Per the Travel Policy , all cash advances must be reconciled and substantiated within 30 days of completion of the trip. If a trip is cancelled, the traveler must repay the cash advance immediately.
To appropriately reconcile a cash advance, the traveler’s receipt documentation should be processed via an expense report that is linked to the approved spend authorization in order for the expenses to post against the cash advance balance. If all receipt documentation has been submitted and there are unused funds remaining, the traveler is expected to repay the University for the outstanding balance by check. For questions on the reconciliation process, contact the Travel Office at travel@osu.edu or 614-292-9290.
If unused funds are unable to be returned or reconciled, units are advised to consult with their fiscal support staff and/or service center to determine next steps. For unique circumstances or accounting issues that do not require utilizing the recoupment process, please reach out to the Controller’s Office ( bf-ctlaccounting@osu.edu ) for further assistance. If recoupment is applicable, the unit is responsible for initiating the process. A change was made to production the week of 3/18 so that this can now be accomplished via customer invoice. Instructions can be found in the Cash Advance Process job aid located in the Administrative Resource Center (ARC).
The University Travel Office is offering Information Sessions to provide guidance and resources to assist with planning and arranging business travel.
Join the Cash Advances information session on Tuesday, April 2 (10 a.m. - 11:30 a.m.). Check out the full Business and Finance Travel article for more details and links for joining the session. More Information Sessions to be announced for 2024.
For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
Spend Authorizations and Expense Reports now permit the designation of a specific position for payees who hold spl it positions. The new "Position" field will only be visible on the header of the Spend Authorization or Expense Report when the payee is a worker with spl it positions. Selection of a position will designate the default worktags on the lines, drive the business process approvals, and ensure that the correct manager receives the notification when a spend authorization is created. If the position designation is changed after lines are entered on the Spend Authorization, the default worktags for that position will only apply to new lines and no overrides to information already populated will occur. When a Spend Authorization with a position designation is linked to an Expense Report, the position designation will automatically populate and cannot be changed, ensuring position consistency across both transactions.
For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
The University Travel Office is offering Information Sessions to provide guidance and resources to assist with planning and arranging business travel.
International Travel information session, Tuesday, February 27 - (10 a.m. - 11:30 a.m.) - Check out the full Business and Finance Travel article for more details and links for joining the session. Combining Business with Personal Travel information session, Tuesday, March 5 - (10 a.m. - 11:30 a.m.) - following normal Travel Office Hours discussions. Check out the full Business and Finance Travel article for more details and link for joining this session.
More Information Sessions to be announced.
For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
Effective January 1, 2024 , the mileage reimbursement rate will increase from 65.5 cents per mile to 67 cents per mile for all business miles driven from January 1, 2024, through December 31, 2024.
Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.
Administrators should advise travelers to exercise caution when working in the Expenses Hub. Upon selecting the “Actions” button for Spend Authorizations, the banner action prompt and other instructional text should be reviewed before selecting “Ok” to confirm the correct business process is initiated.
Spend Authorizations that have been prematurely closed are unable to be restored to “Approved” status and will not allow Expense Reports to be linked to the Spend Authorization. If a Spend Authorization has been closed in error, the Spend Authorization number should be referenced in the memo or comments of the Expense Report and a new Spend Authorization should not be submitted.
This issue has been added to the Enterprise Business Solutions (EBS) gap list for consideration and improvement by Workday. For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
Please be advised that the MS Teams link for Travel Office Hours has been updated. Participants should use the new link to attend future office hours (beginning October 2023).
Travel Office Hours are held on the first Tuesday of every month from 10 - 11:30 a.m. Participants will review current travel updates (industry, system, policy or supplier information), observe demos of Workday travel processes and/or how to use travel suppliers for booking, and ask questions regarding guidance for policy/system issues.
How to join? Use the Teams link available in the Travel Office Hours post on the Business and Finance site.
The "Find Credit Cards – OSU" report is designed to provide departments and colleges with a listing of PCards by Cost Center and Cost Center Hierarchy Level 6. Cost Center and Cost Center Hierarchy Level 6 are assigned to each card by the PCard Office based on the Cost Center provided on the PCard Application or subsequent PCard Maintenance Forms.
See the Report Inventory information available on the Business and Finance site for a current list of security roles required for this and other reports.
The logic for Cost Center Hierarchy Level 6 and Cost Center has been updated to provide units with visibility to all Credit Card Transactions for their area, including those assigned to External Committee Members.
These fields and report prompts have been mapped using text fields to the Cost Center number and corresponding Cost Center Hierarchy Level 6 that was provided on the PCard Application instead of the Cost Center currently assigned to the Expense Payee or Card Manager for the transaction.
The PCard Office is now offering an additional training course titled, PCard Use and Responsibilities . This is a more comprehensive training option than the PCard Overview course offered at BuckeyeLearn.
This live and interactive course is designed for Cardholders, Card Managers, Card Users, and individuals that support the PCard transaction expense process. The course provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement.
