.g., Uber from home to airport).
• Per Diem:  If the Ohio State student or employee is allotted a daily reimbursement amount for meals, travelers are to provide detailed costs for each meal to be reimbursed. The cost of meals provided as part of travel or a business-related event (for example during a flight or as part of a conference) will not be allowed as part of a  per diem  reimbursement. In general, the per diem allowance for the first and last days of travel is up to 50% of the full per diem rate.

.cls-1{fill:#a91e22;}.cls-2{fill:#c2c2c2;} double-arrow University Travel Resources

• Ohio State Travel Page
• Travel FAQs
• Office of Sponsored Programs Travel Policies
• University travel policy & forms

Questions? Please contact:

Max Sobolik

ISE Fiscal Associate

[email protected]

.cls-1{fill:#a91e22;}.cls-2{fill:#c2c2c2;} double-arrow Forms

• ISE Travel Application
• ISE Post Trip Reimbursement Form

.cls-1{fill:#a91e22;}.cls-2{fill:#c2c2c2;} double-arrow Links

• Book travel
• mileage rates
• per diem rates
• rental car discounts

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Travel Guidelines

The Ohio State University has very specific rules for university business travel. If you are expecting to be reimbursed from the department, or you have applied for and received external funds for travel, you must set up a T-number at least one month in advance of your trip.  Failure to secure a T-number in advance of your trip means that you may not be eligible for reimbursement.

Booking Your Flight

This year, a  **NEW university flight policy***  requires graduates to purchase all flights through the CONCUR system, using the university’s travel agent, Corporate Traveler Planners (CTP). This applies to all travel in which you expect to be reimbursed with university funds, such as ASC Small Grant, Ray Travel Award and department supplemental funding. Flights purchased through third-party sites such as  Travelocity or Expedia or any source other than CTP will not be reimbursed . If you plan on presenting at a conference this year, visit the  CONCUR website .

• Create an online CTP profile by following our   Directions to Update Profile on CONCUR [pdf] .
• Be prepared to add your credit card to your profile if your expenses exceed your grant allocation.
• Remember to submit for your T-number one month in advance of your trip, as flights cannot be booked without an approved T-number.

Applying for Travel

To obtain a T-number and to apply for department supplemental travel funding, email Brian  [email protected]  the following materials, one month in advance of the trip departure date:

• Proof of conference paper acceptance (Can be a communication from the conference organizer.)
• Proof of external funding (ASC Small Grant award letter, Ray Travel, etc.)
• Supplemental Funding Form [pdf]  ($200 maximum in department supplemental funds per year.)
• Budget: List your flight expense first, then include other expenses only if you have funding remaining. You will be reimbursed your actual costs based on your itemized receipts, to your maximum award amount, in compliance with award stipulations. 
• Business Purpose: “I will be presenting a paper at _____ (conference title), which will take place in _____ (City, State) from ______ (conference begin date) to _____ (conference end date).”
• Please provide what arrangements you have made to accommodate your students, and confirmation that you have obtained approval from your course supervisor. Please note that a leave of absence for research purposes beyond 3 business days will not generally be approved. For example: "At-home assignments for Carmen sent to students in lieu of class missed on 1/14/14." If applicable, list the name of the colleague substitute.

Remember that travel expenses will only be reimbursed when expenses are incurred at locations specific to the business purpose . Travel expenses to and from alternate vacation destinations while on business travel are not eligible for reimbursement. All expenses must be compliant with university business expenditure policies.

Please contact Michelle  [email protected]  directly with any additional questions you might have about travel.

Fraud and Compliance

What are state tax implications for traveling employees.

Imagine a time when all work happened onsite at a business location within easy driving distance of your home – a simple time, to be sure. Today’s work reality is much more complex with workers in-office, remote, and everywhere in between. With more business travelers getting on the road again , some employees spend more time traveling than in any one office. 

And while you might think that managing travel-related taxes within the U.S. would be relatively straightforward, it turns out state-to-state tax codes are far from united. This creates issues for travelers and businesses alike. 

To comply with complicated state tax regulations, organizations need to enhance their processes and increase their understanding of where travelers are, how long they’ll be gone, and the type of work they’re doing. Not just in the U.S., but globally. 

However, when a company’s process for understanding its travel footprint is inefficient, it can cause inconveniences for business travelers, complexity for travel and finance managers, or bigger business implications like fines. 

How to Reduce Risk and Manage Tax Compliance in a Work-from-Anywhere World

Are employers required to withhold out-of-state taxes.

Whether an employer needs to withhold out-of-state taxes depends on various factors. But if you have business travelers, it’s crucial to know where your company stands.  

The rules vary for withholding income tax on employees who temporarily travel outside of their resident state for work. This requires payroll managers to navigate different filing rules for all states, territories, and hundreds of municipalities. 

For example, more than half of states that have a personal income tax require employers to withhold tax from a nonresident employee’s wages beginning with the first day that employee travels to their state for business. Other states have a threshold that must be reached before income tax is withheld for nonresident employees. 

If your business travelers are wondering, “If I travel for work, where do I pay taxes?” The answer may not be simple. In some cases, employees could also be legally required to file an income tax return in every state they travel to for work — even if just for one day. 

Get the guide: Enhance your compliance and spend management with SAP Concur solutions  

How Do State Taxes Work for Business Travelers? 

If your employees travel out of state – or out of the country – it’s imperative to stay on top of tax compliance for your travelers. 

Remember that tax regulations are subject to change and it’s important to verify the latest rules for the locations where your employees travel for business. 

States That Impose Income Tax on Business Travelers 

The following states impose income tax on the first day nonresidents work in their state, so make sure you’re addressing tax compliance for any employee that travels to these places. 

• Massachusetts 
• Mississippi 
• New Jersey 
• North Carolina 
• Pennsylvania 
• Rhode Island 

And these states impose income tax on nonresidents after a state-specific threshold is reached. The threshold varies by state. 

• California 
• Connecticut 
• New Mexico 
• North Dakota 
• South Carolina 
• West Virginia 

States That Don’t Impose Income Tax on Business Travelers 

The following states do not impose state income tax on business travelers. But again, it’s always important to stay up to date on tax rules, as they’re subject to change. 

• New Hampshire 
• South Dakota 
• Washington 

See: How Hybrid Work Raises Your Tax Risk and Complexity  

How Do You Stay Compliant with Business Travel-Related State Taxes? 

So, how can you ensure that your company complies with state- or country-specific tax requirements for traveling employees? You can start by adopting a fully integrated technology solution into your company’s travel booking workflow. 

Because it comes down to payroll teams to know — and navigate — state tax implications for traveling employees, consider choosing a solution that gives your team a comprehensive view of travel and spending, plus the ability to manage interstate payroll taxes. 

Look for a solution that enables your teams to handle multi-state and cross-border payroll tax compliance. Even better if it can automatically track tax and payroll requirements as the employee travels to different locations. 

For example, an organization using Concur Travel can also connect with an SAP Concur integration that makes it easier for businesses to comply with complex tax regulations .  

To learn more about how you can help your company better navigate tax complexities, download our whitepaper, A Finance Leader’s Guide to Tax Compliance . 

The Ohio State University

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Ohio State University Extension

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Travel resources and reminders, breadcrumb menu.

-Jesse Buxton, fiscal officer, OSU Extension Operations

As you begin to plan for out-of-state and overnight travel for conferences and professional development this year, here are some key resources and reminders for you.

• Extension Operations Overnight Travel Job Aid : step-by-step instructions for requesting your travel spend authorization and submitting expenses for overnight travel.
• Ohio State Travel Office Travel Comparison Worksheet : required when adding personal time to a business trip, driving instead of flying, or using personal mileage instead of rental car (overnight/out-of-state). Quotes should be saved and attached along with this form to your spend authorization.
• Ohio State Administrative Resource Center (ARC) travel job aids .
• Ohio State Travel Office website .
• Travel Spend Authorizations are required in advance of traveling. Separate spend authorizations are needed for each overnight/out-of-state travel occurrence.
• Corporate Travel Planners (CTP/Concur) is required for airfare. Do not use a department PCard; CTP charges a university PCard, and the travel office will re-assign the charge to the traveler to be expensed.
• University contract (Enterprise, National, and Hertz) is required for rental cars .
• Travel PCard expenses are required to be submitted on an expense report within 7 days of the original transaction (including CTP/Concur airfare pre-paid by Ohio State). PCard manager must re-assign charge to traveler or create expense report on behalf of traveler.
• Personal travel expense must be submitted on an expense report within 60 days of the original transaction date, regardless of actual travel dates.
• Conference agenda should be attached with your travel spend authorization upon submission for approval.

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What is Concur?

Concur is an online system which allows you to make your travel arrangements, submit your travel expense reports, and update your PCard transactions. Training materials and registration are available below, as is access information. For answers to some of the most common user questions, see our Concur FAQs .

Concur FAQs

Browser Compatibility

Concur is accessible on both desktop and mobile browsers. To ensure compatibility, update your browser to the latest version.

• Apple Safari
• Google Chrome
• Microsoft Edge
• Mozilla Firefox Extended Support Release (ESR)

The SAP Concur mobile app is a simple, secure tool that lets you manage your expenses and travel right from your smartphone.  By using this app, you can book and manage itineraries, capture and track mileage, record receipts, and create, submit, and approve expense reports.  The app is available for download in your phone’s app store. 

To learn more about the mobile app and training on how to use it, log into Concur and select the Help drop-down at the top right of the screen.  Select Training from the dropdown menu.  Scroll down the page until you see your phone type and click the link to launch the training.

Help for Concur

A Concur Expense reporting course is available through Professional Development Pathways. This course provides an overview of navigating and using Concur and includes the following topics: setting up and managing the user profile, setting Delegates and Proxies, alerts and itineraries, creating reports, costing, per diems, and an overview of Approver structure. 

• Enroll in Concur Expense Reporting

How-To Videos

• Adding a Document
• Acting as a Delegate
• Adding and Deleting a Document
• Adjusting your Itinerary
• Allocate an Expense
• Attach and Detach a Receipt
• Attaching a Cash Advance
• Submitting a Report
• Add Attendees
• Adding a Receipt
• Adding Approvers
• Creating an Itinerary
• Departmental Adjustment
• Itemization
• Manage Expenses
• Personal Vehicle Mileage
• Setting up a Delegate
• Starting a Report
• Travel Allowances

You may also contact Finance Customer Care at [email protected] or 740-597-6446 for assistance.   

Training Materials

As of February 5, 2019, the Concur Expense User Interface will be upgraded. A Concur Expense User Interface Quick Reference Guide is available to highlight the visual changes.

For updates and changes related to Concur as a result of the new Chart of Accounts on December 12, 2017, please review the FSE - Concur Quick Reference Guide .

To access additional training materials from within Concur, use the help menu located in the upper right corner.

Requesting Access to Concur

Full and part-time employees : Concur access is automatically provisioned for all active employees in the University’s HR database. If you believe you should have access to Concur and are unable to login using your OHIO email address and OHIO password, please contact the IT Service Desk . Student workers and temporary employees : The employee's supervisor should contact the IT Service Desk  to request access. Such requests will be processed no later than the next business day.

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Plan business travel.

Ohio State is committed to becoming a preeminent global university – with faculty, staff and students engaged in teaching, learning and discovery throughout the U.S. and around the world.  The university's policies and procedures for business travel enable Ohio State to effectively comply with federal and state regulations.

The university will initiate payment for reasonable and necessary business expenses. A necessary expense is one for which there exists a clear business purpose and is within university policy limitations. The business purpose must support or advance the goals, objectives and mission of the university, and adequately describe the expense as a necessary, reasonable and appropriate business expense for the university.

Know before you go

Before you travel on behalf of the university, review the rules and resources:

Policy  &  FAQ  – Know and understand the rules (policies and procedures) before travel arrangements are made

International Travel Restrictions & Warnings  – Review State Department and Ohio State restrictions and warnings

Traveler Quick Tips  – quick guide to Ohio State business travel

Wireless Security  – Securely connect to Wifi while traveling, using the Eduroam Network.

Travel Planning Guide

Before You Depart : Planning, policy, pre-departure checklist and what to take with you

Travel Expenses : Transportation, lodging, meals and miscellaneous expenses

Health : Immunizations, health concerns, m edical Insurance, m edical emergencies

Safety : Advisories, export control, legal issues, safety guidelines

Money : ATM, debit and credit cards; university PCard; cash and traveler's checks; how to exchange money

Communication : Phone, email, emergency contacts

When You Return : Post-trip checklist, receipts and reimbursements  

NOTE:   The Travel Planning Guide is a general resource and may not be inclusive of all considerations necessary for planning your business travel.  Consult your Service Center, Fiscal Office or other university-related travel resources to ensure all policies and basic requirements are considered. 

Planning Guide Topics

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Is there a concur mobile app.

Although Concur does offer a mobile app, it is not recommended for use by OSU employees for booking business travel.  The Concur mobile app does not offer the security features for personal devices that would be standard for OSU.  All airfare (hotel, car...) bookings should be made through the Concur online access at:    OSU Travel – Book Travel Online .

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