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<div class=""> <b class="" style="text-align:center">Message regarding the University and Departmental response to COVID-19</b></div>
<p class="x_MsoNormal" align="center" style="text-align:center">Category: Administrative Information - #2</p>
<span class="" style="font-size:12.0pt; font-family:"Calibri",sans-serif"><span class="x_Apple-tab-span" style="white-space:pre"></span> Date: March 11, 2020</span>
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<div class=""><font face="Calibri, sans-serif" size="3" class=""> Dear all, </font></div>
<div class=""><font face="Calibri, sans-serif" size="3" class=""><br class="">
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<div class=""><font face="Calibri, sans-serif" size="3" class=""> I am forwarding this message in its entirety. It is additional information regarding travel. There are two key elements:</font></div>
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<li class=""><span class="" style="font-family:Calibri,sans-serif; font-size:medium">There are instructions regarding the cancelation of previously scheduled trips between now and April 20th. Please look through those if you have such a trip.</span></li><li class=""><font face="Calibri, sans-serif" size="3" class="">New essential business travel between now and April 20th must be approved the Exec. Dean Ritter. Level-2 travel approval is being pulled out of the departments and be managed centrally. </font></li></ul>
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<div class=""><font face="Calibri, sans-serif" size="3" class=""> -Brian </font></div>
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<span class="" style="font-size:1pt; color:rgb(51,51,51)">The Ohio State University</span></div>
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<span class="" style="font-size:11.5pt; font-family:Arial,sans-serif; color:rgb(187,0,0)">OFFICE OF BUSINESS AND FINANCE</span></div>
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<span class="" style="font-size:13pt; font-family:Arial,sans-serif; color:rgb(51,51,51)">Michael Papadakis<br class="">
Senior Vice President and CFO</span></p>
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<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">The following summarizes the temporary travel guidelines and approval process, as instructed by the recent<span class="x_Apple-converted-space"> </span><a href="https://e.osu.edu/eoa/uo0GJUsG5f/" class="" style="color:purple; text-decoration:underline">announcement
from President Drake</a>.</span></p>
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<em class=""><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Effective immediately and until further notice, all university-sponsored international travel is suspended. This includes new travel as well as any currently
booked trips between now and April 20.<span class="x_Apple-converted-space"> </span></span></em><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)"></span></p>
<p class="" style="margin-right:0in; margin-left:11.25pt; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<em class=""><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">University-sponsored domestic air travel will be limited to business essential travel and will be approved on an as-needed basis. This includes new travel
as well as any currently booked trips between now and April 20.</span></em><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)"></span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Business essential travel is defined as travel that is absolutely necessary to the mission of the university, can only be completed by the traveler’s physical presence
and does not create an unacceptable health hazard. Conference attendance and presentations are not generally considered essential travel.</span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">If you believe your travel is essential, it must be approved by the senior leader in your area: Dr. Hal Paz for the Wexner Medical Center; the Deans for each College
and the Senior Vice President/Vice President for each Support Unit. Kay Wolf will approve Dean travel; and Katie Hall will continue to approve Cabinet-level travel.</span></p>
<h3 class="" style="margin-right:0in; margin-left:0in; font-size:13.5pt; font-family:Calibri,sans-serif; font-weight:bold; line-height:21pt">
<span class="" style="font-size:16.5pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Updated Travel Process</span></h3>
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<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Effective March 10, 2020, all new and current<span class="x_Apple-converted-space"> </span><a href="https://e.osu.edu/eoa/K4wwDhidE8/" class="" style="color:purple; text-decoration:underline">eTravel</a><span class="x_Apple-converted-space"> </span>requests
will workflow through the<span class="x_Apple-converted-space"> </span><a href="https://e.osu.edu/eoa/AmorNnnPUm/" class="" style="color:purple; text-decoration:underline">Travel Office</a>, who will administer the approval process.</span></p>
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<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">To manage this process, the following temporary adjustments of approval levels will be applied:</span></p>
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<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)"><span class="">1.<span class="" style="font-style:normal; font-variant-caps:normal; font-weight:normal; font-size:7pt; line-height:normal; font-family:'Times New Roman'"> <span class="x_Apple-converted-space"> </span></span></span></span><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">All
current College/Unit approvers who typically are responsible for reviewing and validating travel on behalf of their College/Unit will be relegated in the eTravel system to a Level 1 approval level.<span class="x_Apple-converted-space"> </span></span></div>
<div class="" style="margin:0in 0in 0.0001pt 0.5in; font-size:11pt; font-family:Calibri,sans-serif; text-indent:-0.25in; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)"><span class="">2.<span class="" style="font-style:normal; font-variant-caps:normal; font-weight:normal; font-size:7pt; line-height:normal; font-family:'Times New Roman'"> <span class="x_Apple-converted-space"> </span></span></span></span><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">The
Travel Office will administer the approval process and be designated a Level 2 approver in the system in order to support the executive Level 2 approvers. Level 2 approvers will be: Dr. Hal Paz for the Wexner Medical Center; the Deans for each College; the
Senior Vice President/Vice President for each Support Unit; Kay Wolf will approve Dean travel; and Katie Hall will continue to approve Cabinet level travel.<span class="x_Apple-converted-space"> </span></span></div>
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<span class="" style="font-size:16.5pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Cancellation Procedures for Upcoming Travel</span></h3>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Business travel currently scheduled and approved through April 20, 2020, should be canceled. If you believe your trip to be essential, it will need to be resubmitted
through<span class="x_Apple-converted-space"> </span><a href="https://e.osu.edu/eoa/LzEf3wBYRz/" class="" style="color:purple; text-decoration:underline">eTravel</a><span class="x_Apple-converted-space"> </span>for reapproval. Cancellation is the responsibility
of the traveler or their designee.</span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">In order to cancel your scheduled travel, please work with the various vendors in the same manner that the trip was booked/purchased.</span></p>
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<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">For example:</span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<strong class=""><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Contact the conference organizer.</span></strong><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)"><span class="x_Apple-converted-space"> </span>They
should give you direction on how to obtain a refund of your conference fees. They would also be able to cancel your hotel if booked through the conference registration process.</span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<strong class=""><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Contact our travel management agency, Corporate Travel Planners (CTP)</span></strong><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">.
CTP will advise if the airline has issued a cancellation waiver for your destination. Most waivers only cover the change fee and for a specific date range. If there is not a cancellation waiver, your unused airline ticket will go into your travel profile,
within Concur, for future use. All airline change fees will be assessed once you use the ticket. Airline tickets are valid for one year from the date of issue.</span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<strong class=""><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Contact the hotel to cancel your reservation.</span></strong><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)"></span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">If you are part of a group or Athletic travel, work with your department to understand the actions the department is taking to manage the group travel as a package.<span class="x_Apple-converted-space"> </span></span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">We request that you document the results of your cancellation efforts in<a href="https://e.osu.edu/eoa/0kHAu35x2S/" class="" style="color:purple; text-decoration:underline">eTravel</a>.<span class="x_Apple-converted-space"> </span></span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">The Travel Office recommends you do your research before investing in trip cancellation insurance. Most policies do not cover epidemics and pandemic events as an insurable
event.</span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">If you have questions related specifically to travel, please contact University Travel Office at<span class="x_Apple-converted-space"> </span><a href="mailto:travel@osu.edu" class="" style="color:purple; text-decoration:underline">travel@osu.edu</a>.
For all other questions or concerns related to coronavirus, please contact<span class="x_Apple-converted-space"> </span><a href="mailto:coronavirus@osumc.edu" class="" style="color:purple; text-decoration:underline">coronavirus@osumc.edu</a><span class="x_Apple-converted-space"> </span>or
visit the<span class="x_Apple-converted-space"> </span><a href="https://e.osu.edu/eoa/QB7E7OtkpV/" class="" style="color:purple; text-decoration:underline">website</a><span class="x_Apple-converted-space"> </span>for updates and other information.<span class="x_Apple-converted-space"> </span></span></p>
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<span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Sincerely,</span></p>
<p class="" style="margin-right:0in; margin-left:0in; font-size:12pt; font-family:'Times New Roman',serif; line-height:21pt">
<strong class=""><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)">Michael Papadakis</span></strong><span class="" style="font-size:13pt; font-family:Helvetica,sans-serif; color:rgb(51,51,51)"><br class="">
Senior Vice President and CFO<span class="x_Apple-converted-space"> </span></span></p>
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<b class=""><span class="" style="font-size:10.5pt; font-family:Arial,sans-serif; color:rgb(51,51,51)">© 2020 | Office of Business and Finance</span></b></div>
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<span class="x_applelinksdark1" style="color:rgb(51,51,51)"><span class="" style="font-size:10.5pt; font-family:Arial,sans-serif">190 N. Oval Mall, Columbus, Ohio 43210</span></span><b class=""><span class="" style="font-size:10.5pt; font-family:Arial,sans-serif; color:rgb(51,51,51)"></span></b></div>
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<span class="" style="font-size:9pt; font-family:Arial,sans-serif; color:rgb(102,102,102)">The Ohio State University</span></div>
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<img border="0" width="1" height="1" id="x__eoa_img" src="https://f2knny64gv.eoapxl.com/f2KNnY64gV/" alt="https://f2KNnY64gV.eoapxl.com/f2KNnY64gV/" class="" style="width:0.0104in; height:0.0104in"></div>
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<span class="" style="font-family:Helvetica; font-size:18px; font-style:normal; font-variant-caps:normal; font-weight:normal; letter-spacing:normal; text-align:start; text-indent:0px; text-transform:none; white-space:normal; word-spacing:0px; float:none; display:inline!important">_______________________________________________</span><br class="" style="font-family:Helvetica; font-size:18px; font-style:normal; font-variant-caps:normal; font-weight:normal; letter-spacing:normal; text-align:start; text-indent:0px; text-transform:none; white-space:normal; word-spacing:0px">
<span class="" style="font-family:Helvetica; font-size:18px; font-style:normal; font-variant-caps:normal; font-weight:normal; letter-spacing:normal; text-align:start; text-indent:0px; text-transform:none; white-space:normal; word-spacing:0px; float:none; display:inline!important">Deans
mailing list</span><br class="" style="font-family:Helvetica; font-size:18px; font-style:normal; font-variant-caps:normal; font-weight:normal; letter-spacing:normal; text-align:start; text-indent:0px; text-transform:none; white-space:normal; word-spacing:0px">
<a href="mailto:Deans@lists.osu.edu" class="" style="color:purple; text-decoration:underline; font-family:Helvetica; font-size:18px; font-style:normal; font-variant-caps:normal; font-weight:normal; letter-spacing:normal; orphans:auto; text-align:start; text-indent:0px; text-transform:none; white-space:normal; widows:auto; word-spacing:0px">Deans@lists.osu.edu</a><br class="" style="font-family:Helvetica; font-size:18px; font-style:normal; font-variant-caps:normal; font-weight:normal; letter-spacing:normal; text-align:start; text-indent:0px; text-transform:none; white-space:normal; word-spacing:0px">
<a href="https://lists.osu.edu/mailman/listinfo/deans" class="" style="color:purple; text-decoration:underline; font-family:Helvetica; font-size:18px; font-style:normal; font-variant-caps:normal; font-weight:normal; letter-spacing:normal; orphans:auto; text-align:start; text-indent:0px; text-transform:none; white-space:normal; widows:auto; word-spacing:0px">https://lists.osu.edu/mailman/listinfo/deans</a></div>
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