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.

Reports and Resources

Reports

  • Workday Reports:  
    • Find Expense Report Summary - OSU - this report identifies all expense reports for a specific payee within an organization. 

    • Find Expense Report Details - OSU - this report identifies all expense reports with line details for a specific payee within an organization. 

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

Training and Job Aids

Reports and Resources

Reports

  • Workday Reports:  
    • Find Miscellaneous Payment Request Summary - OSU - this report can be used for basic metrics and transaction status tracking and returns Miscellaneous Payment Request data based on header information such as status, payee, and total amount. 

    • 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 search task in Workday should be used  to verify if the name of the Miscellaneous Payee has already been established. 

Resources

Expense News

See Expense news below (and in these archived NewsLink articles(link is external)).

 

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June 12, 2024

Starting July 9, 2024. See more information about Travel, PCard, & Expense Office Hours.

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