Travel Office Hours Summary (January-December 2024)

mcsurley.3@osu.edu | April 3, 2024

Summary of Travel Office Hours (January-December 2024)

JOIN TRAVEL OFFICE HOURS

April - Office Hours Summary

Updates:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:00 a.m. with summary posted at Travel Website (under News). 
  • Baggage Fees
    • Airlines are raising baggage fees.  When submitting your spend authorization, cushion your baggage estimate appropriately to account for the increased rates.
  • Concur Aesthetic 
    • Concur has a planned design theme update scheduled for April 10, 2024.  There will be no functionality changes -- only aesthetic updates.
  • Personal Bookings with CTP
    • The Travel Office does not recommend using CTP for personal vacation bookings unless a companion is joining a business traveler with an SA or when blending personal/business with an SA.
  • FY24 Year End Checklist Published 

Reminders:

  • Airfare Ghost Card (#1329)
    • Review CTP invoices and check the payment method/ last 4 digits of the credit card. 
    • Confirm the Central Travel Ghost Card was not used for prepayment to avoid reimbursement to traveler in error.
  • Unapproved SA's
    • The turnaround time for unapproved SA's will be shortened ahead of FY end.  Please keep this timeline in mind if you receive a notification from the Travel Office regarding a prepaid airfare issues (e.g., SA not approved). 
    • If not addressed by the deadline specified, the request may be escalated to the SFO due to the processing deadlines. 
  • Workday Travel Reports
    • Be aware of report limitations when pulling data by destination (e.g., Spend Authorization Summary & Detail reports).  It is recommended to run for a specific country and then apply filters (e.g., pull in United States and export and filter by individual state).  
  • Concur Flight Search
    • When searching for flights in Concur, run a broad search to ensure all available fares are displayed - especially when pulling for comparison fares.​​​​​ Policy permits the most economic option that meets the business need.
  • How to Book for Another Employee through Concur - DEMO
    • Travel Office demoed how to appropriately book airfare for another employee in Concur.
      • Traveler sets up applicable travel arranger in Concur profile settings.
      • Traveler Arranger uses the "Act As" function to switch to traveler's Concur account and book on their behalf.
  • Business Travel Life Cycle - Live and Interactive
    • April 23rd (virtual): 6/20 - 14 slots available
    • May 15th (in-person): 1/20 - 19 slots available
    • July 17th (in-person): 0/20 - All slots available
  • Do NOT buy airfare without an approved Spend Authorization!
    • Policy requires an approved SA before purchasing any business travel expenses.
  • FY-End is only three months away – don’t wait, start end of year tasks now!
    • Clean-up incomplete requests in advance of FY-End to reduce overall volume of reconciliation tasks.
    • Reach out to the Travel Office with any questions.

Travel Information Session: Cash Advances

  • Job Aid - Cash Advance Process
  • What is a Cash Advance
    • An advance payment available to eligible travelers for travel expenses when specific circumstances would cause undue financial hardship.
    • Cash advances are processed and approved in Workday via an approved Spend Authorization.
  • Alternate Payment Methods
    • Before requesting a cash advance, consider other available payment methods (Department PCard, Individual PCard, Service Center Pcard, GET Card).

    • PCard is the preferred payment tool for an employee traveler to pay for travel-related expenses (excluding airfare which can be prepaid by the university on the Central Travel ghost card).

    • Considerations for access to card types are being proposed to be extended to broader audience (especially for travel) – reach out to PCard Office (pcard@osu.edu) to discuss.
    • Other payment options are being reviewed for non-employees – more to follow later in 2024.
    • Visit PCard Website for more information on card types and how to apply.
  • Eligibility Requirements
    • Travelers must refer to the Travel Policy to understand the criteria and requirements for cash advances. To receive a cash advance, the traveler must meet one of the following criteria:
      • Ohio State student traveling on behalf of the university – 100% of the total estimated cost, including airfare, can be advanced.

      • Ohio State faculty or staff leading students – 100% of the total estimated cost minus costs covered by other university methods can be advanced.

      • Ohio State faculty and staff traveling internationally – 80% of the total estimated cost minus the costs covered by other university methods can be advanced.

    • The Service Center confirms eligibility for the cash advance in the Spend Authorization.  Service Center can deny the cash advance request if there are better payment alternatives (e.g., PCard) or eligibility requirements are not met.
  • Requesting a Cash Advance
    • To request a cash advance, a spend authorization is submitted for approval with the cash advance box checked for one or more spend authorization lines. 

    • When a cash advance is requested, an alert will follow the Spend Authorization through the approval process.  The Service Center will review the cash advance and can stop payment if necessary.​​​​

    • Once approved, a payment is made to the traveler for the amount requested.  

    • Notification will be sent to employee traveler and/or EDES with content specific to cash advance policies / reconciliation guidelines. 

  • Reconciling a Cash Advance - Guidelines/Reminders
    • Expenses associated with a cash advance must be documented by itemized receipts or equivalent documentation and must be reconciled within 30 days of completion of the trip by the traveler. If the trip is cancelled, the traveler must repay the cash advance immediately.
    • If unused funds are not returned and processed as a cash sale, an outstanding balance will display on the Spend Authorization (which cannot close until fully reconciled).
    • Run "Find Spend Authorization Summary" report to identify outstanding cash advances
    • Troubleshoot unusual / unique circumstances 
    • Travel Office provides oversight – don’t wait to ask for help!
  • Reconciling a Cash Advance - Process
    • STEP 1 - Create Expense Report

      • Create Expense Report(s) and enter a line for each expense with related receipt documentation. 

      • Each Expense Report will post to the Cash Advance Outstanding Balance total (excluding prepaid transactions) to reduce the remaining balance.

      • No reimbursements will pay out until the cash advance balance is exhausted or zero.

    • STEP 2 - Review Cash Advance Balance
      • If oustanding balance is exhausted - cash advance is reconciled and no further action is needed
      • If oustanding balance remains - proceed with repayment of unused funds.  See Record Cash Sale job aid for instructions.  Once repayment is completed, proceed with the Cash Advance Repayment process.

March - Office Hours Summary

Updates:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:00 a.m. with summary posted at Travel Website (under News). 
  • Regional Campus Cities- locations added in Workday
    • Regional campus cities (Lima, Marion, Mansfield, Newark, Wooster) have been added to the "Ohio" dropdown list in Workday.
  • AOU Update - Loaner Laptop and Pre-Authorization 
    • The AOU has been updated in Workday to include Loaner Laptop language to contact local IT for technology needs & Pre-Authorization language for travel to restricted countries.
  • Cash Advances - April Travel Office Hours (04/02/24)
    • The Travel Office will be providing another Travel Information Session on "Cash Advances" following April Travel Office Hours.

Reminders:

  • Split position functionality for SA's/ER's
    • For employees who hold split positions, functionality has been enabled to select the applicable position when submitting the SA or ER in Workday. 
    • See more information in February 12th NewsLink article.
  • NRA Travel Reimbursements – Submit via SIR
    • For travel reimbursements to NRA's, always submit via Supplier Invoice Request (SIR) regardless of the payment method.
    • Accounts Payable (AP) validates the payee requirements.
  • Business Travel Life Cycle - Live and Interactive
    • March 20th (in-person): 10/20 – 10 slots available
    • April 23rd (virtual): 4/20 - 16 slots available
    • May 15th (in-person): 0/20 - All slots available
  • Do NOT buy airfare without an approved Spend Authorization!
    • Policy requires an approved SA before purchasing any business travel expenses.
  • FY-End is only four months away – don’t wait, start end of year tasks now!
    • Clean-up incomplete requests in advance of FY-End to reduce overall volume of reconciliation tasks.
    • Reach out to the Travel Office with any questions.

Travel Information Session: Combining Personal with Business Travel

  • Complete Cost Comparison
    • Use Travel Comparison Worksheet and Travel Cost Comparison Guide.
    • Obtain quotes and estimates by using contracted suppliers and online tools.  Ensure that quotes are date and time stamped!
    • Clearly separate business vs. personal travel expenses.
    • Processing Support roles - be proactive! Ask if there will be personal travel or unique travel needs and inform traveler of associated policy requirements.
  • Submit Spend Authorization
    • Attach support documentation for review and approval.  Remember that attachments cannot be added to the SA once an ER is linked to the request.
    • The header dates of the Spend Authorization should only include those for business travel.  The personal dates can be notated in the justification field after entering your business purpose.
    • If there are changes to the trip after expenses have been applied, traveler should provide explanation/documentation for the change when expensing.
    • Processing Support roles - ask for clarification when approving the Spend Authorization if details are unclear and/or documentation is incomplete.  Remind the traveler about completing the cost comparison.
  • Book/Arrange Travel Expenses
    • Determine payment methods for your travel expenses.  Traveler should use personal credit card or split payment methods (e.g., personal credit card and Pcard) as appropriate to separate business and personal expenses.
    • Transportation - book lowest reasonable transportation that fits the business need.
    • Airfare Cost Comparison - pull airfare cost comparison within 24 hours of booking (date and time stamped).
    • Companion Travel (e.g., spouse, family) - booking can be made with contracted agent on personal credit card only. Do NOT use Concur and/or prepay on the ghost card.  
  • Post-Trip Reconciliation of Expenses
    • Cost Comparison is important to differentiate business vs personal travel.
    • Exercise caution and use your best judgement to avoid submitting for personal expenses not covered by the University.
    • Travel Office - submits prepaid Airfare Expense Reports for airfare purchased through CTP on the ghost card..
    • Service Center - marks policy exceptions when reviewing Expense Report.
    • Processing Support Roles - always ask for clarification if the documentation is unclear!

February - Office Hours Summary

Updates:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:00 a.m. with summary posted at Travel Website (under News). 
  • Ford Recall on Passenger Vans
    • Passenger van rentals have resumed with our contracted agencies.
  • Split Position Functionality for SA's/ER's
    • For employees who hold split positions, functionality will be enabled to select the applicable position when submitting the SA or ER in Workday.  See more information in February 12th NewsLink article.
  • Business Process Notifications for SA/ER's
    • New business process notifications will be sent to Payee and/or EDES when a request: 
      • Has a cash advance included
      • Has the total dollar amount changed from initiation to completion
      • Is cancelled
  • Wire Payments
    • Wire payments are moving to production this week!

Reminders:

  • Travel Information Session: International Travel – Join us 02/27/24 from 10-11:30 a.m.
  • Workday Access and Payment Elections
    • Termed employees generally have WD access for 60 days (unless involuntary termination)
    • Payment elections are active for 20 weeks
  • Grid View for ER's
    • Workday does not reccomend using the default "Grid View" for 30+ lines
    • Use "List Detail" view instead to avoid system freeze
  • eTravel data in Tableau
    • Utilize Certified Enterprise Dashboard for historical travel data
    • Dashboard - "Historical eTravel - Travel Request"
  • Business Travel Life Cycle - Live and Interactive
    • February 22nd (virtual): 4/20 – 16 slots available
    • March 20th (in-person): 6/20 – 14 slots available
    • April 23rd (virtual): 0/20 - All slots available
  • Do NOT buy airfare without an approved Spend Authorization!
    • Policy requires an approved SA before purchasing any business travel expenses.
  • FY-End is only five months away – don’t wait, start end of year tasks now!
    • Clean-up incomplete requests in advance of FY-End to reduce overall volume of reconciliation tasks.
    • Reach out to the Travel Office with any questions.

Wire Payment Process for Travel Reimbursements:

  • Job Aids will be published in the Administrative Resource Center (ARC) with helpful tips and guidance on entry
    • Job Aid - "Non-Resident Alien Travel Reimbursement Process"
    • Job Aid - "Create Supplier Invoice Request"
  • Contacts for questions
    • Travel (travel@osu.edu) - for process/initiation questions
    • AP (apcustomerservice@osu.edu) - for payment questions

January - Office Hours Summary

Updates:

  • Travel Office Hours - Offered 1st Tuesday of each month from 10-11:00 a.m. with summary posted at Travel Website (under News). 
  • Mileage Reimbursement Rate Update
    • Effective January 1, 2024 – the mileage reimbursement rate has increased to 67 cents per mile.
  • Process to Request Wire Payment
    • Additional information and a brief demo will be provided at February Office Hours (02/06/24).

Reminders:

  • Travel Office - Email Replies
    • Check Inbox filters to ensure Travel replies are not sent to your Junk/Spam folder.
    • Emails sent to Travel Mailbox (“travel@osu.edu”) receive a response from “servicedesk@osu.edu”
  • Business Travel Life Cycle - Live and Interactive
    • January 23rd (virtual): 7/20 – 13 slots available
    • February 22nd (virtual): 2/20 – 18 slots available
    • March 20th (in-person): 1/20 – 19 slots available
  • Do NOT buy airfare without an approved Spend Authorization!
    • Policy requires an approved SA before purchasing any business travel expenses.
  • FY-End is only six months away – don’t wait, start end of year tasks now!
    • Clean-up incomplete requests in advance of FY-End to reduce overall volume of reconciliation tasks.
    • Reach out to the Travel Office with any questions.
 

 

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Travel