travel office oregon state university

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Travel with Beavers and the Alumni Association

Alumni group travel.

Join us in some of the world’s most interesting destinations. Meet local residents and learn about different cultures, all while traveling with other Beavers who share your love for exploration and Oregon State. Will this be the year you make your travel dreams come true? Join us for your next adventure. The annual travel calendar is listed below with links for each tour.

Have a question about travel? Ask us . We are here to help. Looking to connect with other traveling OSU alumni and friends? Join the conversation on Facebook .

Kate Sanders

Director II, Alumni Programs and Alumni Group Travel Email

Travel Partners

The OSUAA is pleased to work with USI Travel Insurances, AHI Travel, Go Next, Odysseys Unlimited, Orbridge, Sports Entertainment Travel, Holbrook Travel, Premier World Discovery, Lindblad Expeditions, G Adventures and AESU Alumni World Travel.

If participation minimums are met, many adventures are hosted by OSU faculty members or alumni association representatives.

All tour pricing is per person, excludes airfare unless otherwise noted, and is based on double occupancy, current exchange  and tariffs. Additional taxes and fees may apply. A limited number of single spaces (with a supplemental charge) are available on a first-come, first-serve basis and vary by program.

The dates, schedules, costs and program details are approximate and based on information received by the OSU Alumni Association and are subject to change.

Travel Insurance The OSUAA is pleased to partner with USI Travel Insurance Services, a leading travel insurance company for alumni group travel. Travel insurance could save you thousands if anything should happen or if you need to cancel. USI offers   and flexible plans.  Get a quote  or call 800-937-1387. 

Please note: to receive some benefits, you will need to sign up for insurance within 14-21 days of paying your trip deposit. OSUAA is not an insurance provider; please direct questions to USI.

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You can earn credits that fit into your academic plan.

Click here for academic information.

OSU GO provides support and advising to help you through the process.

Financial aid and scholarships are available.

Click here for financial information

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Contact Info

618 Kerr Administration Building Corvallis, OR 97331

541-737-5105

Oregon State University Office of Global Opportunities University Plaza 1600 SW Western Blvd. Suite 290 Corvallis, OR 97333

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Concur Travel and Expense Reimbursements

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Concur Travel and Expense

College of Health

All travel and non-travel employee reimbursements are processed through Concur.

Direct login

Before using Concur

Before using Concur Travel and Expense for the first time, you should update your profile by clicking the “Profile” link in the top right corner of the page after logging in .

For a guide on filling out your profile please see the User Profile Setup process document (pdf)

Concur training and support

The following is available in the Travel and Expense training library .

• Concur training videos
• Concur process documents
• Concur tip sheets

One-on-one help

The Travel and Expense Office is offering one-on-one help with their Travel & Expense accountants. You can find details and schedule an appointment on their contact us page.

General questions

For general questions regarding Concur Travel and Expense please feel free to contact the team via [email protected] .

Credit cards

An OSU credit card is recommended as the booking and travel option with the least hassle for a traveler.

There are some expense types that are required to be direct billed or charged on an OSU credit card.

If you have any questions specifically about credit cards, please contact [email protected] .

Please sign up to be on the Travel and Expense Office email list . This will be used as the office's main communication to campus for updates, announcements, and changes.

Additional resources for travelers

• OSU Travel Booking Options
• Tips: Booking Travel in Concur
• Tips: Booking Travel with CTP
• Tips: Booking Lodging
• Tips: Booking Car Rentals

Concur Travel and Expense FAQ

Your concur profile.

Through your concur profile you can verify your email address, add your personal travel preferences, as well as update emergency contact information. An updated profile is critical and will really enhance your travel & expense experience.

Concur pre-trip requests

OSU employees and students need to submit pre-trip requests for their OSU sponsored domestic and international travel through Concur, except for in-state travel.

Concur travel booking

As a reminder, the university's new travel management company is Corporate Travel Planners (CTP).

You are able to use the online booking tool in Concur or book directly with a dedicated agent.

An OSU credit card is the preferred payment method to book travel.

If you have questions about booking travel please don’t hesitate to contact our office at [email protected] or visit our website for CTP Contact Information.

Travel policy

The FIS Travel Policy has been updated and is available for review.

Concur mobile app

The Concur mobile app can be a key tool for a variety of users for both approving travel, submitting expense reports, as well as managing expenses while traveling.

Through the mobile app you can capture receipt images during your trip and they are sent automatically to your Concur profile.

Visit Concur’s mobile application toolkit to get started and learn how the app works on your chosen mobile device.

Travel & Expense credit cards

Anyone looking to participate and use one of our new Travel & Expense credit cards please feel free to review the required cardholder training .

Personal reimbursement

Personal reimbursements will be handled by individuals directly through Concur .

If you haven't already done so, complete your profile within Concur, scan a copy of your receipts, making sure to include each item's business purpose, and have your index handy before starting your request.

As stated in the OSU policy on Personal Reimbursements , personal reimbursements should be reserved for instances in which circumstances preclude the use of direct OSU purchasing methods and should generally be limited to small dollar purchases.

Please make every attempt to use conventional/direct purchasing methods to the fullest extent possible.

If you find that you have an unusual circumstance which you believe merits an exception to the policy, please contact [email protected] for guidance on how best to make that purchase.

Contact your school’s administrative assistant for indexes appropriate when requesting personal reimbursement of course related purchases such as textbooks and equipment for teaching.

Also see HSBS Finance and Accounting Forms

Driver authorization form

The driver authorization form is a mandatory requirement, to be completed prior to reserving your ride and renewed annually. The form should be scanned and emailed to the administrative assistant associated with your school as the authorizing signer.

Students are required to use Motor Pool vehicles for ground travel around Oregon to do work. Using a personal vehicle should be used only a last resort and requires pre-approval from their advisor.

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You are here

If you previously attended OSU and would like to return on new immigration documents, please contact an international student advisor at least two months before your desired return date to discuss how you may resume your studies here.

• Getting Here
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Returning to OSU in F-1 Visa Status

If you are outside the U.S. and have maintained your full time enrollment at OSU, please go to our Travel Outside the US page, for information regarding the documentation needed to re-enter. If you are not sure whether your F-1 SEVIS record is active, please contact OIS for assistance.

If you are outside the U.S. and your F-1 SEVIS record is no longer active, you will need a new I-20 with a new SEVIS number from the Office of International Services (OIS) in order to re-enter the U.S. and continue studying. Choose the statement that best describes your situation and click the drop-down arrow to learn more

1.Make sure you can enroll.

[email protected] to confirm that you have a return program.

If you have been continuing as an enrolled OSU student and are already enrolled for the next term, please skip to the next step.

2.Contact Office of International Services.

Submit the Readmit/Returning Student I-20 Request e-form . If you no longer have access to the IP Connect portal, please contact [email protected] for assistance.

Provide the required financial documentation. Students receiving a new immigration document are required to show proof of funding . If you have been gone less than one year, you may be eligible to complete our online financial certification form to meet the proof of funding requirement.

3.Receive your new I-20.

Once the I-20 is created, it will be emailed to you. If you would like the document to be shipped to you, you can create an express shipping order .

4.Pay the SEVIS fee for your new I-20.

In order to activate your new I-20, you are required to pay a SEVIS fee for the new SEVIS ID number.

5.Make sure your F-1 visa is valid.

Information about applying for visas can be found at the U.S. Department of State website .

6.Return to the U.S. to study.

Once you have completed all steps above, you can make plans to return to the U.S. Keep in mind that you can only return up to 30 days before the start date on your I-20. Make sure to go online and retrieve the Form I-94 travel document once you return to the U.S.

7.Complete the Immigration Document Check-In.

After you arrive in the U.S., you will be required to complete the Immigration Document Check-In through our IP Connect portal . OIS will use this information to verify that you re-entered the U.S. in F-1 visa status and we will activate your SEVIS record.

1. Make sure you can enroll.

If you have not been registered at OSU for 3 terms or fewer (not including summer), you are eligible to enroll.

If you have not been registered at OSU for4 or more terms (not including summer), you must reapply at the Office of the Registrar.

If you are suspended from OSU, you must appeal and be re-admitted. Please contact [email protected] .

If you have been continuing as an enrolled OSU student, please skip to the next step. It is strongly recommended that you register for your next term’s classes as soon as you are able so you can get into the courses you need.

3. Receive your new I-20.

4. pay the sevis fee for your new i-20., 5. make sure your f-1 visa is valid., 6. return to the u.s. to study., 7. complete the immigration document check-in..

If you have not been continuously enrolled, contact the Graduate School to ensure that you are eligible to return to your same program.

If you are dismissed from your graduate program or OSU, you find a new program or be re-admitted. Please contact [email protected] .

2. Contact Office of International Services.

• Get a New Document
• Shipping & Finances
• Pay the SEVIS Fee

WHAT IF I’M ENTERING THE U.S. AFTER A STATUS VIOLATION?

If you have violated the terms of your F-1 visa status, you should discuss your options with an International Student Advisor. While you are out of status, you are not eligible for any benefits of your F-1 status including on-campus or off-campus employment and travel signatures . Since violating your visa status can have a serious impact on you, it is vital that you understand how you may be affected. OIS is required to terminate your record in the Student Exchange Visitor Information System (SEVIS) and to indicate the type of status violation. A termination of your F-1 record in SEVIS will place a “flag” on your record. This flag may be visible to the Consular officer who processes your visa and to the Inspector at the Port of Entry. You should therefore expect questions about your status violation when you apply for a visa or when you request re-entry to the U.S. in the future. While most students are able to renew a visa and re-enter the US after a SEVIS termination, it is important to know that certain types of violations can impact your ability to renew a visa, enter the US, and may prompt questions from the US Immigration and Customs Enforcement.  Please also talk with an International student advisor and immigration attorney before you leave the U.S. if you have had any legal challenges or arrests. These could impact your ability to renew your visa and/or return.

REGAINING STATUS THROUGH TRAVEL

You have the option of traveling outside the U.S. and requesting a new entry. If you choose to leave the U.S. and to re-enter in order to regain your F-1 visa status, you will need to meet the following conditions before OIS can issue you an Initial Attendance I-20 with a new SEVIS record for you:

• Be eligible to continue your studies at OSU or INTO OSU.
• Satisfy (clear) all of your registration holds.
• Pay off any remaining balance on your OSU or INTO OSU student account.
• Submit current financial documents to OIS showing sufficient funding for 12 months (or the duration of your program if shorter than 1 year).

PROCESS FOR RE-ENTRY

Once you meet the above conditions, OIS will issue you an Initial Attendance I-20 for a specific term. You will need to enter the U.S. prior to the start date on your I-20, but no more than 30 days before that date. OIS recommends that you enter the U.S. from a country outside North America, preferably from your home country. Your passport should also be valid at least 6 months into the future from your re-entry date. Once you re-enter the U.S. in F-1 status, you should be able to retrieve your most recent Form I-94 .  It is vital that you receive a new Form I-94 Arrival/Departure once you re-enter the U.S. to indicate that you are again in valid F-1 status.

RE-ENTRY THROUGH CANADA OR MEXICO

OIS discourages students in violation of their status from re-entering the U.S. through Canada or Mexico (unless you are a citizen of Canada or Mexico). Students may need to apply for a Canadian or Mexican visa to enter those countries, which may be difficult to obtain. In addition, the U.S Customs and Border Protection Officer at the Port of Entry from Canada or Mexico may not issue a new Form I-94 Arrival/Departure record for you, which is needed for you to regain your F-1 status. It is sometimes possible to receive a new I-94 if you travel by air from Canada and Mexico, but since this cannot be guaranteed, OIS recommends that you re-enter the U.S. from outside of North America.

Contact Info

University Plaza 1600 SW Western Blvd. Suite 130 Corvallis, OR 97333

541-737-6310

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Getting Here

Travel to the u.s. and oregon.

There are many things to consider when planning your travel to the U.S.! This page has information for students and scholars, as well as transportation options.

Traveling from Portland International Airport (PDX)

Airport Shuttle Service

Groom Transportation

• This shuttle bus leaves PDX & Corvallis almost every 1 hour, every day of the week.
• Shuttle times from the airport start at 4:30 AM and keep running until 12:45 AM the next morning.
• For your first trip to campus, INTO OSU will provide a shuttle from the Portland Airport (PDX). To reserve a seat you must submit your arrival info and request the shuttle here  Arrival Info Submission
• If traveling with family or friends, you will need to book their travel separately at your own expense.  

Traveling from Eugene International Airport

• If you must travel from Eugene Airport, we recommend using the ground transportation options available through the airport website .
• To take advantage of the free shuttle and for the most convenient arrival experience, we recommend traveling through Portland and not Eugene.  Please contact us at [email protected] if you must travel through Eugene.

If the shuttles are not convenient for you, you can take a taxi. Please note however, that a taxi to or from the Portland Airport can cost upwards of $180. This may seem expensive, but the rate can be shared among up to three passengers. Please note that this needs to be arranged ahead of time, and also ensure that all your luggage will fit in the vehicle.

Most rental companies allow visitors to rent a car at the Portland or Eugene Airport and return the car to their office in Corvallis. Reservations can be made online with a credit card and a valid driver’s license. You will also be required to purchase temporary auto insurance at the car rental agency.

• Rental companies at the Portland Airport .
• Rental companies at the Eugene Airport .

Traveling Around Oregon

You can find information on how to travel around Oregon at OSU's Transit page.

Pre-Departure Checklist

For a checklist of items to complete and more details on traveling to Oregon, please visit the Orientation Page

Contact Info

Campus mail ILLC Welcome Desk

Street address 1701 SW Western Blvd. Corvallis, OR 97331

Phone   541.737.2464

We empower international students through innovative education and services to achieve their goals and contribute to a dynamic global landscape

A global community with the skills and desire to thrive together

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Procurement

• Contact the VPFA Office
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Travel Services

Travel services contractors.

Click on the logo below to access contact details and contract information:

Car Rental Information

Click on the logo below to access contact details and contract information:

OSU Travel Policies

• VIEW - OSU Travel Policies including ground and air transportation.
• VIEW - Per Diem Rates
• VIEW - Motor Pool

General Travel Information

• VIEW  OSU Travel and Expense website for information about CONCUR, Resources, Training and Policy.

OSU Travel Contacts

Travel Contract Manager Please contact Procurement with any questions (541) 737-4261 Contact Us

Travel Administrator (541) 737-4262 (option 1 for Travel & Expense Office) Contact Us

Contact Info

Office of Finance and Administration Oregon State University Corvallis, OR 97331-4501

Contact us with your comments and questions

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OSU Experience

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Travel Clinic

Students who will be traveling abroad are encouraged to visit the travel clinic. Visitors receive information about immunization requirements in the parts of the world to which they will travel, disease prevention, handling of medications, dealing with emergencies and obtaining medical assistance abroad.

Contact Info

Division of Student Affairs [email protected]

Links to external sites from this website are provided for your information, and do not represent an endorsement of Oregon State University.

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International Delegations

OSU welcomes distinguished visitors from around the world and values the contribution these visitors make to the internationalization of the University. If you will be hosting international visitors please let us know! 

Common Delegation Objectives

• Establish new relationships or collaborations, or strengthen existing programs
• Create new international learning opportunities for students
• Enhance the educational or research capacity of a department or academic unit, or of the University as a whole
• Exchange knowledge and ideas around topics of mutual interest
• Celebrate a shared accomplishment, or formalize a new agreement

Coordination

A host office or program should be identified as the lead for the visit, including appropriate staff support.

Global Engagement - Office of the Provost does not provide financial support for international visitors. We recommend that the host office work with the incoming delegation well in advance to come to an understanding regarding how expenses will be covered by either or both parties.

In conjunction with the host, our office may assist with:

• Participation/remarks from senior leadership
• Cultural considerations
• Small gifts
• Letter of invitation

Please submit a  Delegation/International Visitor Form  at least four weeks before the planned visit .

The Global Affairs Associate will reach out to you to gather further information. You are also welcome to reach out with questions via email  or call (541) 737-6209.

Controller's Unit

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Accounts Payable & Travel

• Travel and Expense
• Vendor Maintenance
• International Payments
• Tax Reporting

Contact Info

Office of Finance and Administration Oregon State University Corvallis, OR 97331-4501

Contact us with your comments and questions

Contact Accounts Payable

Hours: Monday - Friday 8:30am to 4:30pm

Phone: (541) 737-4262

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International Travel

• Internships
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All employees, students, and others who engage in university-related international travel are required to register their travel with the university and adhere to OSU's International Travel Policy. Please ensure that you have carefully reviewed the information available on the International Travel home page which provides an overview of international travel policies and processes, including how to register your travel, and other benefits available to university travelers.

International Travel Homepage        International Travel Policy

This page provides information about the OSU International Travel Insurance policy, our 24/7 health and safety support coverage, how to prepare for and use your insurance while traveling, and additional optional insurance products. 

International Travel Insurance

Registered travelers will be covered by OSU’s International Travel Accident & Sickness Plan (also known as international travel insurance). This plan covers $500,000 lifetime maximum per covered accident/sickness; evacuation due to security/political unrest, natural disaster, emergency medical situations; trip interruption and cancellation benefits; and 24-hour travel, safety and security assistance services. 

Register your travel to ensure coverage:  You must register your travel with the university in order to be automatically enrolled in OSU's travel insurance policy.

• OSU GO travel: Anyone traveling on study abroad or other programs organized through OSU Global Opportunities are registered as part of the enrollment process.
• All other travel: All other travelers must register by creating a "pre-trip request" for international travel in Concur. Visit the OSU  Travel & Expense Office's International Travel page  for detailed information about how to register your travel via Concur.

Coverage period:  OSU’s international travel insurance policy provides coverage during periods of registered university-related travel (see definition in International Travel Policy 4.6). In the event of an unanticipated deviation, the insurance policy will extend coverage for 14 days before and after the originally registered travel dates.

• Employees and volunteers on university-related international travel will have the cost of coverage paid for centrally by OSU. 
• Student travelers (not on an OSU GO program) will be charged $2.10 per day and need to provide an index as a funding source.
• Student travelers (on an OSU GO program) will have insurance costs included in their overall program costs.
• Qualifying dependents may be covered by the University’s travel insurance policy for $2.10 per dependent, per day. The cost of dependent travel insurance will be billed to the traveler by OSU.

Exclusions:  The travel insurance is subject to terms, conditions, and exclusions. Based on the location of travel and specific exclusions, some travelers may be precluded from coverage or have limited coverage. Exclusions may apply to travelers who are a national of the country to which they are traveling, to travelers visiting sanctioned countries where laws or regulations prohibit the insurance company from providing insurance and paying claims, to travelers seeking routine medical care, and other situations. See policy for full list of exclusions.

Information on OSU's International Travel Insurance can be found in the policy brochure:

Current year policy       Previous year policy

International SOS (ISOS)

Travelers also have access to International SOS (ISOS), a global network available 24/7 to support you before and during international travel. Travelers will work with ISOS to access their International Travel Insurance benefits. 

ISOS can help you prepare before departure with information about potential risks at your destination, and can provide local updates while you travel. ISOS has a global network of 26 Assistance Centers, with more than 11,000 professionals in over 1000 locations in 90 countries. International SOS doctors, security experts and assistance coordinators are available 24/7 to provide advice in your language - and to support you in case of emergency - no matter where you are in the world.

ISOS assistance includes:

Activating Coverage

To ensure proper coverage, ISOS must receive your detailed travel itinerary. This helps prevent travelers from paying out-of-pocket and enables ISOS to properly bill OSU's International Travel Insurance when applicable.

If you book your international airfare using OSU's Travel Agency CTP or the Concur Online Booking Tool, your itinerary will be automatically forwarded to ISOS.

If you book your international airfare yourself by any means other than CTP or Concur, you must forward your itinerary to ISOS yourself.

Forwarding your own itinerary

You must forward the itinerary from your  [email protected]  email account. If the itinerary was originally sent to a personal email address, forward it to your OSU email account first. Do not change or modify the original itinerary email content. Forward the itinerary from your @oregonstate.edu account to [email protected] .

• If you receive multiple itineraries for different legs of the same trip, please forward all of them.
• You can only forward flight, hotel, and car rental itineraries.
• If you revise or change your itineraries, please forward the latest version.

Forwarding an itinerary on behalf of someone else

If you are forwarding an international travel itinerary on behalf of another traveler, please note the instructions below carefully.

• Put the traveler's email address in the TO: field.
• Put [email protected] in the CC: field.

ISOS Assistance App

It is highly recommended that all OSU travelers download the assistance app prior to departure.

You can use the app to:

• Set up automatic health & safety alerts for your destination(s).
• Access pre-departure reports on medical or security risks in your destination(s).
• Access 24/7 live support.
• Use the check-in functionality in case of an emergency to indicate you are safe and secure.
• Get the latest COVID-19 vaccine and visa information for your destination(s).

Download the app

ISOS Membership Card

Keep a copy of the membership card with you at all times while traveling abroad. The Membership ID for all OSU travelers is 401GDA957900.

Download membership card

How to Access Support Services 

The easiest way to access your International Travel Insurance and ISOS services is by calling ISOS through the app, using the small phone icon in the bottom right corner. 

You can also make a direct call to +1-215-942-8478. International numbers are listed on the OSU Membership card for in-country calling. You may need to provide the OSU Membership number: 401GDA957900.

If travelers contact ISOS prior to receiving services covered under the policy, the cost of the service may be directly billed to the insurance provider and the traveler may not have to pay out-of-pocket expenses.

How to File a Claim

In the event you seek medical treatment or incur other costs covered by the policy that are not billed directly through ISOS, please follow the instructions below to seek reimbursement for your claim:

• Save copies of all itemized doctors’ bills and other receipts to show proof of payment.
• Complete the  International Travel Insurance Claim Form .
• Email your completed claim form as well as copies of all itemized bills and proof of payment (receipts) to  [email protected] .

Additional ISOS Resources

Member Portal : Visit the portal for OSU members to explore all the resources available through ISOS.

Digital Learning Portfolio : ISOS offers a range of videos on various topics related to travel security and health, as well as videos aimed specifically at student travelers.

Questions & Support

For support with ISOS or using your International Travel Insurance, please contact the Travel & Expense Office at  [email protected] .

Additional Insurance Options

College of Science

College of science student travel award, support for travel.

The College of Science Student Travel Fund (COSSTA) awards are for students in the College of Science who need financial support to attend professional conferences to present their research findings and will help cover certain costs associated with presenting their scholarly work at academic conferences and meetings. These funds are intended to help undergraduate and graduate students take advantage of presentation opportunities to highlight the outstanding academic work of our scholarly community, and ultimately support student success

Award details

COSSTA funds are administered in the Dean’s Office and awarded quarterly. A departmental or grant match is required.

Important: The departmental award or grant match is not administered by the Dean’s office. Please contact the awarding department for more information. The awarding department may grant awards by providing recipients with an index or activity code that can be used to pay for travel expenses via OSU travel booking systems or to reimburse expenses associated with conferences. See OSU fiscal policy 03-140-401 for more information on university business travel expense policies.

The COSSTA awards are granted in the form of a scholarship and recipients may receive up to $500 per academic year . All funding awards are subject to the availability of funds. These funds are designed to help students defray some of the expenses related to attending conferences.

Recipients will receive notification via email and must accept the offer through ScholarDollars. It is advisable to consult with an OSU Financial Aid advisor before accepting any scholarships, as it may affect your financial aid package. Once accepted through ScholarDollars, the award amount will be deposited into the recipient's student account during the term in which the conference occurs and applied first to any outstanding balance. Any remaining available balance will be issued as refunds after the balance has been cleared. The disbursement process will adhere to the guidelines established by the Office of Financial Aid and Student Account Services. For inquiries regarding your student account, including outstanding balances, please contact Student Account Services.

Please Note: If we receive a high volume of requests, we may not be able to approve every application. In these situations, we prioritize using the criteria detailed below. Students are advised to seek additional avenues for funding provided by their departments and the Graduate School.

Eligibility

We are only able to provide support for students in the College of Science.

COSSTA funds may only be used for student travel as indicated below:

Graduate Students

The following guidelines will apply

• Travel must be to an international conference or workshop hosted outside the United States for the purpose of making a presentation.
• The student must be listed as the sole author/presenter, first or lead author/presenter, or serving in a capacity whereby they are responsible for significant leadership for the overall session. Materials must have been accepted by the conference/meeting at the time of the request.
• The student must be a current master’s or doctoral student in the College of Science at Oregon State University and be making satisfactory academic progress as determined by the student’s graduate program.
• The student must be enrolled in at least 3 graduate credits at OSU at the time of awarding and disbursement.

Undergraduate Students

• Travel can be academic travel for undergraduates for the purpose of attending a conference or workshop and making a presentation (poster or talk). Preference will be given for international travel, in case of a high volume of applications.
• The student must be a current student in the College of Science at Oregon State University and be making satisfactory academic progress as determined by the student’s program/ academic advisor.
• The student must be enrolled in at least 3 credits at OSU at the time of awarding and disbursement.

Eligible Costs

Examples of qualifying costs for reimbursement include:

• Conference/meeting fees
• Professional organization membership fees
• Poster printing costs
• Transportation costs (flights, ground transportation)
• Lodging, and food expenses
• Other expenses that are specific to this travel (please justify)

This award is intended to provide funding that would not normally be available from other sources.

Application

The COSSTA Application is an online form linked below. In addition to basic information about you and your travel, please prepare the following materials before filling out the form:

• Statement - 500 words maximum A detailed statement from the student describing in their own words (a) the importance of the meeting/conference relative to their academic field of study, (b) how the proposed activity contributes to their academic and professional goals, and (c) an overview of the research they will be presenting.
• Biographical sketch - 2 page maximum A copy of the student’s résumé or curriculum vitae in a format similar to this template .
• Proof of Presentation A copy of the listing of the presentation in the schedule of events in pdf format.
• Endorsement - 1 page maximum Signed letter on OSU letterhead from the student's academic/research advisor, department head, program director, or unit chair/head that (a) relates the importance of the particular meeting/conference, (b) describes the student’s scholarly contribution to the presentation, (c) confirms that the student has made satisfactory academic progress and meets the eligibility requirements above and (d) an index number for matching funds.
• Estimated Budget Please add estimated budget items on the Cover Page

Apply now through ScholarDollars

Selection criteria and proposal evaluation.

Proposals will be judged primarily on the basis of scientific merit and potential impact. Reviewers will also consider the prestige of the conference and the potential for broad, positive impact on the research enterprise of the College of Science and Oregon State University.

Proposals will be evaluated by an ad-hoc Student Travel Fund Review Panel.

Requests are accepted quarterly throughout the academic year; subject to funding availability per term. Applications must be submitted and approved before the conference travel deadline. This opportunity is solely for conferences happening in the upcoming term; retroactive approval after the event will not be given.

All applications are due by midnight of the last day in each cycle.

Summer conferences

• Apply between February 21 and May 5
• Awardees will be notified no later than June 15

Fall conferences

• Apply between June 24 and August 4
• Awardees will be notified no later than September 15

Winter conferences

• Apply between September 30 and November 3
• Awardees will be notified no later than December 15

Spring conferences

• Apply between January 6 and February 9
• Awardees will be notified no later than March 15

A typical award amount is $500, and all funding awards are subject to the availability of funds. Recipients will be notified via email and must accept the offer in ScholarDollars. Once the offer is accepted, the award amount will be deposited into the recipient's student account. The award disbursement process will follow the guidelines set forth by the Office of Financial Aid and Student Account Services.

The COSSTA scholarships are made possible by the generosity of our donors, and it is incredibly meaningful for donors to learn about the students their gifts support.The Office of the Dean requires that students who receive a COSSTA award submit the following:

• A thank you note to donors at the time of accepting the award in ScholarDollars.
• A one page report ( pdf or word format only ) on project accomplishments within 30 days of completing the travel/conference.

Please note: Reporting that is not completed may affect future consideration of any COSSTA awards.

All students , please submit your one page report to the Associate Dean for Research and Graduate Studies, Vrushali Bokil ( [email protected] ) 30 days post-travel.

Please send any questions to College of Science Research Development [email protected] or Vrushali Bokil ( [email protected] )

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Graduate Student Travel Award

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• Red Blotch Disease
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• Wine Industry Economics
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• Woodhall Vineyard
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Travel Awards

The travel funds from this award are designed to provide graduate students of OWRI faculty with  financial support to cover part of the cost associated with attending and presenting their scholarly  work/achievements at prestigious scientific national/international conferences.

Award Details The travel funds from this award are designed to provide graduate students of OWRI faculty with financial support to cover part of the cost associated with attending and presenting their scholarly work/achievements at prestigious scientific national/international conferences.

National meeting – up to $1,000 but no more than the match provided by the major professor and award will be based on actual expenses incurred.

International meeting – up to $2,000 but no more than the match provided by the major  professor and award will be based on actual expenses incurred.

Applications are accepted quarterly throughout the academic year,subject to funding  availability per term. The quarterly proposal deadlines are:

Quarter 1: January 10 

Quarter 2: April 24

Quarter 3: July 10 

Quarter 4: October 10

Applications must be submitted prior to attendance of the meeting.

Unsuccessful applications can be resubmitted in a subsequent quarter, but individuals may only  receive one award per year.

Only one application per individual is allowed per quarter.

The awardee must submit for reimbursement within 30 days of returning from travel: travel  receipts, the poster/slide handout, and proof of attendance.

Funds must be spent within nine months of being awarded.

Eligibility

Currently enrolled Oregon State University graduate student with a core or associate faculty member of OWRI as major professor.

Graduate program GPA >3.00.

Meeting attendance of national or international meeting where the student presents original viticulture or enology research conducted during their tenure at Oregon State University. Attendance of regional meetings is not supported by this program.

Each student may receive up to two awards over the course of a M.S. program or three awards during their Ph.D. program. Only one award can be for international travel (i.e., outside of North America).

Applications must be complete and submitted by the deadline to be considered.

Application Requirements Students may not submit on their own behalf. Students are encouraged to work with their major professor to apply.  A single PDF with the following components in order must be emailed to Laurent Deluc Laurent ( [email protected] ) by 5 pm of the quarterly  deadline (determined by email timestamp).

Statement of Intent. A cover letter, written by the student, on their departmental  letterhead, describing their academic and career goals and a description of how the experience will help them meet those goals (500 word maximum).

Copy of abstract submitted to the meeting.

CV. Professional listing of the applicant’s education, experience, presentations, and publications  (Full citation with DOI or other URL required). Must not exceed two pages, single-spaced, 11- point font size, with 1-inch margins.

Transcript. A copy of applicant’s academic transcript (unofficial copy is acceptable).

Budget. This should be a table with budget line items of all expenses expected to be incurred  during travel and cost estimates listed. Expenses not listed in the budget will not be allowed upon payment. A budget justification can accompany the budget table.

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New travel, pcard and expense - office hours.

[email protected] | June 12, 2024

Mark your calendars and join us for monthly Travel, PCard and Expense Office Hours!  Starting July 9, 2024.

This is a great opportunity to stay connected to current news, updates and ongoing processing support.

WHEN?   Join us on the 2nd Tuesday of every month from 10-11:30 a.m.  

HOW TO JOIN?     Use this link to join the office hours in Microsoft Teams    ( <--- NEW LINK!!)

WHAT SHOULD I EXPECT FROM OFFICE HOURS? 

• News and Updates (system, policy or suppliers)
• Demonstrations of Workday Processes
• Chat with the Travel, PCard and Expense Team to ask questions or get guidance with policy/systems issues

WHO SHOULD JOIN OFFICE HOURS?

• Anyone who travels or is responsible for arranging travel on behalf of an employee or guest
• Anyone who is responsible for generating or approving Spend Authorizations and Expense Reports in Workday
• Cardholders, Card Managers, Card Users and individuals that support the transaction expense process
• Anyone who is responsible for generating or approving Miscellaneous Payments in Workday

WHERE DO I GET ADDITIONAL GUIDANCE OUTSIDE OF OFFICE HOURS?

• Travel Website     
• PCard Website
• Expense Website    
• Administrative Resource Center (ARC) (link is external)
• [email protected]  or 614.292.9290 (Option 1)
• [email protected]  or 614.292.9290 (Option 2)
• [email protected] or 614.292.9290 (Option 3)