OPEnS Field Work and Travel Checklist

Prior to any travel and/or field work:

1. Review OSU Travel Policies.
2. Setup your profile in Concur. See profile setup instructions document and video.
3. If traveling off-campus to do field work:
   1. Review OSU EH&S Remote Field Work Safety Guide
   2. Fill out and submit Remote Fieldwork Safety Plan to Cara at least 3 business days prior to travel
   3. Fill out the NSF Fieldwork Safety & Inclusivity Plan
4. If driving off campus on behalf of the University (in personal or rented vehicles), complete the following prior to first trip - allow at least 1 business day for this process:
   1. Verify eligibility to rent a vehicle
   2. Fill out and submit to Jennifer Cohen the OSU Motorpool Driver Authorization Form
      • Department: Biological and Ecological Engineering, 116 Gilmore Hall
5. If traveling outside of Oregon, fill out the Pre-Trip Travel Request in Concur. See pre-trip process document and video.
6. Make vehicle, accommodation, and conference reservations through Concur. See documentation. Or, if driving inside Oregon, make vehicle reservation through Motor Pool.

During your trip:

• Keep track of receipts.
• If doing field work, follow all procedures specified in field safety plan include daily checking in and out

After your trip:

• Fill out and submit a travel expense report via Concur portal.
  • See process document and video.
• Report any safety concerns, unexpected events, or complications to Cara
• Failure to report accidents, safety-related events, or unexpected incidents that caused harm to persons, damage to property, or had potential to cause harm or damage, could result in termination from the lab.

Examples

• On-campus: no documentation needed
• Off-campus, single day, inside Oregon field work with driving: driver authorization and mileage reimbursement/vehicle rental. See #1-5, 7
• Off-campus, multi-day, inside Oregon field work with driving: driver authorization, mileage reimbursement/vehicle rental, accommodations, per diem. See #1-5, 7
• Off-campus, multi-day, outside Oregon field work with driving: driver authorization, mileage reimbursement/vehicle rental, accommodations, per diem, travel pre-approval. See #1-7
• Off-campus, multi-day, outside Oregon conference without driving: accommodations, per diem, travel pre-approval. See #1-3, 6-7