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Office Hours Summary (FY27)

August 11, 2026

To learn more, visit the Join Office Hours article.

For a summary of previous Office Hours content, select applicable month for FY27. 

SEPTEMBER 2026

Travel Updates & Reminders

Mileage Expense Item Enhancement - Coming Soon!
  • We're excited to share that enhancements to mileage reimbursement are anticipated next month with the introduction of Google Maps functionality within the mileage expense process.
  • The new functionality is designed to streamline mileage entry, improve accuracy, and simplify the reimbursement experience by leveraging mapping and distance-calculation capabilities within the expense report.
  • Want to see it in action? Additional guidance, examples, and a live demonstration will be provided during October Office Hours. More information, including the implementation date and training resources, will be shared as they become available.
Business with Personal Travel: Cost Comparison
  • When personal travel is combined with university business travel, a cost comparison is required to determine whether the personal travel resulted in any additional cost to the university, specifically when airfare is charged to the university's Airfare Credit Card.
  • Best Practice: Obtain and retain the cost comparison at the time of booking. This provides the most accurate assessment of any additional cost associated with the personal portion of the trip.
  • If a comparison was not obtained at the time of booking: Airline fares cannot be reliably recreated after-the-fact due to changing prices and availability. As a reasonable alternative, a current cost comparison may be performed in Concur using the same airline, routing, departure times, and cabin/class of service as the original trip. While this approach does not recreate the historical airfare, it can provide a reasonable estimate of any additional cost attributable to the personal travel portion.

Example:

A traveler purchased airfare on the university's Airfare Credit Card for $410:

  • CMH to ORD
  • Departing August 10 at 8:00 a.m.
  • Returning August 13 at 3:00 p.m.
  • Coach seating

The business travel dates were August 10-12, with August 13 included for personal travel.

To estimate whether the personal travel increased the cost of the ticket, run two airfare searches in Concur using comparable future travel dates and the same airline, routing, departure times, and class of service:

  1. Business-only itinerary (August 10-12 equivalent): $320
  2. Business + personal itinerary (August 10-13 equivalent): $365

Estimated personal travel cost: $365 - $320 = $45

In this example, $45 may be treated as a reasonable estimate of the amount owed by the traveler. The remaining $365 would represent the estimated business cost of the trip.

If the business + personal itinerary prices the same as or less than the business-only itinerary, no reimbursement to the university is required because the personal travel did not increase the airfare cost.

Documentation of both comparison searches should be retained with the expense report to support the determination.

Job Aids at the ARC
Travel job aids are available through the Travel website and can also be accessed directly through the Administrative Resource Center (ARC).
 
These job aids provide step-by-step instructions for common travel-related processes, helping users navigate transactions accurately and efficiently.

Available topics include:

  • Spend Authorizations
  • Expense Reports
  • External Committee Members
  • Cash Advances
  • Personal Expense Repayments

Whether you're new to the process or need a quick refresher, these resources are a great starting point for self-service support. Visit the Travel website or ARC to access the latest guidance and job aids.

PCard Updates & Reminders

PCard Pick-up Schedule Extended

The PCard Office has updated its card pickup hours:

  • Mondays: 1:00 p.m. to 4:00 p.m.
  • Wednesdays: 8:30 a.m. to 4:30 p.m.

PCardholders will receive an email notification from the PCard Office when their card is ready for pickup. Please wait for this notification before coming to pick up your card.

Building access is secured. Upon arrival, contact the PCard Office using the instructions posted on the front door for assistance with entry.

Quick Expense:  Capture Receipts on the Go

Quick Expense makes it easy to capture receipts while traveling or away from your workstation. Simply email a receipt to Workday or use the mobile app to scan it, and Workday's AI will read the receipt and create a Quick Expense record.

This feature helps travelers or PCardholders organize expenses as they occur, reducing the need to track receipts and enter details later.

Important reminders:

  • Quick Expenses do not generate reimbursement on their own.
  • Quick Expenses do not reconcile PCard transactions.
  • A Quick Expense must be added to an Expense Report to complete processing and, when applicable, request reimbursement.

Additional resources:

Offboarding and Cancellation Requirements

A reminder that PCard cancellation is a critical part of the employee offboarding process and an important control to help protect university resources.

In accordance with the PCard Policy, cards must be cancelled immediately when a PCardholder:

  • Retires
  • Terminates employment
  • Transfers to another unit
  • Assumes duties that no longer require management or use of a PCard

PCard responsibilities cannot be transferred to another employee. Because PCard transactions are tied to the individual cardholder and routed through that employee's Workday profile for reconciliation and audit purposes, a new application must be submitted for any replacement cardholder.

Before a PCardholder leaves a position or becomes ineligible to hold a card, units should ensure all outstanding PCard transactions have been reconciled through an Expense Report. Addressing unreconciled transactions before offboarding can help avoid additional administrative effort and delays after the cardholder's departure.

To review active cards within your area, authorized users can access the Find Credit Cards - OSU report in Workday.

Promptly cancelling unneeded cards and monitoring active accounts helps strengthen internal controls, reduce the risk of unauthorized use, and support compliance with university and banking requirements.

Sales Tax on PCard Transactions:  Be Proactive

During Office Hours, we shared observations from our year-end review of aging PCard transactions and highlighted common issues that can delay expense processing.

One of the best ways to avoid delays is to think about documentation and policy requirements before or at the time of purchase, rather than trying to address issues after the transaction has occurred.

Sales Tax Reminders

Ohio State is generally exempt from sales tax for qualifying purchases in states where the university's exemption applies. While tax-exempt purchasing is not always straightforward, PCardholders and PCard users should make reasonable efforts to communicate the university's tax-exempt status to merchants before completing a purchase.

Taking proactive steps at the point of sale is often much easier than attempting to recover incorrectly charged tax after the purchase.

When Sales Tax Is Charged in Error

If sales tax is charged:

  • Contact the merchant as soon as possible.
  • Provide the appropriate tax-exemption documentation.
  • Request a refund of the tax charged in error.

For sales tax charges of $50 or more, reasonable efforts should be made to obtain a refund. However, those efforts should be practical and efficient. The time and resources devoted to recovery should not exceed the value of the tax being pursued.

All recovery efforts, communications, and outcomes should be documented and retained with the Expense Report to support compliance and audit requirements.

Additional Resource:

  • Sales and Use Taxes (verify eligible states for exemption and download exemption certificates)

     

Receipts and Support Documentation

During Office Hours, we discussed the importance of obtaining and retaining receipts at the time of purchase whenever possible. Receipts often provide key details needed to support the business purpose of an expense, demonstrate policy compliance, and facilitate timely review and approval.

Occasionally, receipts may be lost, unavailable, or lack sufficient detail. In these situations, reasonable efforts should be made to obtain replacement documentation from the merchant. However, the level of effort should be proportionate to the nature, risk, and dollar amount of the transaction.

  • For lower-dollar, low-risk expenses where a receipt is not available, a documented explanation may be sufficient. For example, if a parking facility does not issue receipts, an explanation supporting the business purpose may adequately support the expense.
  • Higher-dollar or higher-risk transactions typically require additional efforts to obtain supporting documentation. At the same time, attempts to obtain missing receipts should be conducted using sound business judgment and should not continue for months in a manner that delays reconciliation and submission of the Expense Report.

When reasonable efforts have been exhausted, documenting the circumstances, noting the actions taken, and processing the transaction as an exception may be the most appropriate path forward.

Expense Updates & Reminders

Expense Itemization:  When is it Needed?

During Office Hours, we provided a reminder about the appropriate use of itemizations on Expense Reports.

Itemization allows a single expense to be split into multiple expense lines when different portions of the transaction require separate accounting treatment. This may include assigning different expense items, funding sources, or worktags to portions of the expense.

Itemization is not required for every expense and should be used only when a policy requirement, accounting need, or business circumstance necessitates separate reporting or allocation.

Common examples include:

  • Business meals that include alcohol: Because alcohol must be charged to an allowable discretionary funding source, the alcohol portion should be itemized separately from the meal expense.
  • Hotel folios with multiple charges: Lodging, taxes, parking, internet fees, and other hotel-related expenses may require different expense items or accounting treatment. When applicable, these charges should be itemized rather than reported as a single lodging expense.
Don't Ignore Workday Messaging:   Instructional Text and Alerts/Errors 

As a final reminder, take a moment to review the guidance provided throughout the Spend Authorization and Expense Report processes in Workday.

Instructional text appears throughout these transactions, including at the top of pages and within the details section of individual expense items. These instructions may provide policy reminders, documentation requirements, links to helpful resources, or guidance for completing specific fields and attributes.

When entering expense information, carefully review all instructional text as well as any alerts, warnings, or error messages generated by the system. These messages are designed to help ensure expenses are coded correctly, required information is provided, and policy requirements are met before submission.

It is also important to remember that Workday guidance, field requirements, and system messaging may evolve as new functionality and enhancements are introduced. Even experienced users should take a moment to review the information displayed on the screen rather than relying solely on past experience.

A few extra seconds spent reviewing instructions and system messages can help prevent errors, reduce follow-up questions, and support more efficient expense processing and approval.


Guest Presentation - Anthony Travel

Learn how to navigate Ohio State's travel program and work effectively with Anthony Travel. This presentation coverered booking options, traveler support resources, airfare considerations, travel disruption assistance, and best practices for successful business travel.

 

Guest Presentation - Hertz

Learn about Ohio State's rental vehicle program with Hertz. This presentation reviewed contract benefits, rate updates, vehicle rental requirements, driver eligibility, and practical tips for booking and managing business travel rentals.
AUGUST 2026

Travel Updates & Reminders

  • Travel Readiness Reminders
    • Obtain Spend Authorization approval before making travel arrangements.
    • Book airfare and rental cars through the University's contracted travel agencies/providers as required by the Travel Policy.
    • Review funding source requirements and travel restrictions before booking.
    • Allow additional time for approval and booking during peak travel periods.
    • Confirm travel identification requirements (e.g., passport, visa, et al) well in advance.
    • Review destination-specific health, safety, and security guidance.
    • Ensure emergency contact information and travel registrations are up to date.
       
  • Mileage Rate Update
    • Mileage reimbursement rate increased from 72.5 cents to 76 cents per mile.
    • Effective for business miles driven July 1, 2026 through December 31, 2026.
       
  • Rental Car Insurance Coverage for Underage Drivers
    • Effective November 1, 2026, Hertz becomes the only approved rental car supplier for drivers ages 18-20.
    • Enterprise and National will no longer provide insurance coverage for underage drivers. Supplemental insurance cannot be purchased through Enterprise or National for underage drivers
    • Underage travelers using unapproved vendors assume personal liability for claims and damages.
    • Units should begin preparing for this change immediately.
       
  • Efficiencies Update – Spend Authorization Business Process Routing Change
    • All Spend Authorizations will route to either the Cost Center Manager (UNIV funds) or Grant Manager (OSP funds).
    • Cost Center Director approval required only when Spend Authorization total is $10,000 or more.
    • New routing becomes effective August 28, 2026.
       
  • Cash Advance Requests
    • The Travel Office will be reviewing cash advance requests under a revised framework designed to reduce reliance on cash advances whenever practical. Cash advances will generally be reserved for circumstances where university payment methods (e.g., PCard) are not available.
    • PCard is the preferred payment method for travel expenses. Employee travelers will be expected to use available PCard solutions (e.g. GET PCard).
    • Expenses such as memberships and registrations will be directed to the unit’s Department PCard or their Service Center PCard.
    • Early planning is critical to ensure PCard applications are submitted and approved in advance of travel.
    • The future cash advances will likely continue to evolve, with alternative payment methods such as PCards and digital payment solutions becoming more common. 
       
  • Expenses Hub
    • The Expenses Hub is a central location for managing YOUR expense-related tasks and transactions, including your Spend Authorization for travel.
    • It is important to exercise caution when working in the Expenses Hub, as some actions are permanent and cannot be reversed. For example, we recommend not using the Actions button to view or change your Spend Authorization. 
    • Spend Authorizations that have been prematurely closed by selecting the Actions button are unable to be restored to “Approved” status and will not allow Expense Reports to be linked to the Spend Authorization.
    • If a Spend Authorization has been closed in error, the Spend Authorization number should be referenced in the memo or comments of the Expense Report and a new Spend Authorization should not be submitted. 
       
  • Senate Bill 1 (SB1) Compliance 
    • Any expense paid to or on behalf of a guest (speaker or honorarium recipient) must be flagged with key indicators in Workday that will assist with compliance reporting (excluding Student Organizations).
    • Travel expenses incurred on behalf of a guest speaker must use the following business purpose on the Spend Authorization: TRAVEL – External Speaker/Honorarium (Guest Traveler, Non-Employee).
    • Lodging expenses for guest speakers should be paid using PCard or personal credit card.
      • For guest speaker lodging at The Blackwell Inn, charges should be billed directly to the sponsoring unit and paid through the unit's PCard upon receipt of the invoice.
         
  • Concur Booking Reminders
    • Employees booking travel for another employee must be designated as a Travel Assistant (Arranger). 
      • Do not use "Book for a Guest" for employee travel. Rather, "Act As" another use by switching to the traveler's profile to book on behalf of an employee.
        • When an employee is booked as a guest in Concur, reservations and unused airline ticket credits may not be properly associated with the traveler's Concur profile. 
      • If the employee traveler is unable or unwilling to assign a Travel Assistant, the reservation should be made through a full-service Anthony Travel agent.
    • Use the Guest Booking process for non-employee or guest travelers.
      • TSA and traveler information are required for guest bookings.
         

PCard Updates & Reminders

  • PCard Pick-up Schedule
    • PCard pick-up is available only during designated hours.
      • Mondays: 1:00 PM – 4:00 PM 
      • Wednesdays: 9:00 AM – 12:00 PM
    • Effective August 26, 2026 (Extended Wednesday Hours)
      • Mondays: 1:00 PM – 4:00 PM 
      • Wednesdays: 8:30 AM – 4:30 PM 
    • Building access is secured; contact the PCard Office upon arrival.  Instructions are posted on the front door
       
  • GET PCard Overview
    • Issued for a specific trip and canceled after travel is completed.
    • No minimum travel duration is required.
    • ATM access is available 
    • Eligibility requirements:
      • Active employee status
      • Approved Spend Authorization
      • At least $250 in estimated travel expenses
    • Transactions must be submitted on an Expense Report within 10 days of the Workday load date (per PCard Policy).
       
  • Reminders regarding PCard Security (Tips to Prevent Fraud):
    • Store PCards in a secure, locked location when not in use.
    • Never leave a card unattended in an office, vehicle, or accessible area.
    • Do not save, store, or share full card numbers through email, text messages, handwritten notes, etc.
    • Use OSUSecure Email when sensitive information must be transmitted via email.
    • Cancel PCards immediately when an employee: 
      • Leaves the university
      • Transfers to another unit
      • Moves into a role that no longer requires use of a PCard
    • Be alert to phishing attempts and suspicious emails, websites, payment requests, or vendor communications.

    • Regularly review Workday transactions and monthly statements to identify unauthorized activity early.

       
  • Lost, Stolen, or Fraudulent PCard Activity
    • Immediately report lost, stolen, or compromised PCards to both PNC ((800) 685-4039) and the PCard Office .
      • Transactions that post with the bank before cancellation may not be eligible for dispute.
    • If the PCard is stolen, you must also notify the the local law enforcement agency with jurisdiction.
    • For fraudulent charges:
      • Dispute Forms must be submitted to PNC within 60 days of the statement date on which the disputed transaction appears.
      • Dispute Forms must be attached to the Expense Report(s) containing the fraudulent transaction(s) and any related credits.
        • Select PCard - Disputed Transaction or Dispute Credit as the business purpose on the Expense Report.
        • Select Disputed Credit Card Transactions as the expense item type on the transaction line of the Expense Report.
      • Do not delay Expense Report submission while waiting for credits, as investigations can take several months.


Expense Updates & Reminders

  • Expense Item Selection
    • Review expense item descriptions before selecting an expense item on the Spend Authorization or Expense Report. Some expense items are restricted to specific business units or purposes.
      • Use Related Actions to review item descriptions and guidance.
         
  • Student Organization Payments
    • Student organization payments must be processed using the Miscellaneous Payment process. 
    • Do not use Expense Reports for student organization payments.
       

TPE Updates & Reminders

  • New AI-Enhanced Search on Business and Finance Websites
    • Business and Finance websites now features an AI-enhanced search capability designed to make finding information easier and more efficient. 
    • Users can simply ask a question in plain language and receive relevant answers based on official university content.
       
  • Recognize Great Service from the Travel, PCard & Expense Team
    • We strive to provide exceptional service to our campus community. If a team member made a positive impact, please consider submitting a Submit a B&F Shout-Out to celebrate their contribution.
       

Guest Presentation - Global Health and Safety

Learn about the resources and services available to support safe and successful university travel. This presentation provides guidance on travel health and safety resources, risk awareness, international travel considerations, and traveler preparedness before, during, and after travel.

 

JULY 2026

Travel Updates & Reminders

  • Travel Suspension to Select Countries
    • Travel suspension remains in effect to/through designated restricted Middle East countries. 
    • Spend Authorizations involving restricted destinations undergo Travel Office review. Travel agencies and Concur block bookings to restricted locations.
    • Units hosting international guests may be responsible for costs related to travel disruptions or extended stays. 
       
  • Air Suvidha 2.0 Health Declaration (India)
    • India reinstated the Air Suvidha 2.0 Health Declaration requirement effective June 25, 2026. This is required for international travelers entering India.
    • Travelers should complete the declaration before departure and retain retain proof of submission for presentation upon arrival if requested.
    • The Air Suvidha Self Declaration Form is available directly through the Government of India's Air Suvidha portal. 
    • Additional screening may occur based on travel history and public health requirements. 
    • Travelers should review destination entry requirements before international travel. 
       
  • Unused Ticket Management Process
    • Travelers are responsible for using unused tickets for future business travel before expiration.
    • Monitor airline expiration rules—many require travel completion, not just booking, before the expiration date.
    • Unused tickets remain in the traveler's Concur profile; Anthony Travel sends reminders at 90 and 60 days before expiration.
    • Starting July 2026, unused ticket reports will be provided to Senior Fiscal Officers.
    • For non-employee guests and students, consider refundable airfare to avoid managing unused tickets.
       
  • Expense Item Name Changes
    • Per diem expense items were renamed for clarity:
      • Per Diem (Spend Authorization Use ONLY)
      • Per Diem (Expense Report Use ONLY)
    • Expense Item changes support improved reporting, compliance, and data accuracy.
    • Use 'Actual Meals (In Lieu of Per Diem)' when reimbursing less than the full per diem amount. 
       
  • Cash Advance Requests
    • The Travel Office will be reviewing cash advance requests under a revised framework designed to reduce reliance on cash advances whenever practical. Cash advances will generally be reserved for circumstances where university payment methods (e.g., PCard) are not available.
    • PCard is the preferred payment method for travel expenses. Employee travelers will be expected to use available PCard solutions (e.g. GET PCard).
    • Expenses such as memberships and registrations will be directed to the unit’s PCard or their service center.
    • Early planning is critical to ensure PCard applications are submitted and approved in advance of travel.
       
  • Post Fiscal Year End Activities (Travel)
    • Cleanup of aged Spend Authorizations is underway.
      • Spend Authorizations with return dates of July 2025 or earlier are being reviewed for closure.
    • Prioritize airfare transactions that loaded into Workday on or before June 30.
      • Promptly review and approve Expense Reports submitted by the Travel Office.
      • Initiate Customer Invoices for personal airfare included with business travel.
      • Travel Office is actively monitoring outstanding transactions and may follow up as needed.
         

PCard Updates & Reminders

  • PCard Processing - Request to Receipt Timeline
    • Submit PCard requests early to support timely issuance.
    • Required approvals from the Cost Center Manager and Senior Fiscal Officer may extend processing time.
    • Track application status using the My Requests report in Workday.
    • The PCard Office should receive the fully approved application at least 2 weeks before the card is needed.
    • After the PCard Office orders the card from the bank, allow approximately 5 business days (exceptions may apply) for processing and pick-up notification.
       
  • PCard Pick-up Schedule
    • PCard pick-up is available only during designated hours.
      • Mondays: 1:00 PM – 4:00 PM 
      • Wednesdays: 9:00 AM – 12:00 PM 
    • PCard pick-up location
      • 2650 Kenny Road (Stores & Receiving Building) 
    • Building access is secured; contact the PCard Office upon arrival.  Instructions are posted on the front door
       
  • Post Fiscal Year End Activities (PCard)
    • Prioritize PCard transactions that loaded into Workday on or before June 30.
      • Run Credit Card Transactions-OSU report to identify aged transactions
      • Promptly submit and approve Expense Reports
      • PCard Office is actively monitoring outstanding transactions and may follow up as needed.
         
  • Coming Soon: Self-Led PCard Training Course anticipated in Fall 2026.
     

Expense Updates & Reminders

  • New Expense Items
    • 26 new expense items were added to support improved expense classification and reporting.
    • To help users select the appropriate expense item, select the Related Actions icon next to the expense item to review its intended use. 
    • These changes are part of Phase I of the Spend Category Enhancement Project. Phase II is expected in Fall 2026 and will focus on naming convention improvements.
       
  • Post Fiscal Year End Activities (Expense)
    • Aged “Draft” and “In Progress” Expense Reports and Miscellaneous Payment Requests have been queued for cancellation as part of annual cleanup efforts, including:
      • Expense Reports created July 1, 2025, or earlier
      • Miscellaneous Payments with request dates July 1, 2025, or earlier
    • Units may be contacted to help resolve outstanding items before cancellation. 
Tags: Travel PCard Expense