travel office oregon state university

Accounts Payable

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Travel Policy Update 2020

The OSU FIS Travel Policy# 03-140-401 has been updated as of November 2020.

The Accounts Payable / Travel office has put together a brief summary of these changes.

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Contact Info

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

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Travel Procedure

Travel information.

Recent Updates:

• As of June 30, 2021 – there are no Covid travel restrictions
• As of July 6, 2021 - Horticulture transitioned to Concur Travel & Expense, OSU’s new travel management system  

Resources to help get started

Concur Login

• Employees and Students can access Concur through their My Oregon State Dashboard ; search for “concur” under the resources section.
• Direct Login: https://login.oregonstate.edu/apps/concursolutions/

Complete Your Profile

• Before using Concur Travel and Expense for the first time, travelers should complete their profile by clicking the “Profile” link at the top left of the page, and then select Profile Settings. 
• Travelers can access the video library for help in completing their profile. Through their concur profile, travelers can verify their email address and add personal travel preferences, as well as update their emergency contact information. 
• An updated profile is critical and will enhance an employee’s travel & expense experience.

In-State Travel

• In-state travel no longer requires a pre-trip travel request through Concur, regardless if there is an overnight stay.
• Travelers can make OSU motor pool reservations for in-state travel directly with motor pool and have the charges billed directly to their index. Travelers do NOT need to use Concur to make OSU motor pool reservations for in-state travel.

Concur Pre-Trip Requests for Out-of-State and International Travel

• OSU employees and students must submit pre-trip requests for their OSU sponsored out-of-state domestic and international travel through Concur. 
• The International Travel Registry (housed in Global Opportunities) should still be used for ALL international travel. 
• This will ensure OSU students and employees are properly supported in case of emergency while traveling abroad.  Work is currently underway aimed at reducing the complexity around pre-trip registration processes for International Travel, but the International Travel Registry remains a critical component.

Travel Booking

• OSU’s new travel management company is Corporate Travel Planners (CTP).  Travelers may use the online booking tool in Concur or book directly with a CTP travel agent. 
• If travelers have questions about booking travel they may contact the OSU Travel & Expense Office at [email protected] or visit the OSU Travel & Expense website for CTP Contact Information.
• There are various training materials available to help travelers get up to speed on the new Concur Travel & Expense software. 
• Please visit the training library to view training videos, process documents, or trip sheets. 
• The OSU Travel & Expense Office will be continually adding content to their training libraries.
• If travelers need assistance using Concur to book out-of-state or international travel they can contact the OSU Travel & Expense Office at: https://fa.oregonstate.edu/travel-and-expense/contact-us
• This link will direct the traveler to a Contact Us page on the new OSU Travel  & Expense Office website with several contact options including Drop In Office Hours (M-F, 3-4 pm) via Zoom.

If you have any questions, please ask one of the admin staff .

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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 are transferring to Oregon State University (OSU) from another school in the US, you will need to complete a transfer in the Student and Exchange Visitor Information System (SEVIS) with your current school.

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Receiving an OSU Immigration Document as a Transfer-In Student

• Gain admission to OSU
• Fill out the transfer-in form with an international student advisor at your transfer-out school
• Check if your transfer-out school requires anything for your SEVIS transfer
• Your current school will release your SEVIS record to OSU
• OIS will complete the transfer and issue a new immigration document within 7-10 days of the release date indicated by your school
• Attend orientation, complete immigration document check-in requirements, and register full-time at OSU
• F-1 Students: OIS will issue a second I-20 by the end of the second week of the term after you have registered for classes
• J-1 Transfer-In E-Form
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Registration

You must register full-time on campus in your first term at OSU even if you will start during summer term. Course offerings may not be available in your major during the summer, so you may need to defer your admission to the fall term in order to maintain your visa status. Contact us about this before you set up your transfer if you have concerns.

You will be eligible to work on-campus (including as part of a graduate assistantship) as soon as your SEVIS record has been released to OSU. You will need a valid immigration document from OSU to complete hire paperwork.

Use your OSU immigration document to re-enter the United States if you plan to travel before beginning your studies at OSU. No travel signature is needed to travel before the start of the term. You will receive a travel signature during or after orientation.

You do not need to apply for a new visa stamp unless your visa has already expired and you plan to travel outside the United States. Your current visa will remain valid until its expiration date, regardless of the school name listed on it. Use your OSU document if you need to renew your visa. You will not need to pay the SEVIS fee again.

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541-737-6310

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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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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

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Office of Global Opportunities Student Employment

Join our team.

As an OSU Global Opportunities Peer Advisor, you will have the opportunity to engage with OSU’s diverse student population, particularly underrepresented groups, to promote participation in education abroad.

We believe in making international education accessible to everyone and helping students find the opportunities abroad that best fit their unique goals and interests. Peer Advisors are a vital component in communicating that global opportunities are practical, possible and affordable.

Our Peer Advisors:

• Meet with students interested in education abroad opportunities
• Manage online student advising applications
• Provide information about OSU GO-approved programs
• Connect students with appropriate support and additional resources
• Facilitate outreach, promotional and orientation events
• Manage social media and implement print marketing campaigns
• Connect with program alumni and facilitate connections with prospective students
• Respond to general inquiries from students and the OSU community

What We Look For

• Curiosity about intercultural competence and experiences
• Enthusiasm for promoting the value of study abroad
• Strong attention to detail and organization
• Sense of integrity and confidentiality
• Engaging communication skills
• Effective collaborative work with peers and supervisors

What You Will Gain

As a Peer Advisor, students develop valuable collaborative leadership skills that will carry into their future goals, including:

• Problem solving and critical thinking
• Responsive and thoughtful interpersonal communication
• Collaboration and Teamwork
• Public speaking and program facilitation
• A variety of technological applications

We are committed to quality student employment experiences. Here's what current or recent student employees have had to say:

• "Through my time working for Global Opportunities, I've connected with hundreds of students of all different majors, backgrounds, and needs. I've learned new methods of communication and advising skills that I'll take with me after graduation. Additionally, I've also learned about diverse cultures and countries and feel more connected with the world. I'm so grateful to have this experience going into my professional career and will miss the team at OSU GO!"
• “I have loved working with OSU GO. I've learned so much and really developed my interpersonal communication skills. My favorite part of my job is meeting with fellow students as they prepare for an international experience. I am continually inspired by their plans and goals for their time abroad, and I feel so lucky to be able to help them along the way!”

Current Positions with OSU GO

Peer advisor.

• See details and apply here: https://jobs.oregonstate.edu/postings/153253

Applications Due: Sunday, May 12, 2024

If you have any questions regarding the positions or employment at OSU GO, please reach out to: [email protected]

Need Support Preparing a Resume?

You will need to have an up to date resume for your application. Please make sure you have your resume completed in a word or PDF file (.doc, .docx, .pdf). If you would like to know more about creating a resume, please contact the Career Development Center .

3 Ways the Career Development Center Can Help!

• Improve your resume. Use Oregon State’s online resume reviewer, Vmock , to get instant, personalized feedback before you submit your application. Based on tips from Vmock, improve your resume to boost your odds of getting hired.
• Practice interviewing. Use an interactive video platform, Standout , to practice your interviewing skills in your own space. Hear how you sound out loud and see how you present yourself to an interviewer.
• Get help with your cover letter and other career topics one-on-one. The Career Development Center offers consultations with career assistants who can answer your questions about resumes, cover letters, Handshake, and finding a job on campus. If you have additional questions, such as about career exploration for your major, make an appointment with a college-specific career advisor through Handshake .

Visit career.oregonstate.edu for more tips on interviewing, job searching, and resumes. 

Questions? Contact 541-737-4085 or [email protected] .

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618 Kerr Administration Building Corvallis, OR 97331

541-737-5105

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Four from osu named finalists for 2024-2025 fulbright us student program.

(Corvallis, OR, April 26, 2024) Oregon State University’s National and Global Scholarships Advising office  is pleased to announce that four students and recent graduates have been named finalists and one student has been named an alternate for the 2024-2025 Fulbright  U.S. Student Program by the U.S. Department of State and the J. William Fulbright Foreign Scholarship Board. 

The Fulbright Program is the flagship international educational exchange program sponsored by the U.S. government and is designed to increase mutual understanding between the people of the United States and the people of other countries. The primary source of funding for the Fulbright Program is an annual appropriation made by the U.S. Congress to the U.S. Department of State, Bureau of Educational and Cultural Affairs. Participating governments, host institutions, corporations, and foundations in foreign countries and in the United States also provide direct and indirect support. Recipients of Fulbright grants are selected on the basis of academic or professional achievement, as well as demonstrated leadership potential in their fields. The Program operates in over 160 countries worldwide.

More than 2,000 Fulbright U.S. Students—recent college graduates, graduate students, and early career professionals from all backgrounds—pursue graduate study, conduct research, or teach English in schools abroad each year. Fulbrighters form ongoing research collaborations and lay the groundwork for future partnerships between institutions.

Since 1946, the Fulbright Program has provided over 400,000 talented and accomplished students, scholars, teachers, artists, and professionals of all backgrounds with the opportunity to study, teach, and conduct research abroad. Fulbrighters exchange ideas, build people-to-people connections, and work to address complex global challenges. Notable Fulbrighters include 62 Nobel Laureates, 89 Pulitzer Prize winners, 80 MacArthur Fellows, 41 heads of state or government, and thousands of leaders across the private, public, and non-profit sectors.

Fulbright is a program of the U.S. Department of State, with funding provided by the U.S. Government. Participating governments and host institutions, corporations, and foundations around the world also provide direct and indirect support to the Program, which has operated in over 160 countries worldwide.  In the United States, the Institute of International Education implements the Fulbright U.S. Student and U.S. Scholar Programs on behalf of the U.S. Department of State.  For more information about the Fulbright Program, visit https://fulbrightprogram.org . 

The Fulbright U.S. Student Program is administered at Oregon State University through National and Global Scholarships Advising. For more information about applying for Fulbright or other national and international scholarships and fellowships, please contact  LeAnn at [email protected] and visit: http://topscholars.oregonstate.edu 

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Contact Info

National and Global Scholarships Advising Learning Innovation Center Honors College Offices Suite 450 Oregon State University Corvallis, OR 97333

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National and Global Scholarships Advising  Director, LeAnn Adam [email protected] 541-737-1996

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

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To find out more about how our partner provides services view our partner services below.

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Commencement: get your diploma at commencement.

From: Office of the Registrar

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Hey Spring Grads!  Want to get your diploma on Commencement Day? Do well in spring classes! Your preliminary grades determine if your diploma is released to you on Commencement Day. Make sure all of your incomplete grades are resolved by May 13.  Make sure all transfer coursework is recorded in your OSU student record by May 13. RSVP for the ceremony by June 4! DPP students who are in spring term classes at partner schools will have received information on preliminary grades in Week 5. 

Contact Info

Oregon State University Office of the Registrar B102 Kerr Administration Corvallis, OR 97331-8519 Phone: (541)737-4331 Fax: (541)737-8123 Contact Information and Hours [email protected]