Tagged: Travel-PCard-Expense

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.

The Travel Office is offering two open working sessions to assist with Year-End responsibilities to ensure Expense Reports are completed and Spend Authorizations are cancelled and/or closed by the end of the Fiscal Year (June 30, 2023). Check out the full Business and Finance Travel post for more details and links for joining each session.

The PCard Office is offering two open working sessions to assist with year-end responsibilities to ensure PCard transactions are processed with an approved Expense Report by the end of the fiscal year (June 30, 2023). Check out the full Business and Finance PCard post for more details and links for joining each session.

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.

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.

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.

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:

The two Principal Investigator spend authorization and expense report notification improvements listed have been recently implemented.

• Spend authorization and expense report notifications were updated to include the grant numbers from the transactions.
• Expense report notifications will only be sent if there is not a linked spend authorization or if the expense report total is over $500 and the cost center is not CC10982: ERIK | Office of Sponsored Programs Administration.

To ensure transactions are not skipping the review/approval steps for Cost Center Managers and Department Leaders when a Cost Center Manager or Department Leader is initiating or having a transaction initiated on their behalf, the following alternate routing updates are being made in Workday. 

• Cost Center Manager steps will route to Cost Center Director when there is no Cost Center Manager to assign.
• Department Leader steps will route to Senior Fiscal Officer when there is no Department Leader to assign.