Tagged: Travel-PCard-Expense

Beginning November 1, 2026, important changes will take effect regarding rental vehicle insurance coverage for drivers aged 18-20 traveling on university business. Units and travelers are encouraged to adopt these requirements as soon as possible in advance of the effective date to avoid disruptions and ensure compliance.

Effective July 1, 2026, the mileage reimbursement rate will increase from 72.5 cents per mile to 76 cents per mile for all business miles driven from July 1, 2026, through December 31, 2026. Units and service centers may need to update tasks currently in Draft or In Progress status that were created before the July 23 system update where mileage was incurred for travel after July 1 to reflect the new mileage reimbursement rate. Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.

The Travel Office is updating its review process for travel-related cash advance requests to encourage more efficient and accountable use of university funds. Under the new process, cash advance requests will receive additional review, with PCard use prioritized whenever possible. For most routine business travel, expenses such as lodging and transportation can be covered with a PCard, and travelers with one-time needs may request a temporary GET PCard. While cash advances will remain available for unique business circumstances, unit leaders are encouraged to promote early travel planning and evaluate payment options in advance.

The Travel and Expense Offices will conduct a system cleanup of aged transactions to release encumbrances, improve performance, and remove outdated items. It's important to remember that all units are responsible for reviewing and managing outstanding transactions before the July 1, 2026 deadline. Note, please do not close, approve or modify any Expense Reports or Spend Authorizations from end of business on Monday, June 29, through the start of business on July 1. Doing so will cause accounting roll forward issues that result in incorrect financial balances for the year. See the full post for more details.

This is follow-up to a prior NewsLink posts about the process and workflow enhancements to the Travel, PCard, and Reimbursement processes in Workday. Informed by feedback from the President’s listening sessions, these updates coming from the Office of Business and Finance are designed to reduce administrative burden, simplify requirements, and improve the overall user experience. See the full post for details.

The Office of Business and Finance is pleased to share process and workflow enhancements, beginning with Travel, PCard, and Reimbursement processes in Workday. Informed by feedback from the President’s listening sessions, these updates are designed to reduce administrative burden, simplify requirements, and improve the overall user experience. See the full post for an overview of initial changes.

The Travel/PCard Office has implemented the Personal Expense Repayment Process. The updated process offers two options that will promote timely repayment, improve processing efficiency, and ensure responsible use of university funds. See the full post for details.

To support a more efficient and user-friendly process, updates to the PCard Tracking Log went into effect on February 20. See the full post for the "What's New" details along with helpful reminders.

Effective February 20, the business process workflow within the PCard Maintenance Request was modified to remove Cost Center Manager and Senior Fiscal Officer approvals for two specific maintenance selections: University Business Address Changes and PCard Cancellations. See the post for more details and a job aid link.

The university Travel Office will host a Group Travel Information Session on Tuesday, January 13, during the January Travel, PCard, and Expense Office Hours. The session will provide guidance with Workday tasks (e.g., Group ECM and Group SA), an overview of arrangement planning with ScholarTrip, post-travel reconciliation of GET PCard transactions, and more! See the full post for details and a link for joining.