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International Travel

International Travel Insurance

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.

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 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.

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:

Isos_1700.jpg.

Graphic overview list of services from ISOS

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 itinerary to ISOS

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.

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. (Note this email is different than the one above.) This ISOS mailbox is set up to associate the email address in the TO: field with the traveler, rather than the FROM: 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

International Travel Homepage
International Travel Policy
Register International Travel

Contact Info

Office of Global Engagement 211 Kerr Administration Building Corvallis, OR 97331

[email protected]

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Travel and Reimbursements

Travel and reimbursement resources, covid-19 updates regarding travel:.

OSU's COVID-19 Safety & Success Info

COVID-19 Updates and Resources for Transportation Services

As of July 5, 2021, A new Online Booking Tool within Concur is now available for Air, Car, Hotel and Rail bookings.

All travel and non-travel employee reimbursements will be processed through Concur.

CONCUR LOGIN LINK

Employees and Students can access Concur though their My Oregon State Dashboard. Just search for “concur” under the resources section.

Direct Login Link

COMPLETE YOUR PROFILE

Before using Concur Travel and Expense for the first time, you must complete your profile by clicking the “Profile” link at the top left of the page, and then select Profile Settings. Please see the video library for help filling out your 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.

TRAINING AND SUPPORT

There are various training materials available to help 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.

As of July 2021, the Travel & Expense Office will hold open office hours via Zoom for in person support and assistance, from 3:00-4:00pm daily.

Join Zoom Meeting: https://oregonstate.zoom.us/j/97951671487?pwd=TC9IMVMxNXA3SjFhWElQYW5sei...

Password: 664019

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. 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.

LODGING AND PER DIEM

Generally, lodging will be reimbursed only up to the per diem amount (refer to the Business Affairs travel page for current per diem rates). Students, please discuss further with your PI/Advisor before traveling. In some situations, they may have certain restrictions that must be followed.

For almost all in-State ground travel all faculty, staff, and students should utilize motorpool .

For those very rare instances a student or faculty member is given permission to utilize their own vehicle, rather than motorpool , please use this Mileage Log

Prior to traveling by personal car, make sure you (a) ask for permission from your PI or Program Director, (b) write a statement explaining why personal transportation is more cost effective; and (c) provide back up documentation supporting this statement.

In-State Mileage
Driver Authorization Form

* Filling the driver authorization form is mandatory, to be completed prior to reserving your ride and renewed annually. The form should be scanned and emailed to Sam Christopher ( [email protected] ), as the authorizing signer.

Motor Pool Reservation System

*Students are required to use Motor 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 advisor.

PERSONAL REIMBURSEMENTS

Personal Reimbursements will be handled on Concur. If you haven't already done so, complete your profile information within Concur, scan a copy of your receipts, making sure to include each items business purpose, and have your PI's index handy before starting your request.

Direct Pay/Invoice Locations:

OSU has some contracted vendors that can be used for direct bill supply purchases.

Local Direct Bill/Invoice Restaurants:

Remember, even when direct billing the meal you cannot go over the per diem amount per person. Restaurant procedures may vary, so contact them directly to confirm what is required for the purchase.

• American Dream Pizza • Gathering Together Farms • Pizza Hut • Hilton Garden Inn Corvallis • Baja Fresh • Jimmy John's •Quizno’s • Big River • Bombs Away (Groups of 6 or more) • McMenamin’s • Cafe Yumm! • Nearly Normal’s • Tarntip • New Morning Bakery • Togo’s • del Alma • Old World Deli • University Hero • Domino’s Pizza • Papas Pizza Parlor • Woodstock’s Pizza Parlor • e.cafe • Pastini

Autopay Vendors

For questions about vendors and reimbursements, email Sam Christopher .

Contact Info

Water Resources Graduate Program 116 Gilmore Hall Corvallis, OR, USA 97331 Phone: (541) 737-2041

01 Academics & Faculty Affairs
02 Student Life
03 Business & Finance
04 Governance & Administration
05 Human Resources
06 Research
07 Risk Management, Safety & Facilities
08 Information Technology
Other Policies

International Travel

1. policy statement.

1.1. Oregon State University (“university”) is committed to supporting the health, safety, and security of all members of its community who participate in University-Related International Travel. This policy describes responsibilities of Travelers and establishes processes to help ensure that risks associated with University-Related International Travel are identified, acknowledged, and managed appropriately.

1.2. Travelers must register their travel with the university in advance of their departure pursuant to Section 5.1 of this University Policy. Travelers to Intermediate-Risk and High-Risk Destinations have additional requirements pursuant to Section 5.2 of this University Policy.

1.3. Travelers who fail to comply with this policy may face consequences including but not limited to disciplinary action or financial or other consequences.

2. Reason for Policy

2.1. The university recognizes that International Travel needs and opportunities may arise as part of the teaching, outreach, and research activities of the university for both students and employees. In these cases, International Travel advances the mission, values and global engagement profile of the university, and provides enriching experiences for the Traveler. International Travel also entails certain risks for Travelers and the university. This University Policy describes a consistent set of standards and expectations associated with University-Related International Travel which must be followed by all units and Travelers.

2.2. This University Policy seeks to enable consistent planning and operation, quick and consistent institutional response and support in the event of a crisis, and a reduction of risks to Travelers and the institution.

3. Scope & Audience

3.1. This University Policy applies to all persons who engage in University-Related International Travel.

3.2. This University Policy does not apply to personal international travel or to spouses, dependents, or others accompanying a Traveler for personal reasons. (See Section 8.1.3.)

4. Definitions

4.1. High-risk destinations : Locations that pose a specific health, safety or security concern as indicated by U.S. Department of State (Travel Advisory Level 4), the Centers for Disease Control and Prevention (Travel Health Notice of Warning Level 4), the World Health Organization, insurers, or other travel providers.

4.2. Intermediate-risk destinations : Locations that pose a specific health, safety or security concern as indicated by the U.S. Department of State (Travel Advisory Level 3), the Centers for Disease Control and Prevention (Travel Health Notice Warning Level 3), the World Health Organization, insurers, or other travel providers.

4.3. International travel : Travel outside of the 50 United States and the District of Columbia. U.S. Territories are considered International Travel for the purposes of this University Policy to allow access to additional health, safety, and travel insurance coverage, and because the risk rating of U.S. Territories may be different than that of the rest of the country.

4.4. International Traveler Risk Committee (ITRC) : A committee tasked with assessing and advising on policies, procedures and risks related to University-Related International Travel. (See Section 5.3.)

4.5. Senior administrator : Members of the President’s Cabinet, but not including persons in elected or temporarily held offices; Provost’s Council of Deans; or Provost’s Senior Leadership Team.

4.6. University-related international travel : International travel for university-related activity, including but not limited to teaching, research, administration, conferences, service, advancement, alumni engagement, presentations, sabbatical, official study abroad programs, internships, volunteer or work programs, other experiential learning, field studies, performances, or athletics. It includes all research-related travel, including that funded by grants and contracts.

4.6.1. All International Travel of Department Student Organizations is considered University-Related International Travel. For Recognized Student Organizations, only travel funded by the university is considered University-Related International Travel.

4.7. University traveler (“traveler”) : Employees, students, volunteers, official guests, or others who engage in University-Related International Travel.

5. Responsibilities & Procedures

5.1. Responsibilities and Procedures for All Travelers

5.1.1. Registration of University-Related International Travel . All Travelers are required to register their travel with the university in advance of their departure via the process outlined on the International Travel website. (See Section 6.1.) Travelers who are not a university employee or student will need a university employee to register on their behalf.

a. Failure to register travel may result in delays or forfeiture of reimbursement of travel expenses, or delays in the ability of the university to provide support in the event of an emergency.

5.1.2. Orientation . Travelers may be required to participate in pre-departure orientations, read and abide by applicable guidelines, or complete other trip-related requirements. These requirements are generally communicated to the Traveler by the Office of Global Opportunities (OSU GO).

5.1.3. Liability Waivers/Assumption of Risk . Travelers who are not university employees or university-recognized volunteers are required to read and sign the Acknowledgement of Risk and Waiver of Liability Form. (See Section 6.2.)

5.1.4. Evacuation . The university reserves the right to issue an instruction that all Travelers evacuate a given location when the university deems, in its sole judgment, that conditions have changed to the extent that continued presence in that location endangers the health, safety, or security of Travelers.

a. The Senior International Officer or their designee, in consultation with the ITRC, will evaluate the conditions at a given travel location and make a recommendation to the Provost for a decision regarding trip interruption or evacuation.

b. If a Traveler does not heed a university instruction to evacuate, that individual remains at their own risk, may forfeit insurance coverage, and may face consequences including but not limited to disciplinary action or financial consequences.

5.1.5. Export Controls . Federal export and sanctions regulations prohibit the unlicensed export of specific commodities, software, technology, and payments to or from certain countries, entities, and individuals for reasons of national security, foreign policy, or protection of trade. All Travelers must comply with United States export and sanctions regulations when engaging in International Travel. Travelers must consult the Export Compliance Officer if they have any questions or concerns, or if it is suspected that export controls may apply. (See Section 8.2.)

a. The Office of Export Controls and International Compliance will analyze accompanying equipment, materials, technology, software, and technical data; potential end use/users; and other travel related transactions for export control requirements and will file required documentation on the Travelers’ behalf.

5.1.6. Data Security . International travel introduces additional risks to the security of university data. Travelers must take appropriate steps to protect university data during their time spent outside the United States. The Office of Information Security identifies locations deemed a high, moderate, or low risk for data compromise and provides data security consultations for Travelers. A data security consultation is required for Travelers to locations deemed a high risk for data compromise. (See Section 8.3.)

5.2. University-Related Travel to Intermediate-Risk or High-Risk Destinations

5.2.1. Intermediate-Risk and High-Risk Destinations are identified during the travel registration process by either the Controller’s Unit or OSU GO. The Controller’s Unit or OSU GO will work with the Traveler to collect all required information and complete required steps.

a. All Travelers to Intermediate-Risk or High-Risk Destinations will be provided with a risk assessment for their destination.

b. As appropriate, a single submission of certain required information or documentation is permitted for group travel.

c. Intermediate-Risk Destinations . Travelers to Intermediate-Risk Destinations must:

i. Provide emergency contact information;

ii. Register their travel with the U.S. Department of State Smart Traveler Enrollment Program (see Section 8.6.1); and

iii. Provide their full detailed travel itinerary.

d. High-Risk Destinations . No one may be required or compelled to travel to a location designated as High-Risk as defined in this University Policy. Requests to travel to High-Risk Destinations are reviewed by the ITRC and require the approval of a Senior Administrator. Travelers to High-Risk Destinations must:

i. Complete the required steps for Intermediate-Risk Destinations;

ii. Submit a High-Risk Travel Request Form (see Section 6.1). This document includes a justification of travel, acknowledgement of risk, and other information; and

iii. Submit a letter of support. For students, the letter should come from a supervisor or faculty involved with the travel. For employees, the letter should come from their department head or direct supervisor. For others, the letter should come from the head of the unit connected to the trip.

5.2.2. High-Risk Travel Approval Process .

a. Completed High-Risk Travel Request Forms will be brought to the ITRC by either OSU GO or the Controller’s Unit.

b. The ITRC will review and assess High-Risk Travel Request Forms and make a recommendation to the Senior Administrator or their designee for final determination. Approval may be conditional upon a Traveler taking further steps to mitigate risk including, for example, additional health, safety and security precautions, modification of proposed itinerary, further training, special waivers, or additional insurance coverage.

c. The following Senior Administrator or their designee has final authority to approve, approve conditionally, or deny petitions for University-Related International Travel to High-Risk Destinations:

i. For undergraduate students, the Vice Provost of Student Affairs has decision-making authority.

ii. For graduate students, the Dean of their home college has decision-making authority.

iii. For employees and all others, the Senior Administrator of the unit connected to the trip has decision-making authority.

d. The decision of the Senior Administrator is final.

5.3. International Traveler Risk Committee (ITRC)

5.3.1. The ITRC:

a. Reviews and advises on policies and procedures for University-Related International Travel;

b. Reviews and advises on travel to Intermediate-Risk or High-Risk Destinations, including review of High-Risk Travel Request Forms with recommendation to Senior Administrator on approval or denial;

c. May suggest or require additional steps to ensure Traveler safety in certain cases;

d. May be consulted regarding trip interruption, evacuation, emergencies, or other International Travel-related situations.

5.3.2. The ITRC is chaired by the Senior International Officer or their designee and includes a faculty representative and subject matter experts from the following campus units: Insurance and Risk Management Services, the Research Office, University Information and Technology, OSU GO, the Office of Academic Affairs, Student Health Services, and the Controller’s Unit. Other offices may advise or be consulted as needed, including the Office of General Counsel; the Office of Audit, Risk and Compliance; the Division of Student Affairs; the Graduate School; or others.

6. Forms & Tools

6.1. The International Travel website provides information to guide Travelers through the processes and in compliance with the International Travel policy. Travelers may be required to complete the High-Risk Travel Request Form. Travelers will be prompted to complete these steps by either the Controller’s Unit or OSU GO, if required, during the process of registering their travel. An overview of the process, details on required information and examples of required forms can be found on the website. https://global.oregonstate.edu/international-travel

6.2. Travelers who are not university employees or university-recognized volunteers are required to read and sign the Acknowledgment of Risk and Waiver of Liability Form. https://risk.oregonstate.edu/forms

7. Frequently Asked Questions

8. related information.

8.1. Travel, Accident, and Sickness Insurance . All registered Travelers are covered by an insurance policy that includes coverage for medical emergencies for covered injuries and sicknesses; evacuation for natural disasters and emergency medical situations; trip interruption and cancellation benefits; and 24-hour travel, safety and security assistance services. The full policy documentation can be found on the Insurance and Risk Management Services website. https://risk.oregonstate.edu/international-travel

8.1.1. 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.

8.1.2. Travelers should install the carrier’s travel, accident, and sickness app on their phone and carry proof of enrollment or membership card with them at all times during travel.

8.1.3. Spouses, dependents, and other guests are eligible for coverage when accompanying a Traveler for personal reasons. The cost of this coverage is borne by the Traveler.

8.2. OSU Export Controls Policy : University Policy 06-040 Export Controls also applies to University-Related International Travel. https://policy.oregonstate.edu/UPSM/06-040_export_controls

8.2.1. Export Controls and International Compliance. The Office of Export Controls and International Compliance provides determinations and guidance related to export control compliance. Any activities involving sanctioned countries require significant advance planning. Travelers should contact the Export Compliance Officer at the earliest opportunity. https://research.oregonstate.edu/export-control-international-compliance

8.3. Data Security . The Office of Information Security provides data security consultations for OSU Travelers. If required, registered Travelers will be contacted by the Office of Information Security to complete the consultation. All other Travelers may contact the Office of Information Security to request a briefing, if desired. Briefings will typically be provided by the Governance, Risk, and Compliance Manager. https://uit.oregonstate.edu/infosec/

8.4. Student Health Services Travel Clinic : The Student Health Services Travel Clinic offers pre-travel consultations for employees and students tailored to each Traveler’s health history, destination, and potential activities. http://studenthealth.oregonstate.edu/clinical-services/travel-clinic

8.5. OSU Fiscal Policy for Travel : OSU Fiscal Policy for Travel also applies to University-Related International Travel. https://fa.oregonstate.edu/fiscal-policy-program/03-140-401-travel

8.6. Federal Resources :

8.6.1. Department of State Smart Traveler Enrollment Program: https://step.state.gov/step/

8.6.2. Centers for Disease Control and Prevention Travel Health Notices: https://wwwnc.cdc.gov/travel/notices/

8.6.3. Department of State Travel Warnings: https://travel.state.gov/content/passports/en/alertswarnings.html

9.1. Adopted: Oregon State University adopted University Policy 01-020 International Travel on January 29, 2019.

9.2. Revised: University Policy University Policy 01-020 I nternational Travel received housekeeping amendments April 2019, May 2021 and March 2023, and was revised on October 31, 2023.

9.3 Revised: Housekeeping amendments were made January 18, 2024.

9.4. Next scheduled review date: October 2026.

10. Website

10.1. http://policy.oregonstate.edu/UPSM/01-020_international_travel_policy

11. Contact Information

Primary policy and ITRC contact : Office of Academic Affairs, Global Affairs Associate 541-737-6209 https://global.oregonstate.edu/ Office of Global Opportunities (OSU GO) 541-737-3006 https://academicaffairs.oregonstate.edu/osugo Travel and Expense Office 541-737-4262 https://fa.oregonstate.edu/travel-and-expense Insurance and Risk Management Services 541-737-1323 https://risk.oregonstate.edu/international-travel Export Controls and International Compliance Office 541-737-0647 https://research.oregonstate.edu/export-control-international-compliance Office of Information Security, Governance, Risk, and Compliance Manager 541-737-9341 https://uit.oregonstate.edu/infosec

Student Success
College Award information
Collegiality
Graduate advising Q&A
Promotion and Tenure

Concur Travel and Expense Reimbursements

OSU Faculty & Staff resources
Key Roles and Responsibilities of College of Health Leadership
Operations Team
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Ecampus project creation

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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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
Orientation Information

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.

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

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Contact the ohio state travel office.

Travel News

See university travel news below (and in these archived NewsLink articles ).

Fiscal Year-End Support: Travel Working Lab

See more information about the Travel Working Lab for FY-End

Join Us! Travel Information Session: Cash Advances

The University Travel Office is offering a special information session following our April Travel Office Hours to provide guidance and resources with requesting and reconciling cash advances for business travel.

Travel Office Hours Summary (January-December 2024)

Travel - office hours (monthly).

See more information about Travel Office Hours.

Join Us! Travel Information Session: Combining Business with Personal Travel

The University Travel Office is offering a special information session following our March Travel Office Hours to provide guidance and resources to assist with planning and arranging business travel that includes personal travel.

Training and Job Aids

Business Travel Discounts

Travel Resources

Ohio State Travel Office 8 am- 5 pm (Mon-Fri) 614-292-9290 [email protected]

Tools & Resources

Travel training at buckeyelearn :, introduction to business travel at osu (online).

This 10-minute session is recommended for OSU employees who travel or employees who arrange travel for others. New employees or those with busy schedules will benefit from a brief, high level introduction to OSU Business Travel, with policy highlights, useful resources and directions on where to get help. >> Go to Introduction to Business Travel at OSU

Business Travel Life Cycle Training (2 options) :

(ONLINE) This self-guided online curriculum is for employees who travel frequently or employees who routinely arrange and process travel on behalf of others. The curriculum is broken into 4 modules that cover the Travel Life Cycle. Learners can add all the modules to their transcript in one curriculum or complete each individually. Modules include: Travel 1: Planning Business Travel (20 minutes); Travel 2: Requesting Business Travel Authorization (30 minutes); Travel 3: Booking and Arranging Business Travel (20 minutes); and Travel 4: Expensing Business Travel (25 minutes). >>Go to ONLINE (Self-Guided) Business Travel LIfe Cycle

(LIVE AND INTERACTIVE) This live and interactive course is for employees who travel frequently, employees who routinely arrange travel for others, and employees who administer business travel processes. The course is broken up into 5 segments and provides more comprehensive guidance to the Business Travel Life Cycle with live demonstrations and participant engagement. Participants can choose the attendance method that suits their preference: In-Person (Classroom) must bring own laptop or Virtual (Teams Meeting) must have Microsoft Teams application on laptop or PC with audio/video/chat capabilities. >>Register for LIVE AND INTERACTIVE (Virtual or Classroom) Business Travel Life Cycle

Workday Additional Workday Job Aids are available at the Administrative Resource Center .

Concur Booking Tool

Airfare Discounts

University business travelers can realize negotiated discounts on published airfare through the carriers listed below when tickets are issued directly with the university’s contracted travel agencies .

Airport Parking - visit links below for rates and reservations for parking at the John Glenn Columbus International Airport:

Parking Spot
Columbus Airport Lots

Hotel/Accommodations

National hotels may offer discounted rates for university business-related travel when booked with the university’s contracted travel agencies .
Local (Columbus area) hotels may offer discounted rates for university business-related travel. See Contract Book for options.
When making reservations inquire about educational institution or government rates (if applicable to the hotel franchise). Be sure to check with the hotel before departure to ensure an OSU ID is acceptable form of government ID for check-in.

Rental Car - th e university’s contracted suppliers for vehicle rental services include: National Car Rental, Enterprise Rent-A-Car and Hertz Car Rental.

Before making a reservation, review the university's business vehicle rental FAQ and Business Rental Summaries for more information on benefits, insurance, international rentals and other general information.
University business travelers should refer to the Travel Policy and other related policies prior to incurring vehicle rental expenses. 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.

To view rates, insurance details or make a business reservation, go to secured login: Rental Car Discounts .

Personal discounts for leisure travel may be found at Ohio State Human Resources (Buckeye Nation Rewards ) and are not monitored by the Ohio State Travel Office.

Ground Transportation (Ride Services)

Lyft offers a variety of transportation options through Ride Smart, Lyft Concierge, Lyft Pass and more. Get more information .

Travel Resources

Per Diem Rates

International resources.

Center for Disease Control and Prevention
Foreign Currency Converter
Foreign Languages Translation for Travelers
State Department Passport Information
State Department Travel Advisories
Visa and Passport Service

Transportation Resources

Airport Codes
Transportation Security Information (TSA)
TTM Charter Bus Fleet
OSU Contracted Bus Fleet
Mileage Rates

Insurance and Risk Management Services

Risk Assessment
DFA Risk Appetite Statements
Camps and Clinics
Certificates of Insurance

International Travel

Internships
Non-Commercial Aircraft
Over-the-Side
General Liability
Motor Vehicle
Workers' Comp
Alcohol Service

International Travel Insurance

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.

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

isos_logo.png

International SOS (ISOS)

ISOS assistance includes:

Isos_1700.jpg.

Activating Coverage

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

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.

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. (Note this email is different than the one above.) This ISOS mailbox is set up to associate the email address in the TO: field with the traveler, rather than the FROM: 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.

isos_membership_card.png

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.

How to File a 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

International Travel Homepage
International Travel Policy
Register International Travel

Contact Info

Oregon State University Corvallis, Oregon 97333 Phone: 541-737-7252 [email protected]

Apply MyCAS

Employee Directory
Annual Report 2018-2019

Graduate Student Travel Award

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Red Blotch Disease
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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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Student Payment Taxability Resource

Some or all of any payment you receive as an OSU student may be taxable by the U.S. Internal Revenue Service (IRS), depending on your personal circumstances. OSU has created this website to provide general information about the possible tax consequences of different types of payments students may receive.

Please note that use of this site does not constitute advisement. Oregon State University employees, while in their official role at the university, are not allowed to act as tax consultants or provide personal tax advice. For personal tax questions, individuals should consult with a professional tax advisor.

Payment Types

Scholarship.

An amount paid to, or for the benefit of, a student at an educational institution to aid in the pursuit of studies. Scholarships and fellowships are often characterized together as they have overlapping characteristics, both being specifically tied to activities at an educational institution.

Scholarship payments are viewed as non-taxable by the IRS if amounts are used for qualified educational expenses. Be aware that amounts received for incidental expenses, such as room and board, travel, and optional equipment are considered taxable income.

U.S. Citizen and Permanent Resident Students

Scholarships are not subject to tax withholding at the time of payment. Students are responsible for reporting scholarship payments to the IRS when they file their personal taxes.

Most scholarship payments are processed by the OSU Student Accounts Office so the funds can be applied to your OSU billing account. This includes scholarships offered by colleges, academic departments, OSU programs, and external scholarships that are posted to your student account. For all scholarships posted to your OSU student billing account, the total amount received in scholarships will appear on your 1098-T form. These forms are mailed to students in January.

Non-Citizen Students

Tax withholding means that a portion of a student’s payment is set aside by Oregon State University so that it can then be transmitted to the IRS, which is required by law for non-citizen students who receive payments that are classified as taxable income.

The amount of funds withheld from student payments is calculated based on three primary factors: type of payment, visa type, and country of residence.

Payments for qualified educational expenses are considered non-taxable income. Qualified educational expenses typically include tuition, mandatory fees, course fees, and mandatory health insurance.

Payments for non-qualified educational expenses are items considered indirectly related to the cost of education. These are often highly subjective and dependent on a variety of factors. Examples of non-qualified educational expenses include meals, lodging, non-mandatory medical insurance, medical charges, travel, personal living expenses, and stipends.

Certain visa types automatically qualify for a reduced rate of tax withholding on income received by students. The default tax rate for non-citizen students is 30%, but students with an F, J, M, or Q visa usually are taxed at 14%.

The United States has established agreements with some foreign countries on how specific activities within the U.S. will be taxed. Those agreements are referred to as tax treaties. Tax treaties usually benefit a student and can provide an opportunity to either exempt the payment entirely from tax withholding or reduce the tax withholding rate to an amount less than the default 30%. Click Here to View a List of Countries with Tax Treaties A U.S. issued social security number (SSN) or individual taxpayer identification number (ITIN) is required to claim tax treaty benefits. For instructions and forms, please click Here .

The default rate of tax withholding for non-citizen students is 30%. Tax withholding will only be applicable to the portion of the payment attributable to non-qualified educational expenses.

Qualified Educational Expenses Example: If you receive a $10,000 scholarship and your qualified educational expenses are $8,000, your non-qualified educational expenses are $2,000. You would have tax withholding applied to the $2,000, instead of the full amount ($10,000) of the scholarship.

14% Tax Withholding Example: During the Winter 2024 term, your tuition and mandatory fees are $5,640.12, and the total sum of your U.S. source funding is $14,432.00. As the funding exceeds the tuition and mandatory fees by $8,791.88, the IRS considers that $8,791.88 to be taxable income. Therefore, a tax withholding (“NRA Withholding”) of $1,230.87 will be placed on your account (14% of the amount of funding greater than tuition and fees), and you will receive a $7,561.01 refund.

30% Tax Withholding Example: During the Winter 2024 term, your tuition and mandatory fees are $5,640.12, and the total sum of your U.S. source funding is $14,432.00. As the funding exceeds the tuition and mandatory fees by $8,791.88, the IRS considers that $8,791.88 to be taxable income. Therefore, a tax withholding (“NRA Withholding”” of $2,637.57 will be placed on your account (30% of the amount of funding greater than tuition and fees), and you will receive a $6,154.31 refund.

Non-Citizen students receiving scholarship income not applied directly to tuition and fees will also receive a 1042-S . Form 1042-S will be mailed to employees, students and scholars around March 15, each year. Please verify your postal mailing addresses are up to date in Online services or myOSU. Please wait until you receive the 1042-S to file your tax return even if you have a 1098-T and/or W-2 (remember, some students may get both).

A fellowship is an amount paid for the benefit of an individual to aid in the pursuit of study or research. Fellowships and scholarships are often characterized together as they have overlapping characteristics, both being specifically tied to activities at an educational institution. A common fellowship offered at Oregon State University is an appointed Graduate Fellowship .

Fellowship payments are viewed as non-taxable by the IRS if amounts are used for qualified educational expenses. Be aware that amounts received for incidental expenses, such as room and board, travel, and optional equipment are considered taxable income.

U.S Citizen and Permanent Resident Students

Fellowships are not subject to tax withholding at the time of payment. Students are responsible for reporting fellowship payments to the IRS when they file their personal taxes.

Some fellowship payments are processed by the OSU Student Accounts Office so the funds can be applied to your OSU billing account. This includes fellowships offered by colleges, academic departments, OSU programs, and a few external fellowships that are posted to your student account. Examples for OSU Graduate Fellowship appointments include Provost Distinguished Fellowships, Prestigious Diversity Fellowships, and graduate fellowships offered through the OSU Foundation-support funds. These payments will be posted on or near the start of the academic term of your fellowship. For all scholarships and fellowships posted to your OSU student billing account, the total amount received in scholarships + fellowships will appear on your 1098-T form . These forms are mailed to students in January.

Some fellowship (stipend) payments are processed through OSU Business Affairs, as direct monthly payments, rather than posting to the student account. These payments are managed by Accounts Payable. These fellowships are typically supported by research grants administered by Oregon State University, or nationally-competitive awards. Examples for OSU Graduate Fellowship appointments include the NSF-Graduate Research Fellowship Program, NASA FINESST, NIH predoctoral fellowships, among others. These payments are issued directly to you as a student in monthly installments, typically near the beginning of the month. OSU does not provide IRS tax documentation for these payments. For the current and upcoming tax years, fellows should contact [email protected] after February 1 each year to obtain the amount for tax reporting in the prior tax year. This process may require contacting another person for the information after Accounts Payable, but you must first contact them to determine who is authorized to release the information.

Non-Citizen students receiving fellowship income not applied directly to tuition and fees will also receive a 1042-S . Fellowship income includes both payments issued to the student account and direct payments managed by Accounts Payable. Form 1042-S will be mailed to employees, students and scholars around March 15, each year. Please verify your postal mailing addresses are up to date in Online services or myOSU. Please wait until you receive the 1042-S to file your tax return even if you have a 1098-T and/or W-2 (remember, some students may get both).

Reimbursement

A reimbursement is an amount paid to offset costs that a student incurred and paid for directly. The IRS always requires the student to document the reimbursement with receipts supporting the original payment they made.

Reimbursements are not considered by the IRS as income if they are documented properly.

Compensation

An amount paid to an individual in exchange for services. These payments sometimes are referred to as wages, salaries, or professional fees, but calling a payment made in exchange for services a fee or stipend does not change the nature of payment.

Compensation is always viewed by the IRS as income earned by the recipient.

Payments for compensation are initiated through the Office of Human Resources for US Domestic, Permanent Residents, and Non-Citizen Students.

Tax Forms Basics

1098T statements are mailed to students by January 31st. The dollar amounts may assist you in completing IRS Form 8863 - (the form used for calculating the education tax credits that a taxpayer may claim as part of your tax return). For more information: https://fa.oregonstate.edu/controllers-unit/student-accounts/1098t

To obtain prior years: The data is also available to view online through MyOregonState . Students can also view prior year 1098-T tax information online. You can find instructions for accessing your 1098T online here .
See a sample 1098T here
Read more about the 1098T here [IRS link]

1042S statements are mailed to students by March 15th. The dollar amounts may assist you in completing your US Tax Return. Amounts reflected on individual form 1042S statements are also reported to the IRS on a summary return 1042. The statements are generated by the Accounts Payable department. Prior year forms or current year copies can be requested by contacting [email protected] . These forms are not currently available online through MyOSU or BeaverHub.

See a sample 1042S
Read more about the 1042S here [IRS link]

1099MISC & 1099NEC statements are mailed to students by January 31st. The dollar amounts reported may assist you in completing your US Tax Return. 1099 tax statements are less common for students, but are generated in some cases where payments are made for non-qualified educational expenses. Stipends provided to defray the cost-of-living expenses during summer academic programs are a common example. Awards and Prizes are also reported on a 1099.

See a sample 1099MISC
See a sample 1099NEC
Read more about the 1099MISC and 1099NEC here [IRS links]
OSU Fiscal Policy
Account Payable
Student Accounts (NRA Withholdings)
IRS publications and tax forms
Sprintax Calculus

Contact Info

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

Contact Student Account Services

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

Phone: (541) 737-3775 Fax: (541) 737-4099 Send Email

Office of Academic Affairs

From the Vice Provost
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OAA News Archive
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NSSE Archive: Past reports

OSU participated in NSSE again in 2021. All first time, full-time, Freshmen students, and spring graduation candidates received an email inviting them to take the short NSSE survey. Several efforts were used to encourage students to participate, including faculty and staff sharing how findings help OSU learn more about our students’ educational experiences.

Past NSSE Reports

2019 nsse findings.

Pocket Guide Report - Corvallis & Ecampus
Pocket Guide Report - Cascades
The OSU Undergrad Experience, NSSE Spring 2019

2016 - 2002 NSSE FINDINGS

Pocket Guide Report - 2016
OSU NSSE Findings: High Impact Practices and Engagement - 2016
OSU National Survey of Student Engagement Findings - 2013

These additional reports are available at the OSU Valley Library :

OSU National Survey of Student Engagement Findings - 2010
OSU National Survey of Student Engagement Results - 2007
OSU National Survey of Student Engagement Results - 2005
OSU National Survey of Student Engagement Results - 2004
OSU National Survey of Student Engagement Results - 2003
OSU National Survey of Student Engagement Results - 2002

For more information about NSSE and why OSU participates, please contact Steve Wuhs or Jane Reynolds .

Contact Info

618 Kerr Administration Building Corvallis, OR 97331

541-737-5105

Office for Sponsored Research and Award Administration

Org Chart (PDF)
Award Tracking
OSU Advantage
Office of Research Integrity (ORI)

Fringe Benefit [Other Payroll Expenses, OPE] Overview

At Oregon State University (OSU), fringe benefits are commonly referred to as Other Payroll Expenses (OPE). This page provides an overview for how these expenses should be estimated when preparing sponsored project budgets.

OSU does not have federally negotiated fringe benefit rates. Instead, OSU's federally negotiated F&A rate agreement includes the following statement regarding treatment of fringe benefits: "The fringe benefits are specifically identified to each employee and are charged individually as direct costs." As such, the fringe benefit (OPE) rate estimated/charged is unique to each individual employee based upon their employment type, gross pay amounts, retirement eligibility, benefits and even job location.

When preparing a sponsored project budget, either current actual or estimated fringe benefit (OPE) rates may be used. The associated budget justification should indicate the rate budgeted for each person and whether it is based on actual of estimated rates. If awarded, an employee's actual fringe benefits (OPE) will be charged to a project as a direct cost at the time work is performed, in correlation with the salary charged for that individual.

Actual Fringe Benefit Calculations

Sponsored project budgets may be prepared using actual fringe benefit (OPE) rates per individual employee, as provided by recent payroll reports. For multi-year projects, reasonable escalation (1-3%) should be included to accommodate for rate increases in future years. Detailed rate information can be found in the OPE rate tables .

Fringe benefits (OPE) at OSU include the following:

Estimated Fringe Benefit Calculations

Sponsored project budgets may instead be prepared using estimated fringe benefit (OPE) rates. As an example, the estimated fringe benefit rates provided in the table below are based on blended rate estimates provided by the OSU Office of Budget and Resource Planning . These rates are averages based on the items in the table above, to be used for budgeting and planning purposes only.

OPE Information Updated 9/1/19

Historical Fringe Benefit (OPE) Rates (Word)

Detailed rate information is found in the OPE rate tables

Contact info.

Division of Research and Innovation A312 Kerr Administration Corvallis, OR 97331-2140 Phone 541-737-3467

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Appointment and Recruitment of Postdoctoral Scholars and Fellows

Appointment and recruitment, postdoctoral scholar appointment process.

Appointments to Postdoctoral Scholar positions at Oregon State University must meet the following criteria, which are modeled on the American Association of Universities, Committee on Postdoctoral Education, Report and Recommendations, March 31, 1998 :

The appointee was awarded a Ph.D. or equivalent doctorate (e.g. Sc.D., M.D.) in an appropriate field within less than five years.
Postdoctoral scholar appointments at OSU may be renewed annually on a fiscal year basis for up to three years, so long as the postdoctoral scholar is within five years from receipt of the doctoral degree.
The appointment should be full-time unless exceptional circumstances require a lower appointment level (OPP approval required). Appointments below 0.5 FTE are not permitted.
The appointment must be for a 12-month period of time for the first year: i.e., the end date should be one year from the start date. Once a 12-month traineeship has been completed, subsequent appointments can be for less than 12 months.
The appointment is viewed as preparatory for a full-time academic and/or research career.
The appointment is not part of a clinical training program.
The appointee works under the mentorship of a professorial faculty member.
The appointee has the freedom, and is expected, to publish the results of his or her research or scholarship during the period of the appointment.
The appointment must be made with a stipend that adheres to the NIH guidelines .
The Postdoc Scholar and the mentor must be made aware of the requirements for completion of an IDP and subsequent Annual Report .

Postdoctoral Scholars are trainees who receive stipends (not salaries) funded by research grants or other university funds and work under the mentorship of a principal investigator who is an Oregon State University faculty member.

An appointment is based upon the Postdoctoral Scholar's research credentials and availability of funds. Offer letters must be conveyed in writing and must include all the required paragraphs found in the model offer letters for the initial appointment and appointment renewal. Initial appointments, renewals and terminations are all completed through the Postdoctoral Scholar Job Form.

Postdoctoral Scholar appointments at OSU may be renewed annually on a fiscal year basis for up to three years, so long as the postdoctoral scholar is within five years from receipt of the doctoral degree. An IDP signed by the supervisor and the postdoc must be submitted to the OPP and approved within the first three months of employment. For reappointment, an annual review signed by the supervisor and the postdoc must be submitted and approved by the OPP. In unusual circumstances, the appointment may be renewed for up to one additional year if there is a compelling need due to circumstances that prevent the Postdoctoral Scholar from fulfilling the goals of the IDP within three years, but in no case will the appointment be extended further. If the scholar has completed a postdoctoral appointment elsewhere, the sum of the OSU appointment and all prior postdoctoral appointments cannot exceed a total of five years. Postdoctoral Scholar appointments may NOT be converted to Research Associate/Postdoc appointments, although Postdoctoral Scholars may compete for regular Research Associate positions. Appointments should not be terminated in less than one year excepting circumstances of serious negligence or impropriety.

Before offering an appointment to an international scholar, the appointing unit must consult with an international scholar advisor. See the section below on recommended salary or stipend levels for special considerations that may apply.

Postdoctoral Fellow Appointment Process

Postdoctoral Fellows are trainees who are funded by portable fellowships awarded by entities external to Oregon State University. They conduct their research and receive training under the mentorship of an Oregon State University faculty member.

Postdoctoral Fellows are not entered into the university's payroll system and paid salaries as employees. Instead, their funding is managed by the Office of Post Award Administration via Accounts Payable.

An appointment as a Postdoctoral Fellow will originate with the Oregon State University faculty member who agrees to supervise the Fellow.

The OSU entity responsible for administrative oversight of the fellowship will issue a letter offering an appointment. That letter will indicate the name of the postdoctoral fellowship, the appointment begin and end date, the stipend level, and the method in which the stipend will be disbursed. A postdoctoral fellow model letter of offer is published by the Office of Human Resources. The signed letter of offer will accompany a postdoctoral fellow appointment form that will be submitted for review and approval by the Office of Post Award Administration before entry into Banner by the relevant Business Center or the Office of Human Resources. Complete the Postdoctoral Fellow Appointment Form and route to the HR Service Center.

Recruitment

No formal recruitment process is required for Postdoctoral Scholar or Fellow positions. Faculty and hiring officials are encouraged to send announcements of open positions to Maureen Childers and they will be posted on our web pages.

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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. Travel Services Contractors Click on the logo below to access contact details and contract information: Car Rental Information Click on the logo below to ...
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Mailing Address: Travel and Expense Office Oregon State University B100 Kerr Administration Building Corvallis, OR 97331 Phone: 541-737-4262. Email: [email protected]@oregonstate.edu
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Insurance: OSU's International Travel Accident & Sickness Plan includes a $500,000 lifetime maximum per covered accident/sickness; evacuation due to security/political unrest, natural disaster, emergency medical situations; and trip interruption and cancellation benefits. ISOS: International SOS (ISOS) is a global network of doctors, security ...
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International Services at Oregon State University. The Office of International Services (OIS) furthers the internationalization of the university and the community by providing services to approximately 4,000 international students and their families from over 95 countries. Through our work, OIS advances the free exchange of ideas and culture ...
Travel
* This information replaces all prior policies related to Travel (FIS 411 Travel, FIS 102-08 Travel Paid by Outside Source, FIS 407-08 Travel Advances, FIS 410-21 Conference Expenses, FIS 410-29 Meals on One Day Trips & university policy for Air Travel) Printable Version 1. Summary 1.1. Oregon State University travelers may incur allowable expenses while traveling on official
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International Travel Insurance
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 ...
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. fiscal_policy_comparison.jpg. up. 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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International Services at Oregon State University. The Office of International Services (OIS) furthers the internationalization of the university and the community by providing services to approximately 2,200 international students and their families from over 95 countries. Through our work, OIS advances the free exchange of ideas and culture ...
Travel and Reimbursements
Travel and Reimbursement Resources Travel COVID-19 Updates Regarding Travel: OSU's COVID-19 Safety & Success Info COVID-19 Updates and Resources for Transportation Services As of July 5, 2021, A new Online Booking Tool within Concur is now available for Air, Car, Hotel and Rail bookings. All travel and non-travel employee reimbursements will be processed through Concur. CONCUR LOGIN LINK ...
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Please be aware that you must submit your travel reimbursement within 60 days of the end of your university-related travel in order to be reimbursed. Review fiscal policy 03-140-401 Travel for more details. Note: Direct deposit is a convenient option for travel reimbursements.
International Travel
1. Policy Statement 1.1. Oregon State University ("university") is committed to supporting the health, safety, and security of all members of its community who participate in University-Related International Travel. This policy describes responsibilities of Travelers and establishes processes to help ensure that risks associated with University-Related International Travel are identified ...
FAQ: Travel Reimbursements
A. When an OSU employee, such as a coach, athletic director or group leader, pays for the travel expenses of the team or group members, follow the steps below when preparing the travel reimbursement request. Keep non-employee travel expenses separate from those of employees. Include an attachment that provides a detailed itemization of each ...
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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.
Concur Travel and Expense
Students. 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. All travel and non-travel College of Health employee reimbursements will be processed through Concur.
Accounts Payable & Travel
OREGON STATE UNIVERSITY Open search box. ... Exit Search. About Us. ASK CU; Directory; Organizational Chart; Services. Accounts Payable & Travel; Billing and Receivables; Financial Accounting and Reporting; Financial Strategic Services; Payroll; ... Office of Finance and Administration Oregon State University Corvallis, OR 97331-4501.
Study Abroad Programs
OSU is home to IE3 Global study programs which offer students immersive and affordable study experiences. Enroll at a partner institution abroad and take classes side by side with local students or participate in an intensive program focused on language and culture. With options in the summer and during the academic year, programs are open OSU ...
Transfer-In Students
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 ...
Getting Here
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 ...
Travel
Join Us! Travel Information Session: Combining Business with Personal Travel. February 16, 2024. The University Travel Office is offering a special information session following our March Travel Office Hours to provide guidance and resources to assist with planning and arranging business travel that includes personal travel.
International Travel
Cost: 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 ...
Graduate Student Travel Award
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.
Student Payment Taxability Resource
A common fellowship offered at Oregon State University is an appointed Graduate Fellowship. Fellowship payments are viewed as non-taxable by the IRS if amounts are used for qualified educational expenses. Be aware that amounts received for incidental expenses, such as room and board, travel, and optional equipment are considered taxable income.
Resources for Transdisciplinary Research
Division of Research and Innovation A312 Kerr Administration Corvallis, OR 97331-2140 Phone 541-737-3467
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Open Search Page. About Us. Organizational Structure & Leadership Team; Activities & Responsibilities
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Division of Research and Innovation A312 Kerr Administration Corvallis, OR 97331-2140 Phone 541-737-3467
NSSE Archive: Past reports
These additional reports are available at the OSU Valley Library: For more information about NSSE and why OSU participates, please contact Steve Wuhs or Jane Reynolds. NSSE 2021 OSU participated in NSSE again in 2021. All first time, full-time, Freshmen students, and spring graduation candidates received an email inviting them to take the short ...
Fringe Benefit [Other Payroll Expenses, OPE] Overview
At Oregon State University (OSU), fringe benefits are commonly referred to as Other Payroll Expenses (OPE). This page provides an overview for how these expenses should be estimated when preparing sponsored project budgets. OSU does not have federally negotiated fringe benefits rates.
Appointment and Recruitment of Postdoctoral Scholars and Fellows
Appointment and Recruitment Postdoctoral Scholar Appointment Process. Appointments to Postdoctoral Scholar positions at Oregon State University must meet the following criteria, which are modeled on the American Association of Universities, Committee on Postdoctoral Education, Report and Recommendations, March 31, 1998:. The appointee was awarded a Ph.D. or equivalent doctorate (e.g. Sc.D., M ...

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