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

Jake Weber | September 10, 2024

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

JOIN TRAVEL, pcard and expense OFFICE HOURS

October - Office Hours Summary

Travel

Updates:

  • Travel Policy - Interim Changes (Effective 10/01/24)
    • Payment of Travel Expenses for Children
      • Only permitted for employees when traveling for university research - must be 6 months or greater.
      • Eligible expenses include typical travel expenses (e.g., airfare, ground transportation, lodging, and per diem).
      • MUST be pre-approved through the Spend Authorization process (additional approval requirements may exist if using sponsored grant funding).  SA must include details and full disclosure for approvers to review.
      • Refer to Travel Policy for definition of "Child(ren)" and "Research."
      • Refer to FAQs for additional guidance or contact travel@osu.edu
    • Reimbursement of Temporary Childcare Costs
      • Only permitted for employees when traveling to a conference - must be 5 consecutive days or greater (excluding travel days).
      • Eligible reimbursement MUST be above and beyond normal childcare costs with a licensed, independent, third-party (not immediate family member).
      • MUST be ​​​​​​​​​​​​pre-approved through the Spend Authorization process (additional approval requirements may exist if using sponsored grant funding).  SA must include details and full disclosure for approvers to review.
      • Taxable benefit must be reported by Unit.  See Initiating One -Time Payments for Taxable Items job aid.
      • Refer to Travel Policy for definition of "Child(ren)" and "Conference."
      • Refer to FAQs for additional guidance or contact travel@osu.edu
  • CTP/Concur - Airfare Credit Card Update
    • New! University airfare PCard (x2864) replaces old airfare PCard (x1329).
    • Airfare Reimbursements - pay careful attention to last 4 digits of credit card number when reviewing Expense Reports to avoid reimbursement in error.
    • The Travel Office will continue to initiate all Expense Reports for reconciling airfare charged to the CTP/Concur airfare PCard.
  • Rental Car Contract Rate Increase - 10/19/24
    • Enterprise, National, and Hertz - rental rates will be increasing (effective 10/19/24).
    • Hertz - surcharge adjustments
    • Remember that rates apply based on the rental period (e.g., if you make a reservation in September for a trip November, the updated rates will apply for use from October 19 forward).
    • Refer to the Business Rental Summary page on the Travel Website for a detailed breakdown of rates and other contract details.
  • Per Diem Rates Updated - 10/01/24
    • CONUS rates have been updated in Workday for October 2024 - September 2025.
    • Refer to the GSA for detailed breakdown of per diem rates.

Reminders:

  • ECM Entry - Tips
    • An External Committee Member (ECM) must be established in order to initiate a spend authorization for individual (non-employee/guest) travel or group travel.  ECM is also used to reconcile or reimburse expenses in the Expense Report.  General tips to assist with ECM entry include:
      • Verify ECM is not already established - avoid duplication of existing ECM
      • Select appropriate committee and membership type
      • Effective date = date you need ECM to be active
      • Term end date = 60 days beyond expected term of use
      • Refer to the ECM Job Aid on the ARC for step-by-step instructions.
  • Travel Training at BuckeyeLearn
    • Introduction to Business Travel at OSU - Recommended for new employees that will be traveling for business
    • Business Travel Life Cycle - Recommend for employees who travel frequently, employees who routinely arrange travel for others, and employees who administer business travel processes

PCard

Updates:

  • PCard Notifications
    • After the PCard has been ordered
      • Confirmation notification will be sent from Workday to the applicant’s osu.edu email and appear in the applicant’s Workday notifications.
    • When the PCard is ready for pickup
      • PCard Pick-up Notification will be sent to applicant from pcard@osu.edu
      • Pick-up is limited to Monday and Wednesday from 7:30 am – 4:30 pm
      • 2650 Kenny Road (Stores & Receiving Bldg.)

Reminders:

  • Deadline for Processing PCard Transactions on Expense Reports
    • Transactions must be submitted on an Expense Report within 7 business days from the transaction load date in Workday. 
      • **Failure to submit transactions on an Expense Report may result in account suspensions.
    • When applicable, reassign transactions to the PCard User to permit timely Expense Report processing.
    • Run the Credit Card Transactions - OSU report monthly to identify transactions that need to be submitted on an Expense Report.
  • PCard Transaction Status Review
    • The PCard Office runs the Credit Card Transactions – OSU report monthly to review aged transactions that have not been approved on an Expense Report, and are not actively routing through approvals.  This includes:
      • Transactions not linked to Expense Report.
      • Transactions linked to Expense Report and saved in a “Draft” status.
      • Transactions submitted on an Expense Report that have since been “sent back".
    • Transactions >90 days = Warning Notice
      • Cardholder/Card Manager will have until the end of the month to submit their aged transactions on an Expense Report.  Failure to do so will result in an account suspension.
      • Cardholder/Card Manager will also receive an invite to a Working Session where they can review their transactions with a PCard staff member and ask any related questions.
    • Transactions >120 days = PCard Suspension
      • Suspensions are for a minimum of 30 days (no exceptions).
      • Suspension will be placed on all PCards tied to the Cardholder/Card Manager.
      • Suspension removal will only be considered if aged transactions have been submitted on an Expense Report.
  • PCard Training at BuckeyeLearn
    • PCard Overview - Quick introduction for new employees who will request a PCard or whose job will support PCard transaction processing
    • PCard Use & Responsibilities - Live and Interactive - Recommended for active PCardholders and PCard Managers, along with employees whose job supports PCard transaction processing.
      • October 16th (virtual): 15 spots available
      • November 20th (virtual): 36 spots available
      • December 12th (virtual): 37 spots available

Expense

Reminders:

  • Aged Transaction Clean-up
    • Non-Travel Reimbursement Expense Report Clean-up: Fall 2024
      • ‘Draft’ and ‘In Progress’ – anything 365+ days subject to EIB close
    • Miscellaneous Payment Request Clean-up: Fall 2024
      • ‘Draft’ and ‘In Progress’ – anything 365+ days subject to EIB close
    • Announcement will be released through NewsLink.  Be sure to review for action before permanently closed.

 

September - Office Hours Summary

Travel

Updates:

  • Rental Car Contract Rate Increase - Coming October 2024
    • Enterprise, National, and Hertz - rental rates will be increasing (effective 10/19/24)
    • Hertz - surcharge adjustments
    • Remember that rates apply based on the rental period (e.g., if you make a reservation in September for a trip November, the updated rates will apply for use from October 19 forward).
    • Refer to the Business Rental Summary page on the Travel Website for a detailed breakdown of rates and other contract details.
  • New Global Travel Assistance and Insurance Program Overview (Office of International Affairs and Risk Management): 

Reminders:

  • Workday - Spend Authorizations
    • Close vs Cancel
      • Cancel occurs before Spend Authorization ‘Approval’.  Indicates trip was not approved, no expenses were incurred, and trip will not be taken.
      • Close occurs after Spend Authorization has been approved, trip is complete, and all related expenses are reconciled/approved on an Expense Report.
      • Spend Authorizations that have been ‘Closed’ or ‘Cancelled’ cannot be restored to the previous status.
    • Closing Spend Authorizations
      • Caution with accidental closure at Expenses Hub – Action Button
      • Spend Authorization will NOT close if linked to an Expense Report in ‘Draft’, ‘In Progress’ or ‘Approved’ but not Paid status or if Cash Advance has not been reconciled.
  • Workday - Expense Reports
    • Itemization should only be applied with specific circumstances:
      • Per Diem (Post-Trip) to break out meal allowance
      • Split funding (e.g., alcohol with business meal)
    • Cost Center Manager Approval for Expense Reports occurs when...
      • Expense Report is not linked to a Spend Authorization (e.g., PCard Transactions, non-travel reimbursements or Spend Authorization is closed).
      • Worktags are different than the linked Spend Authorization
      • Expense Report total is > 20% of linked Spend Authorization
      • Health System or OSUP Worktags are used
  • Travel Training at BuckeyeLearn
    • Introduction to Business Travel at OSU - Recommended for new employees that will be traveling for business
    • Business Travel Life Cycle - Recommend for employees who travel frequently, employees who routinely arrange travel for others, and employees who administer business travel processes

PCard

Updates:

  • PCard Application and Maintenance Form Moved to Workday (Effective 08/12/24)
    • When completing requests, review each field’s instructional text/guidance for entry (e.g., character limits, @osu.edu email standard, etc.).  Requests will be sent back to initiator if information is incomplete or incorrect
    • Approval Workflow is based upon the Applicant, PCardholder or PCard Manager’s default organizational assignment (HR profile), not the costing allocation (payroll)
    • If the Applicant, PCardholder or PCard Manager has a split appointment, the request will route to both Units for approval.  Only the Unit covering the expenses associated with the PCard should approve the requests.
  • PCard Application and Maintenance Request Reporting
    • My Requests:  This report returns all of the PCard Application/Maintenance Requests that the user submitted as self (see job aid for guidance). 
    • Requests Submitted on my Behalf:  This report returns all of the PCard Maintenance Requests submitted on behalf of the user (see job aid for guidance).

Reminders:

  • Temporary Holds
    • PCard account should be put on “hold” if PCardholder or PCard Manager is on temporary leave for more than 1-2 weeks
      • Prevents fraud risks for unauthorized use
      • Eliminates transaction processing issues
    • Request through the PCard Maintenance Request in Workday
  • PCard Use & Responsibilities - Live and Interactive
    • September 19th (virtual): 11 spots available
    • October 16th (virtual): 39 spots available
    • November 20th (virtual): 40 spots available

Expense

Updates:

  • Aged Transaction Clean-up
    • Non-Travel Reimbursement Expense Report Clean-up: Fall 2024
      • ‘Draft’ and ‘In Progress’ – anything 365+ days subject to EIB close
    • Miscellaneous Payment Request Clean-up: Fall 2024
      • ‘Draft’ and ‘In Progress’ – anything 365+ days subject to EIB close
    • Announcement will be released through NewsLink.  Be sure to review for action before permanently closed.

Reminders:

  • Amazon Business Account
    • Amazon purchases must be completed through the University’s Amazon Business Account to ensure contract benefits are applied (e.g., tax exemption and shipping).
    • Requisitioner access is established through the Unit’s Amazon Business Account Administrator
    • Using the University’s Amazon Business Account for personal use is prohibited.
      • Improper use may cause the University to lose its tax-exempt status, and the individual may be held liable for fraud by the State of Ohio. 
    • For more information visit the OSU Amazon Business Account Website 

 

 

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