Travel Process: Tips and Tricks | Business and Finance

Authorization for business travel must be documented through a Spend Authorization with an Approved status prior to purchasing travel expenses using university or personal funds and before departure. The Spend Authorization must include the business purpose, estimated expenses and applicable support documentation.

Expense Reports must be generated to reconcile travel-related PCard transactions and/or reimburse eligible travel costs in a timely manner.

Advance Payment and/or reimbursement for business travel-related expenses are governed by university policies and procedures to ensure fiscal responsibility, compliance with procurement guidelines, and accurate financial reporting. Refer to the following links for related resources:

Travel Policy
PCard Policy
Expenditures Policy
Purchasing Policy
Travel Website
Workday Access for Spend Authorization and Expense Reports

Note: If a payee must be paid via wire, a Supplier Invoice Request (SIR) must be created to issue payment. Once the SIR is complete, the Spend Authorization should be closed.

Process

Business travel at OSU is structured based on the Travel Life Cycle model that supports fiscal accountability and ensures a smooth end-to-end travel experience.

Travel flow chart. 1 Plan Business Travel to 2 Request Business Travel Authorization* to 3 Book and Arrange Business Travel** to 4 Expense Business Travel*. Flowchart links to travel webpage

* Spend Authorizations and Expense Reports submitted in Workday route for approval based on worktag hierarchy and when applicable, by defined criteria, such as special approval categories or high‑risk dollar thresholds.

** Airfare and rental cars must be booked through the university’s contracted agencies. All other travel expenses should be paid using PCard or personal funds (for subsequent reimbursement).

Frequently Asked Questions

See Travel FAQ.

Roles

Business Role	Business Responsibilities - Spend Authorization	Business Responsibilities - Expense Report	Security Roles
Traveler (Employee)	Submit the applicable Spend Authorization in a timely manner. This responsibility may be completed by the Expense Data Entry Specialist, as applicable. Ensure the Spend Authorization justification clearly describes the business purpose, includes reasonable estimated expenses, and is supported by any applicable documentation. Monitor the Spend Authorization through the approval process to ensure it is fully approved before travel expenses are purchased. Comply with all applicable University policies, procedures, and guidelines.	Submit the applicable Expense Report (linked to the Spend Authorization) in a timely manner. This responsibility may be completed by the Expense Data Entry Specialist, as applicable. Ensure that the justification in the Expense Report clearly describes the business purpose and is supported by itemized receipts and required documentation. Monitor Expense Report through approval and payment. Comply with all applicable University policies, procedures, and guidelines.	Employee as self
Expense Data Entry Specialist	Submit the applicable Spend Authorization on behalf of the traveler/ECM in a timely manner. Ensure the Spend Authorization justification clearly describes the business purpose, includes reasonable estimated expenses, and is supported by any applicable documentation. Monitor the Spend Authorization through the approval process to ensure it is fully approved before travel expenses are purchased on behalf of the traveler/ECM. Comply with all applicable University policies, procedures, and guidelines.	Submit the applicable Expense Report (linked to the Spend Authorization) in a timely manner. Ensure that the justification in the Expense Report clearly describes the business purpose and is supported by itemized receipts and required documentation. Monitor Expense Report through approval and payment. Comply with all applicable University policies, procedures, and guidelines.	Expense Data Entry Specialist – if initiating a Spend Authorization or Expense Report on behalf of someone else Expense Analyst
Guest Traveler - External Committee Member (ECM)	Provide ECM set-up information as prompted by the hosting unit. Comply with all applicable University policies, procedures, and guidelines.	Provide ECM set-up information as prompted by the hosting unit. Comply with all applicable University policies, procedures, and guidelines.	N/A
Cost Center Manager	Approve all Spend Authorizations (non‑grant funded). This responsibility will be completed by the Cost Center Director when the Spend Authorization total is >$5,000. Ensure that Spend Authorizations have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies.	Approve all Expense Reports (non‑grant funded) that are not linked to a Spend Authorization. Ensure that Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies. Travel-related Expense Reports linked to a Spend Authorization require approval only when: The Expense Report total is more than 25% (+$500) over the Spend Authorization total Worktags have been changed from those on the linked Spend Authorization. Health System Cost Center Managers approve all travel-related Expense Reports.	Cost Center Manager
Cost Center Director	Approve all Spend Authorizations >$5,000. Ensure that Spend Authorizations have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies.	N/A	Cost Center Director
Grant Manager	Approve all grant funded Spend Authorizations. This responsibility will be completed by the Cost Center Director when the Spend Authorization total is >$5000. Ensure that Spend Authorizations have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies.	Approve all grant funded Expense Reports that are not linked to a Spend Authorization. Ensure that Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies. Travel-related Expense Reports linked to a Spend Authorization require approval only when: The Expense Report total is more than 25% (+$500) over the Spend Authorization total Worktags have been changed from those on the linked Spend Authorization.	Grant Manager
Travel, PCard & Expense Team	Monitor Spend Authorizations through approval. Approve all Cash Advances, as determined by eligibility criteria.	Monitor Expense Reports through approval. Approve Expense Reports with airfare not purchased with Airfare Credit Card with contracted travel agencies.	As applicable
Special or Ad Hoc Approver	Approve applicable Spend Authorizations when routed ad hoc by other business process approvers. Ensure that Spend Authorizations have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies.	Approve applicable Expense Reports as required by specific expense items or when routed ad hoc by other business process approvers. Ensure that Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable policies.	N/A
Executive Approver	Approve applicable Spend Authorizations as required based on the Spend Authorization traveler/payee’s title. Ensure that all Spend Authorizations have an appropriate business purpose, are within budget, and comply with the parameters of all applicable University policies.	Approve applicable Expense Reports as required based on the Expense Report traveler/payee’s title. Ensure that all Expense Reports have an appropriate business purpose, are within budget, and comply with the parameters of all applicable University policies.	As applicable
Service Center Rep & Lead (UNIV/OSP)	N/A	Business/Grant Service Center Rep approves Expense Reports for accuracy and compliance with university policies and take appropriate action, including approval, editing, or sending the Expense Report back for revision (not applicable to Health System Expense Reports). This responsibility will be completed by the Business/Grant Service Center Lead when the Expense Report total is >$2,000 or high risk.	Business Operations Center Rep Business Operations Center Lead Grant Operations Center Rep Grant Operations Center Lead

Reports

The following reports can be used to provide oversight and perform analytics on Spend Authorizations and Expense Reports. Reports can be scheduled to automatically run within Workday and notifications can be set to alert users that the report is available in Workday.

Key Reports	Description	Supports Process Steps
Find Spend Authorization Summary - OSU	This report provides Spend Authorization summary information such as payee/traveler, travel dates, business purpose, justification, linked Expense Reports, and Business Process information. This report returns one line for each unique Spend Authorization.	Workday Spend Authorization
Find Spend Authorization Details - OSU	This report provides detailed Spend Authorization line information including funding details, remaining commitments and available balances, payee, and specific trip details. Additionally, this report may be used to identify Expense Reports that have been linked at the Spend Authorization line level. This report returns one line for each unique Spend Authorization Line.	Workday Spend Authorization
Find Expense Report Summary – OSU	This report provides Expense Report summary information such as Payee, Business Purpose, Reimbursement Amount, Company Paid (PCard) Amount, linked Spend Authorizations when applicable, and Business Process information. This report returns one line per unique Expense Report.	Workday Expense Reports
Find Expense Report Details – OSU	This report provides detailed Expense Report information from Expense Report lines and itemizations including funding details, expense item, Last 4 digits of PCard, and linked Spend Authorizations when applicable. This report returns one line for each unique Expense Report line or itemization. Expense Reports with no lines entered will not populate on this report	Workday Expense Reports
Expense Report Exceptions	This report returns approved Expense Reports that include either a Workday Validation Error or Warning (Policy Alert) or have a comment in the “Exception Reason (policy exception comments only)" field.	Workday Expense Reports

Full Inventory of Operational Reports - view the Expenses/Travel reports tab

Training and Practice Aids

Resource Type	Resource Name	Resource Description
Job Aid (ARC)	SA – Create a Spend Authorization	Instructions on how to create a Spend Authorization.
Job Aid (ARC)	ER – Create an Expense Report (Travel)	Instructions on creating an Expense Report, which is required to reconcile PCard transactions and/or reimburse expenses associated with business travel. Expense Reports for business travel must be linked to a Spend Authorization.
Training (BuckeyeLearn)	Introduction to Business Travel at OSU	This brief, 10‑minute session provides a general introduction to essential travel information for new employees or those with busy schedules. Participants will be directed to helpful resources, key policy highlights, and guidance on where to go for assistance. This session is intended as a high‑level overview and does not replace the comprehensive training recommended for all Travelers and employees who support travel processing. Visit Buckeyelearn to register.
Training (BuckeyeLearn)	Business Travel Life Cycle (Live and Interactive)	This live, interactive course provides end‑to‑end guidance on the Business Travel Life Cycle for frequent travelers, travel arrangers, and business travel administrators. Through four focused modules—planning travel, requesting authorization, booking and arranging travel, and expensing—participants gain practical knowledge supported by live demonstrations and active engagement to confidently manage business travel from start to finish.
Office Hours	Travel, PCard and Expense Office Hours	News and Updates Stay informed on system enhancements, policy changes, and supplier‑related updates. Workday Process Demonstrations Learn how to complete key Travel, PCard, and Expense processes in Workday through guided demonstrations. Live Support and Guidance Chat directly with the Travel, PCard, and Expense team to ask questions and receive support with policy interpretation or system navigation. Offered the 2^nd Tuesday of every month from 10-11:30 a.m. Visit Travel Website to join from the News Article.

Contacts

For general support, please contact your college or department administrative support team, Service Center support team, and/or your Fiscal Support Team.

For additional assistance and inquiries, please contact the Travel, PCard & Expense Team at 614.292.9290 or travel@osu.edu.