Workday Update for Spend Authorization and Expense Report (Business Purpose)

Marie Peterson | November 30, 2022

Effective December 16, 2022, the Business Purpose drop-down menu on the header of the Spend Authorization and Expense Report will include updated selections.  Business Purpose selections will be grouped by type (e.g., PCard, Reimbursement-Non-Travel, Travel) and will be condensed to a more finite list that supports analytical review of the type of travel or expense. 

See the updated list of the new Business Purpose selections and their description of use:

  • PCARD – Disputed Transaction or Dispute Credit - All PCard transactions that are disputed for fraud and/or associated credit from dispute
  • PCARD – Non-Travel - All PCard  transactions for goods or services that are not associated with a Spend Authorization (Travel)
  • PCARD – Service Center PCard - All PCard transactions for goods or services that are not associated with a Spend Authorization (Travel) that are applied to a Service Center PCard
  • REIMBURSEMENT – Non-Travel - All business expenses reimbursed to a worker that are not associated with a Spend Authorization (Travel)
  • TRAVEL – Athletics Team - Travel related to Athletics Teams (can include staff)
  • TRAVEL – Blanket - Travel that meets the travel policy definition for blanket (e.g., gasoline, mileage, parking, rental car, tolls), and may be issued once per fiscal year for an individual
  • TRAVEL – Conference/Training - Travel that includes a conference, trade fairs, retreats, certification, training, and professional development
  • TRAVEL – Donor Event/Visit - Travel that includes meeting with donors, visiting donors or donor events
  • TRAVEL – Meeting - Travel that includes meeting with peers, colleagues, or other professionals.
  • TRAVEL – Recruitment - Travel for recruiting employees, students, or athletes
  • TRAVEL – Research - Travel for research (not exclusive to OSP funding)
  • TRAVEL – Special Event - Travel associated with a special event (e.g., bowl games, tournaments, student competition, et al)
  • TRAVEL – Student Group - Travel that includes 10+ (student, study abroad, student activity)

 

Business Purpose selections that are marked as inactive (after 12/16/22) will not permit submission upon entry of a new Spend Authorization or Expense Report.  If a Spend Authorization or Expense Report is already “In Progress” status with an inactive Business Purpose selection, an alert will prompt for a change to the Business Purpose to proceed with approval.

For questions, contact the PCard Office (pcard@osu.edu) or the Travel Office (travel@osu.edu)  or call 614-292-9290.

Tags: 
Travel and PCard