WorkDay Spend Authorization/Travel Instructions

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School of Communication Travel Instructions

*If this trip has no associated costs (e.g.: third party assistance), a Spend Authorization is still required as a business leave request. Select Travel Without Expenses as the Business Purpose, and a small dollar expense line is still required.* 

*No travel expenses can be purchased without an approved Spend Authorization (SA#). This includes but is not limited to prepaid airfare, hotel deposits, and registration for in person events.*

  1. Log into WorkDay https://workday.osu.edu/
  2. Select the Request Travel or Purchase application
  3. Select Request Preapproval for Travel
  4. Under Spend Authorization Information, complete all fields (even the fields without a red asterisk).

    Company:  This field auto populates based on the organization you are assigned to
    Start/End Date:  This is the departure and return date for the trip.  This will default to today’s date, click on calendar icon to the right to select the appropriate dates.
    Description:  This is a free form field for you to enter a short description of the trip. Enter the event you plan to attend (e.g.: International Communication Association conference).
    Business Purpose:  Choose one of the appropriate business purpose options that best describes the type of travel (e.g.: Conference, Professional Development).
    *If this trip has no associated costs (e.g.: third party assistance), select Travel Without Expenses.  A small dollar Spend Authorization Line is still required.
     

  5. Under Spend Authorization Details

    Reimbursement Payment Type:  This field auto populates based on        
      information you have provided to Payroll.  There are no changes permitted.
    Justification:  Enter a statement that explains the reason behind the business 
      trip.  It must include details of the action (what, when, where and why).
     

  6. Under Spend Authorization Lines click the Add icon to enter each travel expense.
    Below are the main expense types for a typical trip.  *Each expense type will have default worktags. The administrative staff will edit the worktags as needed.*

    Airfare
    **All airfare must be prepaid directly by the university.  You will not be reimbursed if you purchase the air ticket yourself.**

    - Click the Add icon to enter each travel expense line
    - In the Expense Item field type Airfare.
    - Enter an estimate in the Total Amount field. 
    - Add a business purpose in the Memo field. Provide details if personal time will be
      included with business travel (e.g.: what dates are business travel, what dates are
      personal travel).
    - Leave the Cash Advance Requested checkbox blank.
    - Under Item Details select your Departure and Arrival dates, Class of Service
      (Coach/Economy), and type in the Origination and Destination.
    - Attach the preferred flight itinerary from the contracted travel agency website.
      *If personal time is included with business travel, attach a reasonable flight cost
      comparison for business travel days only.

    **Corporate Travel Planners (CTP) is the contracted travel agency. To access their website, go to https://busfin.osu.edu/buy-schedule-travel/travel and click Book Travel Online and login using your OSU credentials.  Use the Trip Search tool to find your preferred flight itinerary and view rates, and find flight cost comparisons when applicable. 

    **All travelers must create a Profile. Click on Profile in the upper right corner of CTP’s website. If the Profile form does not appear, click Profile Settings to view links to complete each section.  In Setup Travel Assistants add both Janney.4@osu.edu and johnson.7185@osu.edu as travel assistants, and check “Can book travel for me”.  If faculty or staff, also check that Michelle Janney “Is my primary assistant for travel”.  If graduate student, also check that Dorian Johnson “Is my primary assistant for travel”.

    Lodging
    - Click the Add icon to enter each travel expense line
    - In the Expense Item field type Lodging.
    - In the Quantity field, enter the number of nights (if additional lodging is needed for
      more legs of the trip, add another Spend Authorization Line for lodging).
    - Enter the nightly rate in the Per Unit Amount field.
    - Add the business purpose in the Memo field. Include additional comments if you
      plan to share the lodging expense.  Provide the name of the individual(s) you plan
      to share the cost with and detail how the expense with be split.
    - In the Item Details section, select your Arrival and Departure dates, and type in the
      Destination.
    *The Destination will pull in the GSA rate for the city.  If the Per Unit Amount is over
      two times the Federal GSA rate you will get an alert. This alert will not prohibit you
      from submitting the Spend Authorization.
    - Attach the lodging information for the event, including the discounted rate if
      applicable.

    Lodging Fees and Taxes
    - Click the Add icon to enter each travel expense line
    - In the Expense Item field type Lodging Fees and Taxes.
    - Enter the estimate for hotel fees and taxes in the Total Amount field.
    - Add a brief description in the Memo field

    Conference Registration
    - Click the Add icon to enter each travel expense line
    - In the Expense Item field type Conference Registration.
    - Enter the Total Amount.
    - Add a business purpose in the Memo field (e.g.: main conference registration fee).
    - In the Item Details section, enter the name of the supplier in the Merchant field
      (e.g.: International Communication Association).
    - Attach the conference registration rate provided on the event website.

    Per Diem (Pre-Trip)
    - Click the Add icon to enter each travel expense line
    - In the Expense Item field type Per Diem.  Choose Per Diem (Pre-Trip) from the
      drop-down list of options.
    - Add a general description to the Memo field.
    - Under Item Details section, type in your Destination and enter the Number of
      Days.
      *If additional per diem is needed for more legs of the trip, add another Spend
      Authorization Line for per diem.*

    Ground Transportation
    - Click the Add icon to enter each travel expense line
    - In the Expense Item field type Ground Transportation.
    - In the Memo field enter the mode of transportation (e.g.: Uber, Lyft, taxi, bus,
      subway, train).
    - Under Item Details enter the Business Reason (e.g.: home to airport, hotel to
      airport).

    Parking
    - Click the Add icon to enter each travel expense line
    - Type Parking in the Expense Items field.
    - Enter the estimate in the Total Amount field.
    - Under Item Details provide a Business Reason (e.g.: airport parking, hotel parking).

    Personal Mileage (Federal Rate)
    *If driving to destination, only the cost of mileage equal to or less than the least expensive airfare may be reimbursed.*

    - Click the Add icon to enter each travel expense line
    - Type Personal Mileage in the Expense Item field
    - Enter round trip mileage in the Quantity field
    - Add a general description to the Memo field (e.g.: mileage from Columbus to
      Indianapolis)
    - Under Item Details provide the Origination and Destination
    - Attach a Google Map from Derby Hall to the destination to document mileage. Also
      attach a reasonable flight cost comparison from CTP.

    Rental Vehicle
    - Click the Add icon to enter each travel expense line
    - Type Rental Vehicle in the Expense Items field
    - Enter the estimate in the Total Amount field
    - List the rental agency in the Memo field (e.g.: Enterprise, National, Hertz)
    - Under Item Details provide the Origination and Destination, and select the Vehicle
      Type (e.g.: Economy/Compact, Midsize/Standard)
    - Attach the rental car estimate or reservation.
      *Go to https://busfin.osu.edu/buy-schedule-travel/travel/rental-car-discounts, log in
      with your OSU credentials, and scroll down to Make a Business Reservation.
      Select the links for Enterprise, National or Hertz to view rates or place a
      reservation.*
     

  7. Attachments
    - CTP preferred flight itinerary
    - Hotel information from the event website (detailing the discounted rate if
      applicable)
    - Paper acceptance letter and presentation details
    - Conference registration rate information from the event website
    - *If driving your personal vehicle, attach a Google Map from Derby Hall to the
      destination to document mileage. Also attach a reasonable flight cost comparison
      from CTP.
    - *If personal time is included with business travel, attach a reasonable flight cost
      comparison for business travel days only from CTP.
     

  8. Click Submit to enter your Spend Authorization for approval.  You will be provided with a 10-digit Spend Authorization number (e.g.: SA-0000000001). Select Save for Later to save your work to edit and submit the Spend Authorization at a later date.


    How to view or edit a Spend Authorization:

    - On the WorkDay homepage type Find Spend Authorizations - OSU in the search
      bar and select the link that appears.
    - Type The Ohio State University in the Company field in the report.
    - Enter the Spend Authorization Number or other fields to narrow the search.
    - Click OK and a table of the search results will display on the next screen.
    - Under the Spend Authorization column on the left, place your cursor over the
      magnifying glass and click the Related Actions button (it’s the three-dot icon).
    - Under Actions on the next screen, place your cursor over Spend Authorization
      and click Edit or View.


    OSU Travel Policy https://busfin.osu.edu/sites/default/files/211_travel.pdf


    Reimbursement Request Instructions
    *All reimbursement documentation must be submitted within 60 days after the travel has occurred. The traveler is no longer eligible for reimbursement beyond the 60-day limit.

    1. Submit the Travel Reimbursement Worksheet at
       travel_reimbursement_form.pdf (no signature required). An electronic or hard
       copy is accepted.
    2. Submit original itemized receipts showing proof of payment.  Electronic receipts
        are accepted. Receipts are not required for meals (per diem) or mileage.
        - Faculty and staff: submit documentation to Michelle Janney (.4); 3016 Derby Hall
        - Graduate Students: submit documentation to Dorian Johnson (.7185); 3033
          Derby Hall.