OHSU

Authorizations

Prior to Travel

The traveler should complete the Pre-travel Worksheet. This worksheet is for internal department use only. A completed worksheet will provide the travel coordinator with the information needed to make all of the necessary travel arrangements.

 

Domestic Travel by Car

Prior to trip:

  1. No preauthorization is required.

  2. Reserve a rental car if requested.

  3. Make lodging reservations, if requested, using traveler’s credit card. See the Lodging section of the Travel Handbook.

  4. If purpose of travel is to attend a conference, register the traveler for the conference. See the Conference Registration section of the Travel Handbook.

 

Reserve a Rental Car

  1. Call Azumano Travel at 866-291-0460 to reserve a rental car.
    -or-
    Call the Barbur Blvd. Branch Enterprise at 503-977-7700. Hours are 7:30am - 6:00pm M-F and 9:00am - 12:00 noon Saturday.

  2. Announce that you are calling from OHSU and want to reserve a vehicle.

  3. Traveler has the option of:
  • having the vehicle delivered and picked up on campus;
  • having Enterprise pick them up at an off-site location (including home); or
  • picking the vehicle up themselves at the nearest Enterprise location.
  1. The traveler should provide Enterprise with a driver's license and OHSU ID or business card. Traveler can opt to:
  • have rental costs charged to his/her credit card and request reimbursement from the department, or
  • give Enterprise the department mailcode at the time of rental and request direct billing.
  1. The Traveler should NOT to purchase rental car insurance. Travelers are covered under OHSU's travel and accident insurance policy while traveling on business.

Following return of the rental vehicle, if direct billing was requested, Enterprise will send the invoice directly to the department. Department fiscal authority will write "OK to pay", account string information and signature on the invoice and fax or mail to Accounts Payable, AD220.

See the Rental Car section of the Travel Handbook.

 

Domestic Travel by Train or Plane

Prior to trip:

  1. Make a reservation through Azumano Travel. See the “How to make Transportation Reservations”section below for detailed instructions.

  2. If the traveler requires a travel advance, complete a Disbursement Request form. See the Travel Advance section of the Travel Handbook. Fax disbursement forms to the OHSU Travel office at 4-2151.

  3. Reserve a rental car, if needed.

  4. Make lodging reservations, if requested, using traveler’s credit card. See the Lodging section of the Travel Handbook.

  5.  If purpose of travel is to attend a conference, register the traveler for the conference. See the Conference Registration section of the Travel Handbook.

 

How to Make Transportation Reservations

Contact OHSU’s contracted travel agency, Azumano Travel, at 866-291-0460 or online. 

Supply a Travel Authorization Number, an Alias that the reservation should be charged to, and an object code. Travel Authorization Numbers can be requested by completing the Travel Authorization Numbers Request form.

Object codes for travel are:

  • 6311 for Domestic travel
  • 6308 for Foreign travel
  • 6319 for Recruitment Non-Employee
  • 6321 Moving Expense – Non-taxable

Get clarification on Domestic/Canadian vs. Foreign travel.

Once the trip has been booked, a confirmation of the reservation will be faxed or emailed by Azumano.

 

Azumano Online Reservations

Follow the steps in the Self Registration guide to register yourself and any other employees that you coordinate travel for.

For step-by-step instructions on how to create a personal profile or make a travel reservation, refer to Azumano’s Quick Reference Guide.

Note: Employees are not required to make air and rail reservations through OHSU’s contracted travel agency. Employees are encouraged to use other resources such as the Internet if a cost savings can be realized.

RESOURCES

Find the form, guidelines, or policy you're looking for in our Travel Forms & Policies section.

OHSU Travel Policy