ARTS AND SCIENCES TRAVEL PROCESSING ROLES AND RESPONSIBILITIES

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1 Updated June 2013 ARTS AND SCIENCES TRAVEL PROCESSING ROLES AND RESPONSIBILITIES Department travel payment initiators 1) Enter all receipts, per diem, and other documentation directly into the travel system. 2) Enter a comment in the travel stating that it is ready for review 3) Save the transaction by clicking on Save. DO NOT CLICK S 4) Send an to the BSC fiscal associate designated for their area letting them know that the travel reimbursement is ready for review. 5) DO NOT SEND ORIGINALS TO OSP. They will review the documents attached in etravel. 6) If you have any questions or concerns regarding a travel transaction please feel free to contact Erica Conley.352 at or Kelley Maynard.52 at Additional Entry Notes: The per diem calculator should be used when giving full per diem. Reduced/partial per diem needs a breakdown showing date, meal, and location. Per diem rates change quarterly, the use of the calculator will prohibit rate mistakes. The rate is based on days of travel not the day of entry. When reimbursing in addition to a cash advance, please add a category line in the reimbursement, line type should be Other and call it cash advance in the description. You will list it as a negative, ex The total reimbursement should reflect the amount to reimburse. For OSP they require a new payment even when there is nothing to reimburse and it is only a reconciliation, so you may have a $0.00 amount. To only reconcile for UNIV with no reimbursement you will go into the original cash advance payment and add the receipts and click on Cash Advance reconciled and add repayment amount if need be. Click on Save Changes You cannot change a UNIV chartfield to OSP on the reimbursement. The T# would have had to be approved on OSP funding prior to the trip. If reimbursing meals by actual receipts, ITEMIZED receipts showing payment information is required. Please use the mileage calculator due to the rate change 1/1/13. Attach the map or odometer reading log validating the mileage. When using odometer readings date, location information and readings are required. There is a form that the traveler can use: BSC Fiscal Associates 1) Review the submission for policy compliance and completeness. 2) Communicate any changes to the department initiator and make necessary comments. 3) Change initiator name to BSC Fiscal Associate s name to indicate that it has been reviewed. 4) Submit to traveler for approval. BSC will get the guest signatures if they have not already been provided. BSC Approvers 1) Review documentation for policy compliance and completeness 2) Communicate changes/corrections to the BSC Fiscal Associate. 3) Approve when complete and notify OSP if appropriate for their final approval.

2 Cash Advance Reconciliation Tips UNIV travel cash advance reconciliation Without a reimbursement: Simply go into the original cash advance payment request, add all of the receipts and documentation to it and click on the Cash advance reconciled button. Enter the Repayment Amount which would be $0. You will then click on Save Changes : WITH a reimbursement: You will create a new payment request as a reimbursement. List all of the expenses claimed, and then add a category line with the Type of Other. For the description you will put cash advance. List the amount of the cash advance with a negative ex. ($ ). The expense total will reflect what is in excess of the cash advance and eligible for reimbursement. OSP travel cash advance reconciliation OSP requires that all cash advance reconciliations with or without reimbursement are entered with a reimbursement in the travel system. You will create a new payment request as a reimbursement. List all of the expenses claimed, and then add a category line with the Type of Other. For the description you will put cash advance. List the amount of the cash advance with a negative ex. ($ ). The expense total will reflect what is in excess of the cash advance and eligible for reimbursement. If no reimbursement will be made you will change the Payment amount to $0.00. It is important to look at the Payment Amount line prior to submitting if it is different that the Expense Total.

3 Per Diem Entry Example Please use the per diem calculator for all per diem calculations when using the full per diem rate. This will prevent mistakes in rate since the rate changes. When using a partial or reduced per diem rate the same information below is required in a break down: location, date, and meal. You will click on the Per Diem Details link then select the correct information. Once you have filled out the calculator, you will click on Done.

4 Comment Boxes in the Payment Request and Additional Information Payments Made by a Third Party: Please make a comment in that box whenever outside money was applied to this travel or a reimbursement came to the traveler from another entity in order for it to be on record. An example would be the conference reimbursing the person for their airfare, and OSU covered the other expenses. Alternate OSU Payments (e.g. PO or PCard): If a PCard was used for lodging or airfare please enter that information in this box. If you have PR# information you can list that here as well. Comments: This is a very important place for you to enter any additional information that might clear up any receipts or date information. For example, if there was personal time added to the conference you would list that information. If the lodging had more than one person and it was shared by another OSU traveler you would put their name and T# in this comment box. PLEASE ATTACH ALL RECEIPTS AND DOCUMENTATION TO THE PAYMENT REQUEST. Other examples of documentation that might be needed: If there is a flight comparison that is needed due to mileage in lieu of flight or personal time was added to business time. A lodging comparison when more than one non-osu person was in the room. If there is no conference information attached to the travel request, attach it on the payment request. When the expenses go 20% over the estimate. You can attach the approval to the reimbursement.

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6 Slide 2 - Slide 2 Click New to create a new travel-related payment request. Page 2 of 45

7 Slide 3 - Slide 3 When you log into the travel system, the Travel Request Home is the default. To access the Payment Request Home, click the Payment Request link. Page 3 of 45

8 Slide 7 - Slide 7 You will need to search for the travel request with which the payment is associated. You can search by many parameters, but in this case, we'll search by the traveler's name. Page 4 of 45

9 Slide 8 - Slide 8 We also will search for only Research Foundation-related travel. Page 5 of 45

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12 Slide 11 - Slide 11 Click Search. Page 8 of 45

13 Slide 12 - Slide 12 This is the correct travel request. Notice that the status of the travel request is pending, meaning that it has not yet been approved. You can still enter payment requests against this travel request, however. Page 9 of 45

14 Slide 15 - Slide 15 Payment already entered or paid against this travel request will appear at the bottom of the page. This helps ensure that payment requests aren't entered twice. Details about the travel request appear so you can double-check that this is the correct travel request. The ChartFields entered in the travel request will, by default, be copied to the payment request unless you uncheck the box. Click Create New Payment. Page 10 of 45

15 Slide 19 - Slide 19 Information about the payment request appears at the top of the page. Most of the information will be automatically generated when the payment request is submitted for approval. To enter the payment request, start by selecting the Payment Type. Page 11 of 45

16 Slide 20 - Slide 20 The options are payment, reimbursement, cash advance, and registration pre-payment. In this case, we'll select reimbursement. Page 12 of 45

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19 Slide 24 - Slide 24 Since we selected reimbursement for an Ohio State employee, the payee information was automatically populated. If the traveler is not an employee, you will need to look up the vendor. For more information about vendors, see the Travel ASSIST. Page 15 of 45

20 Slide 26 - Slide 26 Since this is a reimbursement to an employee, the Payment Description, Payment Handling, and Check Message have already been populated with information from the related travel request and Human Resources. Page 16 of 45

21 Slide 27 - Slide 27 Next, we'll enter the expense details. You can see that the ChartField from the travel request has been copied into the payment request. If you need to, you can delete those ChartField segments and enter new ones. We'll continue by typing the amount of the first line of the payment request. Then we'll select the first part of the Line Description. Page 17 of 45

22 Slide 28 - Slide 28 You can see that the choices here mirror the expense categories on the travel request page. Page 18 of 45

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25 Slide 34 - Slide 34 Now, type in more detail. Page 21 of 45

26 Slide 35 - Slide 35 Since the amount and ChartField have been pre-populated and we don't need to make any changes, we'll add another expense. Click the plus button to add another line. If you wanted to add another distribution to the first line, you would click the plus button on the distribution. Page 22 of 45

27 Slide 37 - Slide 37 You can see that, again, the ChartField is pre-populated. We'll enter mileage in a personal car for this line, using the optional mileage calculator. Page 23 of 45

28 Slide 39 - Slide 39 Enter the departure and return dates, then click Create Worksheet. Page 24 of 45

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30 Slide 45 - Slide 45 Enter the number of miles driven on each day. If no miles were driven on a particular day, leave zero for the miles. Page 26 of 45

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33 Slide 49 - Slide 49 When you've entered all of the miles driven, click Done and the total cost will be entered as the amount for the current line. The worksheet will also be saved so approvers may verify it. Page 29 of 45

34 Slide 51 - Slide 51 The total has been populated into the line amount and the distribution amount. The Line Description has also been automatically selected. We will leave the ChartField as it is, and add an attachment. Page 30 of 45

35 Slide 52 - Slide 52 Click Add to add any supporting documentation that will help an approver when reviewing this payment request. Page 31 of 45

36 Slide 54 - Slide 54 Select the file you want to upload, then click Open. Page 32 of 45

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38 Slide 59 - Slide 59 You should add a description of the file you've uploaded. Page 34 of 45

39 Slide 61 - Slide 61 You can also add any comments necessary. Page 35 of 45

40 Slide 62 - Slide 62 Remember to click Add Comment to save your comments. Page 36 of 45

41 Slide 63 - Slide 63 You can also update the contact information for this payment request. For instance, if the payee should be the contact instead of you, enter that information here. Page 37 of 45

42 Slide 64 - Slide 64 If you still have information to add to this payment request before you submit it, you can save it to complete later. If you're finished, click Submit for Approval. Page 38 of 45