Expense
The Expense website provides guidance and resources for processing Non-Travel Reimbursements and Miscellaneous Payments.
Non-Travel Reimbursements
About Non-Travel Reimbursements
Reimbursement for goods/services is permitted when other university resources are not available. When possible, employees should not use personal funds/resources when options are available through Ohio State that are more efficient and will reduce costs (e.g. tax exemption).
A reimbursement can be issued after an expense is incurred by an employee or guest for business related expenses.
How to determine if a purchase is eligible for reimbursement:
- Purchase must be for university business related expenses.
- Before purchase with personal resources, refer to your unit’s fiscal officer for options and guidance.
- Refer to the applicable policies for Expenditures and Purchasing
- Refer to the Procuring Goods and Services Job Aid for priority considerations.
Job Aids for Non-Travel Reimbursements
Reports and Resources
Reports
- Workday Reports:
Find Expense Report Summary - OSU
This report provides Expense Report summary information such as Payee, Business Purpose, Reimbursement Amount, Company Paid (PCard) Amount, linked Spend Authorizations when applicable, and Business Process information. This report returns one line per unique Expense Report.Find Expense Report Details - OSU
This report provides detailed Expense Report information from expense report lines and itemizations including funding details and expense item. This report returns one line for each unique Expense Report Line or Itemization. Expense Reports with no lines entered will not populate on this report.
Resources
Miscellaneous Payments
About Miscellaneous Payments
A Miscellaneous Payment is a payment made to a person (U.S. citizen or resident alien) or an entity that is not an OSU supplier. Miscellaneous Payments should be infrequent and are typically to provide a one-time payment for costs that are not feasible through other procurement options.
Miscellaneous payment requests can be used in the following situations:
- Affiliate Payment and Cost Sharing Arrangements
- Cash Advance Payments for Human Subjects
- Charitable donation
- Conference registration (when PCard or reimbursement is not an option)
- Direct Payments to Human Subjects
- Employee assistance (non-payroll, non-supplier taxable payments to employees)
- Honorarium
- Petty Cash/Change Fund
- Refund
- Royalties and commissions
- Stipend
- Student awards
- Student organization payment
Refer to the Miscellaneous Payment Process Job Aid at the ARC for guidance with generating a Miscellaneous Payment. Note important 1099 income reporting requirements when applicable.
Training and Job Aids
Miscellaneous Payment Process Training at BuckeyeLearn:
This self-guided online curriculum is for employees who process Miscellaneous Payments. The curriculum is broken into 2 modules: Module 1 (Miscellaneous Payments) and Module 2 (Miscellaneous Payee and Payment Request Process) >> Go to Miscellaneous Payments Curriculum.
Job Aids at the ARC
Reports and Resources
Reports
- Workday Reports:
Find Miscellaneous Payment Request Summary - OSU This report returns Miscellaneous Payment Request data based on header information such as status, payee, and total amount and can be used for basic metrics and transaction status tracking.
Find Miscellaneous Payment Request Details - OSU
This report provides detailed information on Miscellaneous Payment Requests including header information as well as line details such as funding and item description details when applicable.Find Miscellaneous Payees
This report returns information on Miscellaneous Payee records including Payee, Miscellaneous Payee ID, Payee Alternate Names and can be used to determine if a payee is inactive.
Resources
Contact Us
Expense Office
201 Stores & Receiving Building
2650 Kenny Road
Columbus, Ohio 43210
Monday - Friday (8 am - 5pm)
614-292-9290, Option 3
expense@osu.edu