Travel, PCard and Expense - Office Hours Summary (FY25)

Jake Weber | August 20, 2024

Summary of Travel, PCard and Expense Office Hours (FY25)

JOIN TRAVEL, pcard and expense OFFICE HOURS

August - Office Hours Summary

Travel

Updates:

  • Concur - Profile Updates
    • Concur profile now requires the following fields to be completed in order to book travel arrangements.
      • Mobile Phone
      • Country Calling Code (Mobile)
    • This is required for both travelers and travel assistants.  Concur is only available for individual business (CTP) and athletics (Anthony) travel.
  • Southwest Assigned Seating
    • Southwest Airlines has announced they will offer assigned seating in 2025. They will no longer have an open seating policy once these changes are effective.

Reminders:

  • Travel Tips - Prepare!
    • Planning is the critical step for business travel.  It is important to prepare in advance of your trip.  Some key items to consider during the planning stage:
      • Create an itinerary – schedule, flight information, hotel accommodations, contact list
      • Ensure that you have the required identification documents – passport and/or visa
      • Confirm agency contact information (including the after-hours line) – in case of emergencies. You can find contact information at Contact a Travel Agent on our Travel webpage
      • Install supplier apps (airline, hotel, or rental car) for real time updates
      • Prepare for delays and/or cancellations
    • For more travel tips and a pre-departure checklist, visit Plan Business Travel on our Travel webpage
  • Cash Advance - Reconciliation Policy
    • Cash advances must be reconciled and substantiated (along with return of any excess funds) within 30 days of completion of the trip. 
    • Review the Cash Advance Process job aid for information on eligibility requirements, how to request a cash advance, and how to reconcile a cash advance.  Contact the Travel Office for assistance.
    • Run the Find Spend Authorization Summary report in Workday to identify unreconciled cash advances in your area.  Remember that Spend Authorizations are unable to be closed if there is an outstanding cash advance balance.  
  • Business Travel Life Cycle - Live and Interactive
    • August 20th (virtual): 17/20 – 13 slots available
    • September 10th (virtual): 7/20 – 13 slots available
    • October 9th (virtual): 1/20 – 19 slots available
PCard

Updates:

Reminders:

  • PCard Use & Responsibilities - Live and Interactive
    • August 21st (virtual): Full
    • September 19th (virtual): 30 spots available
    • October 16th (virtual): 39 spots available
  • Find Credit Cards - OSU (see job aid for additional information)
    • This report is an inventory of all PCards in Workday
    • Can be filtered to your Unit’s needs:
      • PCard Cost Center Hierarchy Level 6
      • PCard Cost Center Number (CC12345)
      • Cardholder/Card Manager
      • PCard Status (Active/Cancelled, etc.)
Expense

Updates:

  • Miscellaneous Payment Requests Curriculum - New Training in Buckeyelearn
    • Miscellaneous Payments - Module 1
      • This 10-minute course is an introductory module into the Miscellaneous Payment Process intended for end users.
    • Miscellaneous Payee and Payment Request Process - Module 2
      • This 20-minute course demonstrates how to generate a Miscellaneous Payee and Miscellaneous Payee Request.​​​​​​
  • Expense Report Date - Unable to future date ERs
    • An update was made in Workday which prevents users from future dating Expense Reports.  This includes all ERs (PCard, Travel, and Non-Travel Reimbursement)

Reminders:

  • Procuring Goods and Services - Job Aid
    • Refer to the Procuring Goods and Services job aid in the ARC for procurement options that should be prioritized over the use of personal resources when possible
    • Reimbursement to employees for purchases made with personal resources is not a standard purchasing method

July - Office Hours Summary

Travel

Updates:

  • Travel Expense Item & Spend Category Updates
    • Old Expense Item: Ground Transportation
      • (2) New Expense Items: "Ride Share/Taxi" & "Other Ground Transportation"
    • Old Expense Item: Travel Booking Service Fee
      • New Expense Item: "Agency Service Fee"
    • These Spend Categories are turned off for expenses:
      • Professional Services - Travel Facilitation (SC10666)
      • Transportation not chartered (SC10667)
    • Please review available Expense Items and Spend Categories to ensure the appropriate selections are made for reporting purposes

Reminders:

  • Business Travel Life Cycle - Live and Interactive
    • July 17th (virtual): 10/20 – 10 slots available
    • August 20th (virtual): 2/20 – 18 slots available
    • September 10th (virtual): 6/20 – 14 slots available
  • Do NOT buy airfare without an approved Spend Authorization!
PCard

Updates:

  • PCard Application & Maintenance Forms Moving into Workday
    • Coming this summer (early-mid August 2024)
    • Keep an eye out for additional details in the coming weeks (Newslink)
  • Workday Demonstration: PCard Application and Maintenance Form Requests
    • When: Wednesday, July 24th, 2024 from 2-3 p.m.
    • How to Join: Microsoft Teams Link, found in the News Article on the PCard website

Reminders:

Expense
  • Expense Website
    • Non-Travel Reimbursements & Miscellaneous Payments
    • Includes tools and job aids, reporting options, FAQs, and news updates​​​​​​
  • Miscellaneous Payment - Header Memo
    • Header Memo field content will not print on check

Reminders:

  • When are payments issued?
    • Payments setup for EFT or direct deposit will be queued following the final approval in the daily settlement run at 10:00 AM.
    • Payments setup for check issuance (generally a non-employee) will be queued in the next check run following the final approval.  Check run takes place every Thursday at 8:00 AM (for OSUP) and 10:00 AM (for UNIV).
Tags: 
Travel, PCard, Expenses