Office Hours Summary (FY27)

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

• Contact ghs@osu.edu for support and questions.
   

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.