Travel and Lodging


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Visit reimbursement

The best way to evaluate a grad program is to visit, but that can get expensive. Let us help! Details on reimbursement coverage and procedures are provided on this page.

Pre-Trip form (PDF)

Registered guests coming from outside of the central Ohio region, please complete a Pre-Trip form to provide us an estimate of your travel expenses. We will be happy to reimburse reasonable travel expenses associated with your visit, up to the limit provided.

  • Submit the completed Pre-Trip form here
    The form will be sent to Mark Cooper, MSE-WE Grad Coordinator, and Khadija Abdelhadi, MSE-WE Fiscal Officer. 
  • The Pre-Trip form is to be submitted at least three weeks before travel.
  • Airfare or car rental costs must be approved prior to purchase in order to qualify for reimbursement. 

Guests are to submit the Pre-Trip form prior to purchase airfare or car rental. Approval to purchase airfare or car rental will be provided quickly following review of the Pre-Trip estimates.
 

Important:

  • Pre-approval of travel expenses is required! Guests are to receive approval before purchase of airfare or car rental. It is important to understand what will be reimbursed, please see sections below.
  • Reimbursement will only be provided to guests who attend the entire event (i.e., both days). The purpose of the event is provide guests with an overview of the graduate programs in MSE & WE. Thus absence from a significant portion of the event hinders the guest's full understanding of our program.
  • Travel cancellation insurance. The MSE department will not reimburse a guest for travel expenses if s/he is unable to attend the Overview due to a canceled flight and/or poor weather. Travel cancellation insurance can be purchased for a relatively low cost. Please note, though, that this expense will not be reimbursed by our department as it is an optional expense.
  • Illness--Reimbursement will not be provided if the guest misses the event due to illness.
  • Lowest reasonable--Our department follows the OSU Travel Policy (view policy, PDF). On the whole, this policy seeks to reimburse the "lowest reasonable" travel expenses incurred by our guests. Thus the reimbursement amount will match the most cost effective method of travel (airfare, rental car, personal auto).
    • Airfare--Reimbursement for Economy class seating only. The university's policy is to reimburse guests for "Economy" class airfare seating. Seating that is Economy Plus, Business, or First Class will not be reimbursed.
    • Car rental--Style or type of vehicle is limited by University policy to the least expensive model that meets the need. By default this is equates to Economy class.
    • The purpose of reimbursement is simply to aid in off-setting the financial burden of your travel. The university takes a very close look at the receipts submitted and evaluates what expenses were required to get a guest to and from the event; amounts beyond those deemed necessary to attend will not be approved.
  • Your reimbursement request must be received by Monday, April 22, 2024.  Following the Overview we will provide instructions on how to submit a Post-Trip form and receipts.
     

Accordions

Lodging

The MSE department will provide lodging to registered guests coming from outside the central Ohio region (details below).

Travel

Financial assistance to reimburse visit costs is available to invited guests who attend both days of the event. Invited guests qualify for reimbursement of up to $700 in travel costs. The general guideline we follow is to reimburse the lowest reasonable cost for travel.

  • Costs that qualify for reimbursement include reasonable air fare, taxi/ride service fees, parking costs, tolls, fuel costs, and full or partial mileage. Car rental to drive to and from OSU--from a home address within a 5-hour drive of the Columbus area--may be reimbursed if rented using the OSU preferred vendors (more in Driving below).
  • Costs that do not qualify include travel cancellation insurance, charges made to a room, checked bags, car rental through a non-OSU approved vendor, excessive fees paid for air fare or mileage, and additional charges (room service, pay-per-view, etc.) made to the hotel room.

 

 

 

 

Questions?

Feel free to contact Mr. Mark Cooper, MSE / WE Graduate Studies Coordinator, with any questions you may have.