Step 1:
Be accepted to a conference. Hooray!
*if this conference is not one of the big 3 (NCA, ICA, & AEJMC) you need to petition the GSC —> find out how to do this here
Step 2 :
Kylie Jackson will email to get a list of individuals who have been accepted to the conference. If you intend to attend, being on this list means you may be considered for additional funding if funding is available.
*Update: You are not able to submit the Spend Authorization (in Step 3) until you hear from Kylie about the department’s travel funding.
Step 3:
Submit a Spend Authorization through Work Day prior to travel and purchases: https://comm.osu.edu/travelpreapproval-instructions
- Technically, you can make purchases before and then list their exact cost on the Spend Authorization, but if you want to be sure everything is covered, it is best to submit and be approved with estimates prior to purchasing.
- This needs to include ALL estimates (with documentation) of all potential costs incurred by your conference travel. Include the following estimates: conference membership fee, conference registration fee, hotel estimates (either book now and provide receipt or get the rates for the conference hotel), flight estimates*, estimates for lyft/uber rides to and from the airport, rental car estimates.
- As of right now, you can book your own flight (save all receipts), but to be safe you can also use the university’s “travel agent” and book through Concur. Y
- Note that food is not covered by your funding.
- Note that you cannot edit your spend authorization after submitting it, so make sure to include everything when you submit it
Step 4
Book everything. Save receipts for EVERYTHING.
If you are splitting an AirBNB or hotel room, you will need to document that as well (e.g., cost of room and venmo payments to the person who made the reservation)
Step 5
After the conference, email Brandon Moore (moore.4566@osu.edu) all of your receipts. They will process them into an Expense Report.
Step 6
When prompted via email, approve your Expense Report on Work Day to receive your refund.