Navigating business travel at a large university like Ohio State University (OSU) can seem complex, but OSU provides comprehensive resources to ensure smooth and efficient travel arrangements. Many employees search for a “University Travel Agency Osu” when seeking support for their travel needs. While OSU may not operate a traditional travel agency in the conventional sense, BuckeyeLearn, OSU’s learning and development platform, serves as your central hub for all business travel training and guidance. This article will walk you through the essential training programs and job aids available to make your OSU business travel experience seamless.
Comprehensive Travel Training at BuckeyeLearn
Ohio State University is committed to supporting its employees in every aspect of their work, including business travel. BuckeyeLearn offers a structured curriculum designed to equip OSU employees with the knowledge and tools necessary for effective business travel planning, booking, and expense management. Whether you are a frequent traveler, occasionally arrange travel for others, or are new to OSU, BuckeyeLearn has training resources tailored to your needs.
Online Introductory Course: Business Travel at OSU
For those seeking a quick and efficient overview, the Introduction to Business Travel at OSU online session is an excellent starting point. This concise, 10-minute module provides a high-level introduction to OSU business travel policies, essential resources, and directions for accessing further assistance. It is particularly beneficial for new employees or those with limited time who need a foundational understanding of OSU travel procedures.
In-Depth Online Curriculum: Business Travel Life Cycle
Employees who frequently travel or routinely manage travel arrangements will find the Business Travel Life Cycle Training curriculum invaluable. This self-guided online program is divided into four modules, comprehensively covering each stage of the travel lifecycle:
- Travel 1: Planning Business Travel (20 minutes): Learn the initial steps in planning your trip, aligning with university policies and best practices.
- Travel 2: Requesting Business Travel Authorization (30 minutes): Understand the process for requesting and obtaining necessary travel authorizations within OSU’s systems.
- Travel 3: Booking and Arranging Business Travel (20 minutes): Master the tools and procedures for booking flights, accommodations, and other travel arrangements efficiently.
- Travel 4: Expensing Business Travel (25 minutes): Gain expertise in properly documenting and submitting travel expenses for reimbursement, adhering to OSU guidelines.
You can choose to complete the entire curriculum or select individual modules based on your specific training requirements.
Live and Interactive Business Travel Life Cycle Training
For a more engaging and comprehensive learning experience, the Live & Interactive Business Travel Life Cycle Training course is highly recommended. This instructor-led virtual or classroom course expands upon the online curriculum, providing in-depth guidance, live demonstrations, and opportunities for participant interaction. Spanning five segments, this course is ideal for frequent travelers, travel arrangers, and those involved in administering business travel processes. Participants will need Microsoft Teams with audio/video/chat capabilities to attend virtual sessions.
Expenses Hub and Quick Expense Training
Navigating expense reporting is a crucial aspect of business travel. BuckeyeLearn offers focused training on Workday’s expense management tools:
- Expenses HUB Overview: This short video provides a clear overview of the Expenses Hub in Workday, your central platform for managing personal expense-related tasks and transactions.
- Quick Expense: Emailing and Mobile Scanning: This 7-minute training teaches OSU employees how to efficiently upload receipts into Workday using the Quick Expense feature, streamlining expense reporting and PCard reconciliation.
Essential Job Aids for OSU Business Travel
Beyond structured training courses, BuckeyeLearn and the Administrative Resource Center offer a wealth of job aids to assist you with specific travel-related tasks within Workday and Concur.
Workday Job Aids
Workday is OSU’s central system for administrative tasks, including travel authorizations and expense reports. Job aids are available to guide you through various Workday processes:
Authorization:
- SA – Create a Spend Authorization
- SA – Find and View Spend Authorization
- SA – Edit or Change Spend Authorization
- SA – Cancel or Close Spend Authorization
- ECM – Find|Create|Change an External Committee Member
Expense and Reimbursement:
- ER – Create an Expense Report (Travel)
- ER – Find and View Expense Report
- ER – Edit or Change Expense Report
- ER – Cancel an Expense Report
- ER – Find Reimbursement Payment Information
- Quick Expense Process
For additional Workday Job Aids, visit the Administrative Resource Center.
Concur Booking Tool Job Aids
Concur is OSU’s preferred online booking tool for travel arrangements. These job aids will assist you in using Concur effectively:
- Completing Concur Profile
- Booking Airfare for Another Employee
- Assigning Travel Assistant
- Booking Airfare for a Guest
- Booking Airfare for Yourself
- Changing or Canceling Airfare
General Travel Job Aids
These general job aids provide guidance on broader travel-related processes:
- Cash Advance Process
- Repayment Process for Personal Expense Charged to University Payment Tools (PCard)
- Running Historical eTravel data in Tableau
By leveraging the training courses and job aids available through BuckeyeLearn and the Administrative Resource Center, OSU employees can confidently manage their business travel, ensuring compliance and efficiency. While there isn’t a dedicated “university travel agency osu,” these resources collectively function as your comprehensive support system for all OSU travel needs.
