The Business Affairs Office (BAO) does not permit Group Travel Cards to be checked out to students. A travel card may be checked out and used by a club/program advisor (an Oregon Tech employee), and may be used toward all expenses directly related to the travel/conference/trip. If an advisor will not be traveling with the group, then expenses must be paid for in advance or as reimbursement upon return from the trip. See below for details on specific allowances related to these expenses.
Hotel, Rental Car, Flight and Registration Fees must be arranged and paid for prior to travel.
If making a reservation on an online site like Priceline.com, the cost of the hotel stay may be paid for in advance, and can be done with the use of a Group Travel Card on campus. Keep in mind that using this method to reserve hotel rooms is usually non-refundable – so please be sure that travel plans for the group are firm before booking.
If an advisor is traveling with the group, then the hotel can be reserved on a Group Travel Card and the advisor can take the Group Travel Card with them on the trip to present for final payment at the hotel.
Sharing rooms (multiple travelers per room) is not required, but can definitely help with your overall budget for the trip. There is a maximum allowable cost per room of $120, regardless of the number of people in the room.* If the price per room will be over that amount, you must email the Director of Business Affairs at firstname.lastname@example.org and make an Exception Request. Her approval of the exception must be printed and submitted along with the payment paperwork.
*An exception to this rule is if the hotel is serving as the host site for the conference and the price per night is above $120. In this case, an Exception Request is not required, but proof that the hotel is the conference host site is required.
Regardless of the method of paying for hotel reservations, hotels normally require that a credit card be presented for incidental charges to the room (food, movies, etc.). We recommend that a debit card is not used for this purpose, as most hotels will charge an amount to the card to ensure that it has sufficient funds. An actual credit card is better for this. *Incidental charges to hotel rooms are generally not reimbursable, and should be avoided.
Rental vehicles may be reserved and billed directly to Oregon Tech, with payment being processed after the trip. Both of these rental companies work with us for direct billing:
Hertz (at the Klamath Falls airport): 541-882-0220
Enterprise (on S. 6th St): 541-850-9000
Both companies now have drop boxes for returning vehicles, so cars can be dropped off after hours without additional charges incurred.
Enterprise is closed on Saturdays & Sundays, but will work with groups based on the drop box information above.
Groups are not required to obtain quotes from a travel agency prior to booking flights, but Oregon Tech does work with Azumano Travel as an option (if groups would like assistance with making travel arrangements). In general, direct booking through online travel websites is typically cheaper. Remember that no flight reservations should be made before obtaining budget approval through the Student Travel Approval Form.
Don't forget to include baggage fees in your budget planning, unless the group agrees that those costs will be paid out-of-pocket by each participant.
Registration fees may be paid from a Group Travel Card here on campus if the conference host organization accepts credit cards for payment.
If a check is required for registration, you must obtain an invoice from the conference host organization to submit for payment to be processed. In that case, a Vendor Setup Form must also be completed by the conference host organization in order to get them set up in our system to be paid.
Student meals are not reimbursable. If a club advisor (employee) attends the trip, they may check out a Group Travel Card and meals may be purchased from the club’s budget (as approved in advance).
A Travel Reimbursement Request form must be submitted for any reimbursements required. Receipts for parking, taxi, and shuttle must be included with this form in order to process reimbursements. The link to the form is on the Travel & Reimbursements web page.
For all travel, timely submission of paperwork for reimbursement is expected. All reimbursement paperwork should be submitted within one week of return from travel.
When traveling by car:
When traveling with a rental vehicle(s), fuel receipts must be turned in for reimbursement.
When traveling by personal vehicle, fuel receipts are not required; you will be reimbursed for mileage. Mileage reimbursement takes into account fuel as well as wear and tear to your vehicle. See the “Travel Reimbursement Rates” link at right for details on short trip and long trip mileage reimbursement.
Remember that when traveling by car, all drivers must have submitted the Driver Certification Form (as outlined above), and cannot drive more than 300 miles per day per driver. If a trip is in excess of 300 miles one way, the group must have enough approved drivers to split up the trip into segments in order to meet this requirement.