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OSU Extension

College of Food, Agricultural, and Environmental Sciences


Section VII: Academic Department Information

OSU Extension supports academic departments through funding for faculty and staff as well as operating funds. Given ongoing budget challenges for multiple entities within the college, Extension administration authorizes departments to retain all funds generated through cost recovery efforts. It is expected that academic departments will reinvest funds generated to address the Extension mission as well as the core mission of the department.

Travel Costs for Program Support by State Specialists and Extension Associates

Charging for On-Site Visits and Individualized Instruction

To keep communication lines open and foster sound working relationships, we highly encourage department and center faculty and staff to inform county educators when they are making visits to local producers and businesses or providing programs that the educator may not be involved in facilitating. The educator may have later contact with the client and needs to be aware of what assistance or advice was provided.

User Fees for Programs

  1. When specialists are asked to travel and present as part of an OSU Extension program, each specialist's home unit should use existing funds to cover specialist travel and other expenses.

    State cars are available for specialist/Extension associate use for travel to conduct programs. An option exists for the use of OARDC state cars for Extension business, at a reduced mileage rate which will be charged back to the unit – resulting in savings to the department and individual travel budgets.* Click here for more information about using university cars. (March 8, 2012 – Extension Administrative Cabinet decision)

    *It is intended that university vehicles are used only for short trips, not multi-day trips.  

  2. All Extension faculty and staff charge user fees on a selected basis for programs. Department faculty and staff may be involved in teaching Extension programs for which state program fees exist (e.g. pesticide applicator recertification training; child care provider training; CarTEENS). OSU Extension expects department faculty and staff to follow the same cost recovery guidelines as county Extension educators when state program fees are applicable. They should follow the OSU Extension Cost Recovery Guidelines and determine fees using the public good/private good continuum. Specialists and Extension associates are encouraged to work with field personnel during the planning stages of a program to build appropriate costs into registration fees for county or regional programs. Department faculty and staff are responsible for setting fees for Extension programs that are initiated from campus.

  3. On-site visits to agricultural production operations, companies, or one-to-one teaching in Ohio by individual Extension faculty or staff is a common activity. A one-time visit per year for problem solving will result in no costs to the operation's owner; and such a visit should be made with service providers (e.g. veterinarians, feed company personnel, lending officer, etc.) and/or county Extension personnel. Multiple visits or extensive investments of time for providing ongoing recommendations for problem solving or providing educational training requires full cost recovery to the department. Departments are responsible for setting fees and managing payment through invoicing and collection of funds. Departments will need to assume the cost of the no-cost visits from funds generated through other cost recovery efforts. Departments also must ensure that university and college fiscal guidelines are followed in managing user fees. An invoice template is available on the CFAES Finance Office website at

  4. On-site visits to non-Ohio firms or persons outside of Ohio may be regarded as professional consulting according to OSU Extension's policy on Work Outside the University.

Updated – January 2014 (section I)
Revised – November 2016 (section VII), per OSU Extension Administrative Cabinet decision