Office Hours Summary (FY26)

October 14, 2025

To learn more go to Join Office Hours article.

For a summary of previous Office Hours content, select applicable month for FY26. 

OCTOBER 2025

Travel Updates & Reminders

  • Rental Car Contract Rate Increase - Enterprise and National
    • Rental car rates for Enterprise and National will be increasing effective 10/19/25.  Refer to the Business Rental Summary for more information.
  • Per Diem Rate Updates
  • Lodging at The Blackwell
    • Payment for guest speaker lodging must now be made exclusively using a PCard.
      • SB1 Reporting Requirements
      • PCard does not need to be present at check-in; Blackwell will bill units after-the-fact against the PCard.
      • Outstanding questions entered in Q&A will be addressed in Office Hours chat.
  • International Acknowledgement of Understanding (AOU) Updates
    • The International Acknowledgement of Understanding has been updated to reflect current travel risks and information associated with international travel.
    • The AOU is required for faculty and staff travelers submitting a Spend Authorization in Workday for an international destination.
    • A pdf version is available when not prompted in Workday:  International Acknowledgement of Understanding
  • European Union (EU) - Entry/Exit System (EES)
  • Reminder that contact information for the approved travel agencies is located on the Travel website under the Contact a Travel Agent section.  OSU login is required for access.

PCard Updates & Reminders

  • PCard Use and Responsibilities Update
  • Reminders for PCard Application and Maintenance Request Reporting:
    • My Requests - This report returns all the PCard Application/Maintenance Request that the user submitted as self.
    • Request Submitted on My Behalf - This report returns all the PCard Maintenance Request submitted by another employee on behalf of the PCardholder.
  • Reminders for PCard Transaction Reassignment:
    • Reassignment is enabled on all PCards
    • Only the PCardholder has access to reassign transactions. Contact the PCard Office for assistance if the PCardholder is no longer employed in the Unit or on extended leave.
    • Transactions linked to an Expense Report can not be reassigned. Cancel the ER or remove the PCard transaction line.

Expense Guest Presentations

  • Miscellaneous Payment Request Functionality - EBS Presentation
  • Software Preapproval Process - EBS Presentation

TPE General Updates & Reminders

 

SEPTEMBER 2025

Travel Updates & Reminders

  • Anthony Travel (Individual Business Travel) Updates
    • Call queue will hold caller for 5 min MAX before transferring to voicemail OR caller can press "1" to transfer immediately to voicemail without holding.
    • If leaving voicemail, you should anticipate a response within 2 hours during normal business hours (exceptions may apply due to volume influx caused by weather, technical outages, et al). Voicemail received within an hour of the end of the business day may be responded to the following business day.  Business hours are Monday through Friday, 8 a.m. to 7 p.m. ET.
    • Notify the Travel Office if you encounter any issues with response time or call back.
  • Southwest Airlines - Seat Selection in Concur
    • Southwest Airlines is shifting from its open-seating policy to assigned seating for flights departing on or after January 27, 2026. Configuration efforts are underway between Southwest Airlines and Concur to allow seat selection at booking within Concur. For the short term and until the configuration is complete, seat selections for flights departing on or after January 27 must be made after your purchase is finalized in Concur with one of the following options:
      • Contact an Anthony Travel Consultant - provide your flight confirmation # (and if available Rapid Reward #) OR;
      • Login to Southwest.com with your flight confirmation # (and if available Rapid Reward #
    • Travelers with A-List or A-List Preferred status must apply Rapid Reward # to display the seat inventory that reflects their benefits.
    • If the traveler neglects to make a seat selection after finalizing a Southwest booking in Concur, one will automatically be assigned 24 hours prior to departure (exceptions may apply with Basic fares).

PCard Updates & Reminders

  • Reminder that PCard Application Requests must be received by the PCard Office at least 2 weeks in advance of when the PCard is needed.
    • Plan Ahead, as Unit approvals may cause delays
    • All new PCards will be available for pick-up at 2650 Kenny Road (Stores and Receiving Building).  Pick-up is limited to Monday and Wednesday between 7:30 a.m. and 4:30 p.m.  The PCard Office will notify the PCardholder listed on the application by email with pick-up instructions.
    • Review the status of your application by running the "My Requests" report in Workday

Expense Guest Presentations

AUGUST 2025

Travel Updates & Reminders

  • Reminder effective July 1, 2025, Anthony Travel replaced Corporate Travel Planners (CTP) as the Travel Management Company for individual business travel. Read more.
  • Anthony Travel Consultants were introduced for Individual Business Travel.  Visit Contact a Travel Agent for agency contact information.
    • When to use a Travel Consultant:  International travel, complex bookings, multi-city itineraries - no service fee
  • Reminders for Southwest Airlines:
    • Baggage policy has changed to $35 for 1st checked bag and $45 for 2nd checked bag
    • Assigned seating will begin for flights departing on/after January 27, 2026. Read more.
    • Fare types have been modified. Read more.

PCard Updates & Reminders

  • Reminder that PCard transactions do not load into Workday immediately after the purchase.
    • Typically takes 3-5 days.
    • Ensure that the PCard transaction is linked to the Expense Report before submitting.  If not, it will treat the Expense Report as a reimbursement.
  • Reminder that all PCards are enabled for reassignment (effective 6/1/25)
    • Travel transactions must always be reassigned to the traveler so that the Expense Report can be linked to their approved Spend Authorization.
    • Not all transactions need to be reassigned (e.g., transactions made by the PCardholder or non-travel transactions).

Expense Updates & Reminders

  • Reminder that Advance Ohio Education Act (SB 1) was signed into legislation in March with an effective date of June 27, 2025. Read more.
    • OSU required to report on monetary and and non-monetary benefits provided to an individual in exchange for participation in a university-sponsored event, where the individual is paid:
      • Speaker Fees - Paid through Requisitions
      • Honorarium - Paid through Miscellaneous Payment

TPE General Updates & Reminders

  • Reminder to ensure your Outlook mailbox does not filter out Travel/PCard/Expense email responses from servicedesk@osu.edu
  • Policy Revisions in FY26:
JULY 2025

Travel Updates & Reminders

  • Travel Office will be conducting the annual Spend Authorization Mass Close process to release pre-encumbrances on aged Spend Authorizations (e.g., any Spend Authorization with a return date of July 2024 or before). Review open and aged Spend Authorizations to:
    • Submit and Approve Draft or In Progress ERs that need expensed
    • Cancel Draft or In Progress ERs not intended for approval
    • Collect unused funds and/or receipts to reconcile Cash Advances
  • Effective July 1, 2025, Anthony Travel replaced Corporate Travel Planners (CTP) as the Travel Management Company for individual business travel.  
    • Booking by phone/email - OSU Employee ID validation and approved Spend Authorization # required for purchase
    • Booking through Concur (serviced by Anthony Travel) - OSU credentials for login and approved Spend Authorization # required for purchase
    • Any bookings procured through Corporate Travel Planners on or before June 30, 2025, will continue to be serviced by Corporate Travel Planners through trip completion.
    • Unused Tickets acquired through Corporate Travel Planners – contact travel@osu.edu with any questions.
    • Travel Management Company Updates:
      • Travel Website - Contact a Travel Agent and Business Travel Updates
      • Anthony Itinerary/Invoice - new sender, format, & ghost card # for prepaid airfare
      • Anthony Travel Notifications - INTL documentation reminder, UK Documentation Reminder, Unused Ticket Reminder (120/90/60 days)
      • Concur - updated layout/booking experience (excluding guest bookings)

PCard Updates & Reminders

  • PCard Office is monitoring transactions for compliance:
    • Warning notices issued to PCardholders with transactions exceeding 60 days from load date in Workday that have not been approved on an Expense Report and are not actively routing through approvals.
    • Suspension notices issued to PCardholders with transactions exceeding 90 days from load date in Workday that have not been approved on an Expense Report and are not actively routing through approvals.
  • Reminder that lost/stolen PCards must be cancelled with the bank immediately to maintain dispute rights.
    • Transactions made with the lost/stolen PCard before cancellation are not eligible for dispute.
    • If theft/fraud occurs on OSU Campuses, notify University Police.
    • If theft occurs outside of OSU Campuses, notify the local law enforcement agency with jurisdiction.
  • Reminder to regularly review your PCard transactions and bank statements for fraud.
    • Dispute Forms must be submitted to PNC within 60 days of the statement date on which the disputed transaction appears.
    • Completed Dispute Forms must be attached to the Expense Report(s) containing the fraudulent transaction(s) and any related credits.

Expense Updates & Reminders

  • Updates will be made to the Miscellaneous Payment Request Process to ensure proper classification and review of independent contractor relationships with OSU
    • Honorariums, Employee Assistance, and Stipend miscellaneous payment categories will be routed to the HCM Supplier approver for review and validation.
    • Stay tuned for updates in NewsLink!
  • IT Software expense item has been decommissioned in Workday. Expense Item Computer Services Software Maintenance and Licenses should be used for software expenses.
    • Pilot in production for new software preapproval process beginning July 11, 2025
  • Expense Office will be conducting the annual Mass Cancel process for transactions that are >365 days
    • Review Draft & In Progress tasks for Miscellaneous Payments and Expense Reports
  • Itemization on Expense Reports is only required when:
    • Using different funding sources (e.g., split Worktags)
    • Business meal – alcohol (e.g., must be charged to discretionary fund)
    • Per Diem (Post-Trip)

 

 

Tags: Travel, PCard, Expense