NewsLink Articles
Spend Authorization Mass Close
Beginning in July 2022 and annually thereafter, the Travel Office will be conducting the Spend Authorization Mass Close process to release pre-encumbrances on aged Spend Authorizations.
Eligibility for mass closure is based on the return date on the Spend Authorization header being at least 1 year prior to the Mass Close process date (e.g., any Spend Authorization with a return date of July 2021 or before).
To ensure proper closure of open and aged Spend Authorizations, units must take the following actions by July 15:
- Cancel any “draft” or “in progress” Spend Authorizations that are not intended for approval
- Cancel any “draft” or “in progress” Expense Reports that are not intended for approval
Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.
Airfare Expense Report Processing
Beginning July 1, 2022, the Travel Office will absorb the process of expensing airfare transactions purchased through Corporate Travel Planners (CTP) or Concur. This does will NOT include Athletics or Group airfare transactions.
The Service Center (UNIV) or Cost Center Manager (Health Systems) is responsible for:
- Changing Worktags (if applicable)
- Verifying any personal travel combined with business (including cost comparison adjustments)
- Reviewing for policy requirements
- Approving in a timely manner (including Traveler certification)
Expense Reports should not be cancelled or sent back for adjustments.
Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.
Schedule to Run the 120 Day Award Closeout Report To Reduce Run Time
With the volume of data now in Workday, users are experiencing system performance issues when running the 120 Day Award Closeout Report. We recommend users schedule the 120 Day Award Closeout Report to run during off-hours (in the evening, overnight, or during the weekend). Scheduling the report during non-peak hours will reduce the amount of time it takes to run the report. The report also remains available for viewing within Workday for the number of days you specify when scheduling the report.
Procurement Office Hours for FY23
The University Procurement/AP open Office hours will continue monthly through FY23. Each monthly session will be held at 1 p.m. on the third Thursday of each month. Use the MS Teams link to join.
Check the full NewsLink article to see the schedule.
"Credit Card Transactions – OSU" Enhancements
The "Credit Card Transactions – OSU" report has been enhanced to provide more flexibility and details to assist areas in researching and resolving unexpensed transactions. See the full NewsLink article for a summary of enhancements.
Policy Updates and Browser Cache
Many policies have been updated across Business and Finance, including minor revisions and substantive changes. Some people have reported seeing outdated policy documents due to information being saved in their web browser history. The policies.osu.edu site will show the last edit date of the policies, and the document that you view should have the same revision/edit date (found at the very bottom of the policy).
If you see an outdated revision, please use the steps shared in the full NewsLink article as a guide to clear old information from the browser.
Finance and Supply Chain Drop-In Office Hours
Two drop-in office hour sessions will be available in July. The sessions will be focused on year-end needs and allow units to stop in if there are questions related to finance or supply chain as we approach year-end close. No formal agenda or material will be presented.
- Drop-In Office Hours (Finance and Supply Chain) Session 1 of 2, Wednesday, July 6 from 1 - 2 p.m. Use the MS Teams link to join.
- Drop-In Office Hours (Finance and Supply Chain) Session 2 of 2, Tuesday, July 12 from 1 - 2 p.m. Use the MS Teams link to join.
"Find Spend Authorization Summary – OSU" and "Find Spend Authorization Details – OSU" Report Enhancements
Several enhancements have been applied to the "Find Spend Authorization Summary – OSU" and "Find Spend Authorization Details – OSU" reports to allow greater flexibility and clarification of report fields. See the full NewsLink article for a summary of changes to each report.
Buckeye Buy Login Screen New Search Options
A searchable listing of contracted suppliers in the Purchasing contract book is now accessible on the login screen to Buckeye Buy.
Contact BF-PRSM-OSU-PUR@OSU.EDU with questions about the contract book.
Mileage Rate Mid-Year Update - July 2022
In recognition of recent gasoline price increases, the IRS made this special adjustment for the final six months of 2022.
Effective July 1, 2022, the mileage reimbursement rate will increase from 58.5 cents per mile to 62.5 cents a mile for all business miles driven from July 1, 2022 through Dec. 31, 2022. Workday will be updated to ensure accurate expense report processing.
Contact the Travel Office at travel@osu.edu or 614-292-9290 with any questions about this change.