Tagged: Travel-PCard-Expense

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.  

A 10-minute introductory session is now available for Ohio State employees who have a PCard or support PCard transaction processing. This PCard Overview offers informative resources and policy highlights, including where to get help. Check out the full Business and Finance PCard post for more details.

A 10-minute high-level travel overview session is now available in BuckeyeLearn.

This session should not replace comprehensive training that is recommended for employees who travel more than once per year or routinely arrange travel for others. See the Business and Finance website for details.

Effective July 1, 2022, only one prepaid credit card is available to select when purchasing airfare through the contracted travel agency (Corporate Travel Planners) or their online booking tool (Concur). 

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).

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.