FAQs

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Please see below for frequently asked questions about fiscal, HR and procurement items/procedures.

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Fiscal

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Alcohol

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The short answer is always. If a department wishes to serve alcohol at a university event in a non-permanently licensed campus site (such as a holiday party or reception in an atrium or conference room), prior university approval must be obtained. The requirement to gain this permission does not apply to events held at on-campus licensed facilities, such as the Blackwell or the Faculty Club. For more information, see the Office of Legal Affairs web information on Alcohol on Campus.

Arts and Sciences Guidelines for Purchase of Alcohol

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Pre-approval is not necessary to purchase alcohol at licensed facilities, such as off-campus restaurants. Approval may occur either before or after the event. However, ALL ALCOHOL purchase must receive College approval before the payment may be processed.

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The amount of alcohol purchased may not exceed $25 per person in attendance.

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If the PCard was used for the purchase, the cardholder who authorized the purchase will reimburse the college for the overage amount. If the purchaser is seeking reimbursement, the reimbursable amount will not exceed $25 per person in attendance.

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Alcohol may never be charged to general funds or sponsored research projects. Alcohol purchases must be charged to discretionary funds and must have documented approval (e.g. signature or direct e-mail) of appropriate college level approver. This approval also certifies that the fund used is a discretionary account or an eligible conference (earnings) fund.

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PCard

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Anyone in the department can initiate the request.

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Yes. Find a PCard tracking log form here for non-travel and here for travel.

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All transactions will be reviewed by the cost center manager and will workflow to the department leader when necessary.

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Yes, list each one as a separate line.

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Yes.

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Yes, create a new expense report with the credit documentation and include the original ER# in the comments.

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No. You can only reallocate with OSP funding and GET card.

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​​​​No, only one PCard can be used per expense report.

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Travel

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A pre-approved Spend Authorization(SA) is required for all travel.

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All Ohio State employees are required to purchase airfare with the CTP travel agency either through Concur or working with a service agent. Rental cars must be procured via the Ohio State contracted agencies Enterprise, National or Hertz. Group travel (10 or more individuals sharing the exact same itinerary) must be arranged with ScholarTrip travel. To ensure the rental car contract pricing and included required insurance they can be reserved in Concur as well. Please refer to the Travel FAQ for details and links.

Student employees traveling for academic reasons not related to their employment are exempt from the initiative, however it is strongly encouraged for duty of care purposes to use CTP.

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Travel exceptions are but not limited to: lack of pre-approval for travel (After the fact travel approval/ATF), non-contract rental car procured, lack of rental car insurance purchased, cash advance not reconciled within 30 days of return from trip, reimbursement not submitted by the traveler within 60 days of the return of the trip, non-commercial housing was not pre-approved.

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The cash advance is reconciled in an expense report which has been linked to the SA. The department will need to contact the BSC when there is a deposit for unused funds. Here is the job aid.

 

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If the contracted agencies are NOT available, or vehicles available do not meet business needs at the time of booking, screen shots need to be pulled at the time of booking and provided to avoid an exception.

If rental car is for domestic travel and is not rented under the contracted agencies, LDW/CDW PLUS liability need to be purchased.

International rental cars rented on contract do NOT include the necessary insurance.  Insurance options need to be explored prior to the trip and vetted through Risk Management to ensure coverage is enough to meet Ohio State University guidelines.

International rental cars rented outside of the contract need to have insurance options vetted through Risk Management.

Learn more about rental car discounts.

 

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Procurement

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Business purpose should be written so an individual, unfamiliar to the organization’s operation can understand why the transaction occurred and how it benefits the mission of the University.

Using words such as “for,” “on behalf of,” “at the request of,” etc. help the reader to understand the justification of the transaction or expenditure.

Examples of Poorly Written Business Purposes

  • Purchased 50 boxes of granola bars
  • Lunch with donor
  • Attend ASEE
  • Gift card for research participants
  • Airfare
  • Research collaboration

Examples of Properly Written Business Purposes

  • Purchase of granola bars to feed monkeys used in cancer research
  • Lunch with donor, Joe Smith, to discuss giving opportunities to the college in support of the building campaign
  • Attend American Society of Engineering Educators seminar to present paper on student retention
  • Gift cards given to research participants according to protocol
  • Invited to University of China to collaborate on chemical refinement processes on behalf of OSU
  • Various trips throughout South America to research rural irrigation systems to provide data for journal publication titled “Improving Rural Irrigation Systems”

*Standard office supplies is an acceptable business purpose for typical office supply purchases(i.e. pens, paper, notebooks). However, you do need a specific business purpose for unique office supplies that are not purchased regularly(i.e. DVD player).

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Please provide item/catalog numbers along with your item description. 

Important: Please provide quote # in the Quote ID box along with an attachment. If you do not have a quote number but an email from vendor then attach that to your requisition. If verbal or web pricing then mention that in Additional Information. 

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It is the responsibility of the department to attach completed vendor set up forms to requisitions for both individuals and companies.  

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No. One vendor per requisition.