Fiscal

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Service Overview

eRequest

Online purchasing application that will capture front-end approvals electronically. Individuals in a department will submit requests to buy something or pay someone. Once approved, the request will flow to the BSC for processing in the financials system.

Purchasing Card Reallocation and Approval

Departments will continue to manage the Purchasing Cards as they do currently. Departmental fiscal staff will create an eRequest and attach detailed documentation which the BSC will use for reallocation and approvals.

Travel Reimbursement

Departments will continue to arrange travel, and faculty and staff will continue to provide receipts to departmental staff upon their return. Departmental fiscal staff will provide the detailed documentation to the BSC for reimbursement processing.

Other Reimbursement (PREP)

The BSC will also handle other reimbursements.  Faculty and staff will continue to turn in receipts to departmental staff.  Departmental fiscal staff will provide the detailed documentation to the BSC process reimbursements.

Voucher Approval

Departmental staff will provide the detailed documentation to the BSC to release payments for blanket purchase orders and invoices over $3,000.


 

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Online purchasing application that will capture front-end approvals electronically. Individuals in a department will submit requests to buy something or pay someone. Once approved, the request will flow to the BSC for processing in the financials system.

eRequest Website Log-in - The log-in page for the eRequest site

eRequest Presentation [pdf] - Slides from eRequest presentation**** missing

eRequest Assist - Support for eRequest

eStore Assist - Support for eStore

 

eRequest Internal Vendor Information

Internal Vendor List as of April 21, 2011 [xlsx] - List of all internal vendors

Instructions for each Internal Vendor [pdf] - How to order for each vendor


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The BSC will also handle other reimbursements.  Faculty and staff will continue to turn in receipts to departmental staff. Departmental fiscal staff will provide the detailed documentation to the BSC process reimbursements.

Only payments that pertain to the current fiscal year convenience order list will be processed by the BSC. For the complete current list of convenience orders please click here.

All Vendor Maintenance including new vendors and vendor changes will be completed by departments/units. Helpful links for vendor maintenance are:

Vendor Maintenance

Please scan the appropriate PREP documentation and upload to the eRequest transaction:

  •  Vendor Name
  •  Vendor ID
  •  Current Vendor Address
  • Itemized receipts & proof of payment. Packing slips and/or documentation that item has been received (Amazon, Staples, etc.)
  •  Preapprovals for alcohol purchases
  •  Please provide list of attendees for university business meals showing list of both non OSU & OSU attendees. If a list of attendees is not available, then either a flyer or email that was distributed.
    1. Please note which attendees are University personnel and attendees who are guests to the university. 
    2. Business Meal Form can be available to departments/units per request.
  •  Provide translation of receipts if necessary.

Accounts Payable

Expenditures

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Departmental staff will provide the detailed documentation to the BSC to release payments for blanket purchase orders and invoices over $3,000.

Blanket Order vouchers:

  • Required Blanket Order release form with all information fields completed including authorized signatures for each line
  • Invoice copies if appropriate to verify reoccurring amounts

Vouchers over $3,000:

  • Packing list/packing slip
  • Invoice with ‘OK to pay’, date, and authorized signature
  • Email from person who is authorized signature documenting that product or service has been received
  • UNIV or ASC Payment request with authorized signature
  • Internal purchasing request with authorized signature
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When airfare is being charged to a federal contract or grant, travelers must be in compliance with the Fly America Act. Compliance is signified by the United States Flag Air Carrier’s code which must be noted as part of the flight number on the airline ticket or passenger receipt. Each airline has a two letter alpha code. For example, United Airlines has a code of “UA”. On an airline ticket or passenger receipt, this two digit code is designated just to the left of the flight number (e.g. UA 10). From the list of U.S. Flag Air Carriers below, you will be able to compare airline codes on the ticket with those on the list and ascertain whether or not the flight is on a U.S. Flag Air Carrier.

  • Airtran Airways (FL)
  • Alaska Airlines (AS)
  • American Airlines (AA)
  • Delta Airlines (DL)
  • Frontier Airlines (F9)
  • Hawaiian Airlines (HA)
  • Southwest Airlines (WN)
  • Spirit Airlines (NK)
  • United Airlines (UA)
  • US Airways (US)

The only allowable exception is if travel is supported by federal funds, travelers may choose to fly European Union airlines as long as they touch down in an EU country. A list of current member countries of the European Union is available at the Europa web site.

Please note: Travelers whose funding is coming from the U.S. Department of Defense (DOD) are not permitted to take advantage of Open Sky Agreements.

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Travel Policy

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The objective of the Travel Policy is to ensure efficiency and fiscal accountability for university business travel. 

The University will pay for reasonable and necessary expenses incurred for authorized business travel. 

General Information 

  • All travel expenses paid with university funds must comply with the University’s Expenditures, PCard, Internal Controls, Purchasing, and Human Resources policies. 
  • Additional sponsor requirements and/or federal regulations may apply to expenditures charged to sponsored projects. Contact the SPO for clarifications. 
  • Travelers need to familiarize themselves with the travel policy prior to making travel arrangements. 
  • Travelers need to work with travel arrangers or department business managers to make sure his/her travel plans meet the travel policy requirements. 
  • Travel arrangers/business managers need to be proactive and ask questions regarding travel plans in advance of departure. 
  • As a best practice, PR#s for prepayments should be referenced on the request for reimbursement. 
  • Policy exceptions are to be occasional and non-recurring. Multiple infractions may prompt loss of partial or full reimbursement. 

Approvals 

Travel Approval Decision Tree – order of preferred approval method 

  1. Establish a T# prior to trip departure. 
  2. Obtain written pre-authorization with estimated costs/budget to be attached to the travel request. 

All travel requests, including the written pre-authorization (permission to travel or guest’s invitation) must be approved per the departmental delegated signature authority prior to date of departure. 

Pre-authorization of guest/staff/student travel on OSP grants requires written approval by the PI to be attached to the travel request. 


Personal Travel in Conjunction with Business Travel 

  • OSU will only pay/reimburse expenses incurred at locations/times specific to the business purpose. 
  • OSU will not prepay any personal expenses unless documentation verifies there is no increase in cost. 
  • Cost variances in expenses such as airfare, car rental, and lodging must be clearly documented. 

Third-Party Payments 

Prepayments are not allowed if there will be payment of expenses or reimbursement to the traveler by a third party. 


Advance Payments 

A cash advance may be issued to a traveler when expenses would cause a financial hardship. Review the Travel Policy for examples of allowable circumstances and additional policy requirements (link below). 

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Rental Car Decision Tree – order of preferred rental source

  1. Transportation & Parking Motor Pool
  2. Contracted rental car agency
  3. Non-contract rental car agency (if contracted agency is not available)*

*See additional requirements, below.


University travelers should incur the lowest reasonable rental car expenses that meet the business needs.

  • T&P Motor Pool: Required DW/CDW/LDW and liability coverage is included at no additional cost.
  • Contracted Rental Car Agency: OSU negotiated discounted prices and required DW/CDW/LDW is automatically included in the price.

Enterprise Rent-A-Car and National Car Rental are the contracted agencies: osutravel.osu.edu/discounts/rental-car-discounts

Toll Free Numbers for reservations:

  • Enterprise Rent-A-Car: 1-800-261-7331
  • National Car Rental: 1-877-222-9058

Web Reservation link: Click Here

  • Non-Contracted AgencyPurchase of the DW/CDW/LDW and liability insurance is required as personal insurance coverage is not sufficient in providing the coverage listed above.

Failure to purchase the required insurance coverage is a policy violation requiring college-level exception approval. If the exception is denied, the traveler may only receive partial or no reimbursement or be required to reimburse the cost to the University in the case where a procurement card was used as method of purchase.


Under no circumstances is PAI (Personal Accident Insurance) or RAP (Roadside Assistance Protection) ever reimbursable.

GPS payment /reimbursement is at the discretion of the department on UNIV funds, but unallowable on OSP grant funding.

For all rental car purchases you must provide the following items in order to be reimbursed:

  • Original, itemized receipts
  • Fully executed rental agreement signed by traveler indicating DW/CDW/LDW and Liability insurance was purchased (must include the cost, dates and travel locations).
  • When a rental car is uses as the principle mode of transportation, justification is required to demonstrate that the automobile is more economical than any other type of transportation.
  • Your departmental travel arranger should reinforce these guidelines to you as you plan your trip or if you are hosting a visitor. All visitors should be made aware of these guidelines and they should take advantage of the OSU contracts with Enterprise and National.
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The objective of the Travel Policy is to ensure efficiency and fiscal accountability for university business travel. The University will pay for reasonable and necessary expenses incurred for authorized business travel. 

Reimbursements 

Reimbursement of travel expenses must be supported by original, itemized receipts where required. 

Personal funds expensed for business travel will not be reimbursed until after the trip occurs and the travel reimbursement has been entered into the eTravel system and approved by the delegated approval authority. 

The traveler must submit a request for reimbursement with supporting documentation within 90 days of the return date. Travel Arrangers should work with travelers to ensure they comply with this policy. 

Reimbursements that exceed the travel estimate by 20% or more must be approved by the departmental designated approval authority. 

Cash Advancement Reconciliation 

Cash advance expenses must be documented with original, itemized receipts (or equivalent documentation) and must be reconciled within one month of the return date. 

Any cash in excess of approved reimbursable expenses must be returned to the appropriate departmental account or sponsored project within the same one month period. 

Third Party Payments 

All third party reimbursements/payments must be documented in the reimbursement request. 

Record Retention 

All required documentation is to be stored in the eTravel system. Original documentation held by the department may be destroyed 60 days after verification the payment has been made. 

Policy exceptions are to be occasional and non-recurring. Multiple infractions may prompt loss of partial or full reimbursement. 

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Departments will continue to arrange travel, and faculty and staff will continue to provide receipts to departmental staff upon their return.  Departmental fiscal staff will provide the detailed documentation to the BSC for reimbursement processing. The Department is responsible for:

  • Enter Travel Request
    • E-mail address is required for Non-OSU travelers
  • Request pre-paid airfare in the travel request
    • if pre-payments other than airfare are needed, please contact your representative
  • Requests & completes vendor id maintenance for non-university individuals
  • Obtain and organize all original itemized receipts and documentation.  Verify legitimacy according to University Travel Policy which can be found here.
  • Please provide translation of receipts if necessary
  • Please specify any special handling instructions as needed
  • Department eTravel Initiators will enter the reimbursement payment request in eTravel then contact their BSC Associate for submission

Helpful Forms


Refer to Ohio State Travel Website for travel policy info and forms.

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