Travel Office Hours Summary (Jan-June 2022)

Summary of Travel Office Hours (January-June 2022):

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June 2022 - Office Hours Summary

Updates:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:30 a.m. with summary posted at Travel Website (under News). 
  • Workday Homepage – Configure your saved categories to include “Expenses” for searching of travel transactions with new homepage format.
  • BuckeyeLearnNew encumbrance training titled Commitments and Obligations with a Spend Authorization component – Any terminology updates will be completed on travel related job aids.
  • Workday Travel ReportsThree Spend Authorization Reports to be decommissioned on June 30, 2022. Users with saved filters and worklet configurations for the following reports are asked to delete them prior to the decommission date of June 30, 2022. Saved filters can be applied to the new reports in early June.
    • Find Spend Authorizations – OSU; New version – Find Spend Authorization Summary - OSU
    • Find Spend Authorization Lines; New version – Find Spend Authorization Details - OSU
    • Find Spend Authorization Lines for Organization
  • Workday Assistance – Travel Office hosting a Travel Year-End Working Session – June 10, 2022 from 1pm - 2:30pm.

Reminders:

  • No roll forward of pre-encumbrances/commitments with Spend Authorizations
    • Wait to enter Travel Blanket requests until July for FY23
    • When possible, enter Spend Authorizations and Expense Reports in the same fiscal year to minimize accounting impact
    • If a spend authorization and corresponding expense report(s) cross fiscal years, the Spend Authorization is still usable, but this will incorrectly reflect your pre-encumbrances/commitments (over or understated) in the General Ledger
    • ONLY 1 Spend Authorization number per traveler for a trip!

June Discussion Topic/Demo - Year-End Activities

Why is it so important to complete year-end activities?

  • ​​​​​​It is policy…travel transactions create pre-encumbrances and expenses that affect ledger accounts, and they must be reconciled. ​​​​​​
  • When accounting transactions are complete, units can manage budgets and know available balances to make financial decisions.
  • Meet Office of Sponsored Program grant deadlines
  • Expense PCard transactions – we already paid the bank but need to internally move that expense to the appropriate worktags
  • Prepare for Mass Spend Authorization Close - July

 

Review FY22 Year-End Close Review Checklist for Finance and Supply Chain at the Controller’s website:

  • Run Reports to identify transactions to be processed
    • Credit Card Transactions – OSU (to identify transactions not yet on an expense report and those in ‘draft’ or ‘in progress’ status)
    • My/Find Expense Reports - OSU (to identify transactions on an expense report in ‘draft’ or ‘in progress’ status)
    • My/Find Spend Authorizations - Detail (to identify transactions that need to be cancelled or closed)
    • Airfare and PCard Transactions assigned by 6/16/2022 must be expensed (submitted and approved) by 6/30/2022
    • Spend Authorizations and Expense Reports must be processed as appropriate (e.g., Create, Submit, Approve, Cancel and/or Close)

 

May 2022 - Office Hours Summary

UPDATES:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:30 a.m. with summary posted at Travel Website (under News).  Stay tuned for updates regarding moving to Zoom platform.
  • Airline Industry Update – Be prepared for delays and cancellations this summer due to a pilot shortage.  Allow ample time between flight connections (at least 4 hours for international flights).
  • Workday Updates at the Spend Authorization:
    • ​For lines with airfare, the Travel Agency field is required.  Do not enter the airline name or other/unrelated content. Instructional text was added to assist in entering the following correct options into this field.
      • 'Corporate Travel Planners (CTP)' must be entered for Individual Business Travel
      • 'ScholarTrip' must be entered for Group Business Travel (10+ travelers with same itinerary) 
      • 'Anthony Travel' must be entered for Athletic Business/Team Travel
      • 'Other' should be entered if guest/student does not use the above referenced agency

REMINDERS:

  • Individual Business Travel – CTP’s Online Booking Tool (Concur):
    • Access to Concur is for active EMPLOYEES only – a travel arranger can book for non-employees (students and/or guests) or they can always contact a full-service agent for booking.
    • All required fields in the profile of the traveler and travel arrangers must be complete for system to work properly.
    • Frequent Flyer Program IDs must be exactly as they appear on your card.  No special characters (e.g., *,/,&).
    • TSA Pre-Check Number (aka Known Traveler Number) – No guarantee for expedited screening (airport dependent).

DISCUSSION TOPICS:

Blanket Spend Authorizations are used to track and reimburse (in-state) transportation expenses like mileage, parking, rental car, gasoline and tolls for an individual per fiscal year.

Workday Fields Unique to Blanket Spend Authorizations:

  • Begin entering travel blankets on or after July 1st so funds are encumbered in FY23 (do not change budget date field)
  • Travel Start/End Dates
    • UNIV: July 1, 2022 – June 30, 2023
    • OSP: Based on grant open/close dates
  • Business Purpose = Blanket
  • Expense Items = Mileage (local trips), Car Rental (Extended trips), Gasoline (for rental vehicle), parking, toll, etc. No overnight hotel accommodations-this would require a unique spend authorization.
  • Amount – Estimate high; do not want to run out of funds before the end date of travel.
  • Cost Comparisons – when destinations are known, cost comparison documentation between mileage and rental car can be attached to show cost variance.

Expense Reports against Blanket Spend Authorizations:

  • Blanket spend authorizations usually have at least multiple expense reports (depending on how many times throughout the year the traveler is reimbursed – keep in mind the 60-day reimbursement deadline per policy).  All linked expense reports will be in the Spend Authorization Details section of the header.
  • Remember not to check “Final ER for SA” checkbox until the last expense report (spend authorizations cannot be re-opened in Workday).
  • You can also choose to Close the Spend Authorization to unencumber all unused funds at the end of the blanket period.

April 2022 - Office Hours Summary

UPDATES:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:30 a.m. with summary posted at Travel Website (under News).  Stay tuned for updates regarding moving to Zoom platform.
  • Travel Website - “Contact the OSU Travel Office” button has been added to the travel office website, so customers do not have to scroll down to our Contact Us section when needing to email the travel office with questions.
  • Unused Tickets 
    • Fare rules will differ by airline and by the actual fare purchased:
    • Refundable fare is returned to original form of payment
    • Non-refundable fare routes to profile as credit voucher for future business use
    • Basic economy fare has no refund or credit
    • Non-legacy airlines have complex rules for cancellation
    • Must use credit before expiration (both purchase and travel by)
  • Workday Updates at the Spend Authorization:
    • ​For lines with airfare, the Travel Agency field is required.  Do not enter the airline name or other/unrelated content.
      • 'Corporate Travel Planners (CTP)' must be entered for Individual Business Travel
      • 'ScholarTrip' must be entered for Group Business Travel (10+ travelers with same itinerary) 
      • 'Anthony Travel' must be entered for Athletic Business/Team Travel
      • 'Other' should be entered if guest/student does not use the above referenced agency
  • Workday Update for Administrators: If an administrator is going on vacation or leave, they can set up a Delegation in Workday to assign transactions (or tasks) to other individuals for a short period of time.  See Delegation job aid at the Administration Resource Center (ARC) for step-by-step instructions.

REMINDERS:

  • Travel Policy: Employees are required to procure airfare from our contracted travel agencies.
    • Between the continued impact of COVID and political unrest in Ukraine-the University will continue to prioritize duty of care over cost.  The university will continue to evaluate.
    • Encouraged for students and guests
    • All subsequent airfare due to itinerary changes must be procured through contracted agency for airfare compliance; visibility to flights – coordination of emergency plan.
    • Each traveler will be granted an exemption up to a maximum of two times during their employment (e.g., lifetime maximum).
  • Contracted Travel Agencies (Airfare): Employees are required to procure airfare from the university's contracted travel agencies.
    • Individual Business Travel - Corporate Travel Planners (CTP)
    • Group Business Travel (10+ same itinerary) – ScholarTrip
    • Athletic Business Travel – Anthony Travel
  • Contracted Rental Car Agencies: Travelers are required to procure rental car services from the university's contracted rental car agencies.
    • All Business Travel – Enterprise, National or Hertz
    • Includes required insurance in discounted rate

DISCUSSION TOPICS:

Workday Travel Reports – All reports are being analyzed for opportunities to leverage functionality to reduce the number of reports or make enhancements for overall better user experience.  Any changes or enhancements will be communicated via NewsLink.

Spend Authorization Reports 

  • My Spend Authorization (Traveler) - answers the question “Where can I find a list of my spend authorizations?”
  • Find Spend Authorization – OSU (Traveler and/or EDES) - answers the question “Where can I find a list of spend authorizations that I created for someone else?”
  • Find Spend Authorization Lines - answers the question “Where can I find a list of spend authorizations for my Unit (Cost Center Hierarchy)?”

Expense Reports 

  • My Expense Reports (Traveler) - answers the question “Where can I find a list of my expense reports?”
  • Find Expense Reports – OSU (Traveler and/or EDES) - answers the question “Where can I find a list of expense reports that I created for someone else?”
  • Find Expense Report Lines - answers the question “Where can I find a list of expense reports for my Unit (Cost Center Hierarchy)?”

Historical Reporting (Pre-Workday data from eTravel)

  • Data located in the Reporting and Analytics Environment (RAE)
  • See Historical eTravel Reports in Tableau job aid in the Administrative Resource Center (ARC)
    • Travel Request Data
    • Payment Request Data
    • Exception Report Data

March 2022 - Office Hours Summary

UPDATES:

  • Workday Updates at the Spend Authorization:
    • ​For lines with airfare, the Travel Agency field is required.  Do not enter the airline name or other/unrelated content.
      • 'Corporate Travel Planners (CTP)' must be entered for Individual Business Travel
      • 'ScholarTrip' must be entered for Group Business Travel (10+ travelers with same itinerary) 
      • 'Anthony Travel' must be entered for Athletic Business/Team Travel
      • 'Other' should be entered if guest/student does not use the above referenced agency
  • Corporate Travel Planners (CTP/Concur) - issue resolutions:
    • A new phone system has been implemented that offers a call back feature during periods of where call volume is high.  If you elect not to hold for an agent, you can select prompt for a call back when an agent is available.
    • Increased agents assigned to the OSU account to accommodate the uptick in travel since the university's suspension.
    • Concur Online Booking Tool issues resolved with unused credit records and trip itinerary library restored.
  • Spend Authorization or Expense Report: Be sure to provide a complete Business Purpose in the Justification field in the header of the Spend Authorization.  The Justification (also known as the policy required Business Purpose) must answer who, what, when and most importantly how/why the trip benefits the mission of the university.  When applicable, you should include attendee list (name, affiliation, title) and other supporting documentation. Do not be vague and spell out acronyms. Refer to the Travel Policy for more details.
  • Expense Report:  When processing an Expense Report for travel related expenses, be sure to tie the Expense Report to the Spend Authorization.  This is accomplished by selecting the corrrect Spend Authorization (associated with the traveler) at the Expense Report header.  For specific guidance, refer to Step 2 in the Create an Expense Report (Travel) job aid at the ARC.

DISCUSSION TOPICS:

Closing a Spend Authorization

Closing a Spend Authorization officially documents the trip and associated expenses have been completed, formally unecumbers funds estimated for the trip and prevents any additional expenses from being applied.

  • Options to close a Spend Authorization include:
    • (End User) Select "Final" ER checkbox in the last expected Expense Report to be processed against the Spend Authorization
    • (End User) Manually close the Spend Authorization
    • (Central Office) Allow the Spend Authorization to be batched to close by annual central process
  • Reasons to close a Spend Authorization
    • Trip cancelled before departure date (and after Spend Authorization approval) with no expenses to apply to an Expense Report.
    • Trip completed with no expenses to apply to an Expense Report.
    • Trip completed with no expenses to apply to an Expense Report and any prepaid expenses (e.g. airfare on ghost card) have been fully expensed with an Expense Report in “Paid” status.

February 2022 - Office Hours Summary

UPDATES:

  • Decomission of eTravel and eRequest Systems - Access historical data (pre-Workday) in Tableau Server.  See Job Aids at the ARC for access and guidance.
  • Unused Airline Credits - Travelers/Arrangers encouraged to utilize unused airline credits before expiration.  Traveler/Arranger responsible for tracking unused credits that result from eligible flight cancellations and using for future authorized business travel.  Consult your unit's SFO for available credits from 2020 cancellations for your area Arrange use of unused airline credits with the university's contracted agency.  Some credits may (airline dependent) be transferrable to other university business travelers.
  • Payment Options for Hotel - Hotel payment options are limited to PCard or personal credit card (reimbursement).  No direct bill is available through the university's contracted agency.
  • Travel Communication with "Do Not Reply" Senders - Email communication sent from automated systems with "Do Not Reply" in the sender name are not monitored for response.  Refer to Itinerary or reservation documentaiton for contact resources.
  • ECM Set-up - (1) Non-Work ECM must have appropriate Country (Citizenship) selected (particularly for NRA) and (2) Group ECM must use the Committee Name "Expense for Group Travel".  See Job Aid at the ARC for guidance.

DISCUSSION TOPICS:

Risk Management Discussion (Guest Speakers) 

  • Resources
    • Visit Website for more information (updates and FAQs coming soon)
    • Contact:  Stacey Houser (Director of Risk Management & Insurance) or Terry Rodeman (Insurance Administrator)
  • Rental Car vs. Personal Vehicle (Business Use)
    • Rental Car is recommended as the most economic option that provides required insurance for business travel.
    • Risks and personal liability should be considered when electing to drive a personal vehicle for business travel.
    • Refer to Travel Policy and FAQs for more guidance.
  • Airbnb vs. Commercial Lodging (Business Use)
    • Commercial Lodging with single occupancy room per business traveler is recommended option for safety and liability reasons.
    • Risks and personal liability should be considered when electing to reserve Airbnb for business travel.
    • Refer to Travel PolicyFAQs or contact Risk Management for more guidance.
  • COVID Safety and Liability 

Selecting Applicable Airfare Payment Card for Individual Business Travel (CTP)

  • With all airfare bookings with CTP, traveler/arranger must designate whether this is for sponsored (OSP/grant funded) or non-sponsored (University funded) travel.
  • If booking with full service agent by phone/email, you should be asked "sponsored or non-sponsored" - your response will dictate the applicable university credit card for the purchase.
  • If booking in Concur (CTP's online booking tool), you must indicate "sponsored or non-sponsored" at purchase by card selection and on the final submission prompt page.
  • Contact the Travel Office if uncertain.

Checklist for Trip Changes or Cancellation

  • If Trip is Cancelled, Postponed or Converted to Virtual Event
    • Contact travel agency to amend or cancel airfare (based on fare rules, may result in voucher, credit refund or additional airfline fees for rebooking)
    • Contact hotel, car rental agency or conference host to amend or cancel reservations (refer to cancellation policies)
    • Submit an Expense report for any expenses or credit refunds
    • As applicable to status, Close or Cancel Spend Authorization to unencumber other expense line estimates
      • If trip rescheduled, a new Spend Authorization should be generated
      • If virtual event, refer to unit requirements for Business Leave

January 2022 - Office Hours Summary

UPDATES:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:30 a.m. with summary posted at Travel Website (under News). 
  • Mileage Rate Update - Effective January 1, 2022, the mileage reimbursement rate increased to 58.5 cents per mile. 
  • Business Leave - Effective January 10, a new optional process has been developed for employee business leave using Workday’s Request Process (see NewsLink and Job Aid).  ​This could be used for faculty/staff that are attending non-travel events (e.g., virtual conference or meeting) and will be away from routine work schedules. Do not use Spend Authorization for non-travel authorization.

DISCUSSION TOPICS:

Travel Steps Summary:

  • Review FY2022 Travel Guidelines
  • Plan Business Travel: Review travel policy, planning guides and gather trip estimates
  • Generate a Spend Authorization (SA) for travel approval in Workday
    • An approved SA required before purchasing travel expenses (e.g., airfare) and before departure
    • See Job Aid at the ARC.
  • Refer to the Travel Website to book/reserve travel expenses:
    • Contact one of the contracted travel agencies to book airfare (required)
      • CTP – Individual Business Travel (or login to Concur)
      • ScholarTrip – Group Business Travel (10+ same itinerary)
      • Anthony Travel – Athletic Business/Team Travel
    • Contact one of the contracted travel agencies to reserve hotel
    • Review business travel discounts options
  • Enter an Expense Report (tied to an approved SA) in Workday
    • Expensing a prepayment (OSU Airfare Card or PCard)
      • Select the credit card charge/credit from the credit card transaction section to pull the information to the expense line and the amount will be indicated as “company paid” and thus correctly expensed.
      • Upload the receipt documentation that shows method of payment and paid amount.
    • Requesting a reimbursement
      • Enter your expenses and the total amount will be indicated as “reimbursement” and thus correctly expensed.
      • Upload the receipt documentation that shows method of payment and paid amount.
    • See Job Aid at the ARC.

*Refer to Business Travel Life Cycle Curriculum for comprehensive training.

Approvers Checklist for SA and ER

  • Review any alerts
  • Review justification or purpose of trip
  • Review any cash advance requests for eligibility and appropriateness
  • Review attachments and comments
  • Review worktags