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OSC Union Funded Travel

The Office of the State Comptroller (OSC) administers funds for travel reimbursements applicable to certain collective bargaining units. A list of participating bargaining units along with the corresponding department code needed to complete an OSC Travel Authorization is listed below.

Department Coding Per Bargaining Unit

Bargaining Unit   Department
NP-2 Maintenance Service OSC15924
NP-3 Administrative Clerical OSC15927
NP-5 Protective Services OSC15931
NP-6/P-1 Paraprofessional & Prof Health Care OSC15933
P-5 Administrative & Residual OSC15949

Please note that these funds are managed by the Office of the State Comptroller, NOT the SCSU travel office. While the requirements are similar (submission of a TA, reconciliation of the TA after the trip), the forms required by the Comptroller's office are NOT the same as what is required by SCSU. The following are the specific forms required by the Comptroller's office:

Prior to Travel

1. Employee completes a travel authorization form, CO-112, four (4) weeks prior to actually traveling. Failure to do so could result in the travel authorization not being approved. The following information must be completed on the form:

  • Date of Request
  • Business Unit Name and Address to which form should be returned – SCSU, 501 Crescent Street, New Haven, CT 06515
  • Business Unit Number – BOR85000 (identifies SCSU)
  • Telephone Number – 203-392-5455 (Travel Office)
  • Employee Name
  • Employee Number (May be found on your pay stub. This is NOT your SCSU ID#)
  • Title
  • Collective Bargaining Identification (Specify Bargaining Unit Number from options above)
  • Work Telephone
  • Official Duty Station (Dept @ SCSU)
  • Itinerary
  • Dates of Travel (From and To)
  • Miscellaneous Information
  • Parking Permit Requested - Yes or No
  • Object and Necessity of Travel (Attach substantiating documents)
  • Type of Transportation
  • Total Cost (itemized all costs)
  • Fund - 11000
  • Department - (See pg 1 of these instructions. Code depends on appropriate bargaining unit)
  • SID - 12016
  • Program - 13003
  • Account - 50780 - In state travel
  • 50790 – Out of state travel
  • 50800 – Employee Mileage
  • Project/Grant – OSC_NONPROJECT
  • Budget Reference – Fiscal year that the expense belongs to
  • Signature of the employee and date
  • Signature of Supervisor or Division Head or Director or Dean, etc.... and date
  • Signature of Business Unit Head or Authorized Agent and date (The authorized Business Unit head is Lise Brule, University Controller)

2. The completed CO-112 is submitted to the SCSU Travel Office who will review the TA and will assign a TA number. Please note: Prior union approval must be obtained for NP-2, NP-3 and NP-5 and must accompany the CO-112.

3. The authorized travel will then be forwarded to the Office of the State Comptroller – Reimbursement Unit, 3 weeks prior to the actual travel date. If an error is found by the Reimbursement Unit, the documents will be returned to SCSU for correction.

4. The OSC Travel Reimbursement Unit accounts for the individual union funds available for each collective bargaining contract. Once funds are exhausted, SCSU will be notified.

5. Any approved or disallowed travel authorization will be returned to SCSU.

After Travel has Occurred

1. After travel has been taken, the employee completes the CO-17XP-PR form for reimbursement. Complete the following information on the CO-17XP-PR.

  • Employee number (Core # - May be found on your pay stub)
  • Employee name and address
  • Earning Code – NRI - Non-reportable in state travel
  • NRO - non reportable out-of-state travel
  • NRM - non reportable Mileage Amount – Total Reimbursement
  • Amount charged to each funding source (if more than one)
  • Department - (See pg 1 of these instructions. Code depends on appropriate bargaining unit
  • Fund - 11000
  • SID - 12016
  • Program - 13003
  • Account - 50780 In state travel
  • 50790 – Out of state travel
  • 50800 – Employee Mileage
  • Project/Grant – OSC_NONPROJECT
  • Budget Reference – Fiscal year that the expense belongs to
  • Payee's signature and date Supervisor's Signature and date
  • Employee's Expenditures (Itemized)
  • Department – Employee's Department Name
  • Travel Authorization Number
  • Period Covered (From/To) - Month, Day and Year
  • Signature – Head of Expending Department (Lise Brule, University Controller)

2. All documentation is submitted to the SCSU Travel Office.

3. If the actual travel expense exceeds the originally authorized dollar amount by more than 10%, a revised Travel Authorization CO-112 must be completed. New signatures are required. "Revised" must be written on the new CO-112 and "Rev" added to the end of the travel authorization number.

4. If the actual travel expense is less than the originally estimated amount or exceeds the originally authorized dollar amount by less than 10%, the necessary changes must be made on the originally approved Travel Authorization CO-112 which was returned to the agency. "Revised" must be written on the CO-112 and "Rev" added to the end of the travel authorization number.

5. The revised Travel Authorization CO-112 must be submitted to the SCSU Travel Office who will review and forward to the State Comptroller's Office - Travel Reimbursement Unit for approval. The revision will be recorded and a copy will be returned to SCSU with the Comptroller's approval. The corrected Travel Authorization CO-112 form with the Comptroller's approval will be the copy SCSU must submit with the reimbursement request.

6. The OSC Travel Reimbursement Unit will review the documentation as submitted. If an error is found, the documents will be returned to the agency for correction. If approved, the documents will be authorized for payment. The travel reimbursement will be received in the employee's bi-weekly paycheck and will be identified separately.