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Grad Student Travel Tutorial for Conferences
This document lays out the general process for booking international and local travel for graduate students in the programming languages group. It is meant to serve as a reference for the process, including who to email, how to get reimbursed, and what to expect.
This document is up to date and accurate as of April 28, 2018. I will not use hyperlinks to avoid link rot. Hopefully the urls provided here can be of some use to you in the future.
So I do not have to search through my email to remember how to do all this stuff. Also this document should help new graduate students who have never booked travel through OSU navigate its arcane instructions and structure.
Booking flights through OSU is done through the Azumano travel agency. You may need to have an index number which is the handle on the business account the travel will be charged to, this should come from your adviser. This is detailed generally on the OSU business travel page here: http://fa.oregonstate.edu/business-affairs/travel. The process is to fill out the Azumano travel form here: https://www.ciazumano.com/osu/form/travel_request.html and submit it. Within 24 hours you will be emailed with several possible flight options that you can choose from by an agent. After you select an option, they will forward it to either Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) or Renee Lyon (Renee.Lyon@oregonstate.edu) for approval, which must occur in 24 hours. Typically both Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) and Renee Lyon (Renee.Lyon@oregonstate.edu) are good at getting the approval done within that time frame. After the approval you should receive a flight confirmation from the Azumano agent. Of the two times I have booked flights, they have missed this step both times, so don't be shy about emailing them asking about your flight's status, this is suppose to happen within 24 hours of the approval.
Each conference registration is different and may have different needs. For example the conference I am attending in a few weeks included its hotel accommodations in the registration fee, while a previous one I attended left it up to each individual to find boarding. In any case read the conference website carefully.
Email either Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) or Renee Lyon (Renee.Lyon@oregonstate.edu) saying you'd like to setup a 10 minute meeting to register for your given conference. Then right before the meeting go through your particular conference registration process up to the point where the conference asks for a credit card. As long as you leave your page open and don't have a timeout error you can have Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) or Renee Lyon (Renee.Lyon@oregonstate.edu) enter the credit card number and your meeting will be super fast. This is recommended because it is the fastest method for both parties.
Go through the process of selecting your workshops or swag and save a screen shot of your options as you go. Once you get to the page for charging a credit card stop and email either Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) or Renee Lyon (Renee.Lyon@oregonstate.edu) saying that you want to register, have attached screenshots of your selected options, and are charging to your adviser's index. Make sure you cc your adviser as they will need to sign off on the charge. Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) or Renee Lyon (Renee.Lyon@oregonstate.edu) will get back to you either that day or within a few days. After that you should receive confirmation of your registration. Make sure you save any receipts or confirmation that you receive from the conference for the registration because Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) and Renee Lyon (Renee.Lyon@oregonstate.edu) will need that to show proof of payment for the registration.
You will be reimbursed for your food and sleep accommodations after you return from your conference but you must keep receipts for both. Depending on where you are you can select per diem allotment which basically means you spent that amount on food for that day, and do not need to provide itemized receipts for reimbursement. This rate changes depending on the location as described here: http://oregonstate.edu/dept/fa/businessaffairs/travel/tres/per_diem_us. If you do not do that then you must show proof of payment in order to be reimbursed, be it physical receipts, or an email confirmation. The reimbursement form is here: http://fa.oregonstate.edu/fobc/college-forestry/forms and a link to the actual form is here: http://fa.oregonstate.edu/sites/fa.oregonstate.edu/files/bc/fobc/travelreimbursement-010118.xlsx. Just fill out the form and send it to either Alyssa Pautsch (Alyssa.Pautsch@oregonstate.edu) or Renee Lyon (Renee.Lyon@oregonstate.edu). This may take several weeks to get approved so be prepared for that.