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 firstname.lastname@example.org 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.
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.
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.
The Travel Office is now offering an additional training course titled, Business Travel Life Cycle – Live and Interactive . This is a more comprehensive training option compared to other self-led courses offered through BuckeyeLearn, such as: (1) Introduction to Business Travel and (2) Online Business Travel Life Cycle Modules.
This course was developed specifically to provide interactive discussion and demonstrations for the 4 core steps in the business travel life cycle and is recommended for employees who travel frequently, employees who routinely arrange travel for others, and employees who administer business travel processes. The course covers all business travel for the University and the Health Systems and incorporates guidance for Individual, Group and Team travel.
Participants can choose the attendance method that suits their preference: In-Person (Classroom) or Virtual (Teams Meeting). Register through BuckeyeLearn .
The "Find Spend Authorization Summary – OSU" report has been enhanced to provide additional flexibility and insight into tracking the completion of the International Travel Acknowledgement of Understanding (AOU).
The fields listed below have been added to the report output.
"International AOU Required" - Shows "yes" if the Spend Authorization requires completion of the AOU questionnaire. "International Travel AOU Acknowledgement Date" - Shows the date selected on the questionnaire if completed. If the questionnaire has not yet been completed, this will be blank.
In addition, a checkbox has been added to the prompt (Spend Authorizations with International AOU Only), that when selected will only return results in the report that include an International Travel AOU questionnaire. To view only "in-process" Spend Authorizations, it is also recommended to use the status prompt filter as well.
Effective December 16, 2022, the International Acknowledgement of Understanding Form (AOU) will be launched in Workday as a Questionnaire step for the employee traveler (faculty/staff) to complete with a new Spend Authorization that includes an international destination in a Spend Authorization line. This will replace the DocuSign version that is currently hosted at the Travel Website. The International Acknowledgement of Understanding Form (AOU) was made a requirement for International Travel with the Travel Guidelines released in June 2021, following the university’s travel suspension due to COVID-19. See the full post for details.