The logic for Cost Center Hierarchy Level 6 and Cost Center has been updated to provide units with visibility to all Credit Card Transactions for their area, including those assigned to External Committee Members.
These fields and report prompts have been mapped using text fields to the Cost Center number and corresponding Cost Center Hierarchy Level 6 that was provided on the PCard Application instead of the Cost Center currently assigned to the Expense Payee or Card Manager for the transaction.
The PCard Office is now offering an additional training course titled, PCard Use and Responsibilities . This is a more comprehensive training option than the PCard Overview course offered at BuckeyeLearn.
This live and interactive course is designed for Cardholders, Card Managers, Card Users, and individuals that support the PCard transaction expense process. The course provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement.
The Travel Office is now offering an additional training course titled, Business Travel Life Cycle – Live and Interactive . This is a more comprehensive training option compared to other self-led courses offered through BuckeyeLearn, such as: (1) Introduction to Business Travel and (2) Online Business Travel Life Cycle Modules.
This course was developed specifically to provide interactive discussion and demonstrations for the 4 core steps in the business travel life cycle and is recommended for employees who travel frequently, employees who routinely arrange travel for others, and employees who administer business travel processes. The course covers all business travel for the University and the Health Systems and incorporates guidance for Individual, Group and Team travel.
Participants can choose the attendance method that suits their preference: In-Person (Classroom) or Virtual (Teams Meeting). Register through BuckeyeLearn .
For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
The "Find Spend Authorization Summary – OSU" report has been enhanced to provide additional flexibility and insight into tracking the completion of the International Travel Acknowledgement of Understanding (AOU).
The fields listed below have been added to the report output.
"International AOU Required" - Shows "yes" if the Spend Authorization requires completion of the AOU questionnaire. "International Travel AOU Acknowledgement Date" - Shows the date selected on the questionnaire if completed. If the questionnaire has not yet been completed, this will be blank.
In addition, a checkbox has been added to the prompt (Spend Authorizations with International AOU Only), that when selected will only return results in the report that include an International Travel AOU questionnaire. To view only "in-process" Spend Authorizations, it is also recommended to use the status prompt filter as well.
Effective December 16, 2022, the International Acknowledgement of Understanding Form (AOU) will be launched in Workday as a Questionnaire step for the employee traveler (faculty/staff) to complete with a new Spend Authorization that includes an international destination in a Spend Authorization line. This will replace the DocuSign version that is currently hosted at the Travel Website. The International Acknowledgement of Understanding Form (AOU) was made a requirement for International Travel with the Travel Guidelines released in June 2021, following the university’s travel suspension due to COVID-19. See the full post for details.
Effective December 16, 2022, the Business Purpose drop-down menu on the header of the Spend Authorization and Expense Report will include updated selections. Business Purpose selections will be grouped by type (e.g., PCard, Reimbursement-Non-Travel, Travel) and will be condensed to a more finite list that supports analytical review of the type of travel or expense.
See the full Newslink post for the updated list of the new Business Purpose selections and their description of use.
The two Principal Investigator spend authorization and expense report notification improvements listed have been recently implemented.
Spend authorization and expense report notifications were updated to include the grant numbers from the transactions. Expense report notifications will only be sent if there is not a linked spend authorization or if the expense report total is over $500 and the cost center is not CC10982: ERIK | Office of Sponsored Programs Administration.
To ensure transactions are not skipping the review/approval steps for Cost Center Managers and Department Leaders when a Cost Center Manager or Department Leader is initiating or having a transaction initiated on their behalf, the following alternate routing updates are being made in Workday.
Cost Center Manager steps will route to Cost Center Director when there is no Cost Center Manager to assign. Department Leader steps will route to Senior Fiscal Officer when there is no Department Leader to assign.
These updates will also keep the steps in the business process from going unassigned due to there being no security assignment for the Cost Center Manager and Department Leader roles. This change was made for Spend Authorizations and Expense Reports on Thursday, October 27. The change was also made for Supplier Invoice Requests, Requisitions, and Miscellaneous Payments on Thursday, November 10.
