Fiscal FAQs

Pre-trip travel approval fiscal questions are answered below.

General

PCard

PREP

Travel

Vouchers


General

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Q: When does the College have to pre-approve serving alcohol on campus in an unlicensed facility?
A: 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
 
Q: When does the College have to pre-approve purchasing alcohol?
A: 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.
 
Q: Is there a limit to the amount of alcohol that may be purchased for each event?
A: The amount of alcohol purchased may not exceed $20 per person in attendance.
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Q: What happens if the purchased amount of alcohol exceeds these limits?
A: 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 $20 per person in attendance.
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Q: What funds may be used to purchase alcohol?
A: 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 a dean. This approval also certifies that the fund used is a discretionary account or an eligible conference (earnings) fund.
 

PCard

Q: Who can initiate a PCard transaction in eRequest?
A: Anyone in the Department can initiate the eRequest.
 
Q: Is it required to keep a paper log to sign out and sign in the card?
A: No. When the manager fills in the manager field in the PR# that replaces the function of the log. The card is tracked as well as the purchaser and date.
 
Q: How will the person know what the PCard number is when they initiate the transaction?
A: The initiator may or may not know the card number initially, but when the manager gives them the card they can add that field on the manager panels.
 
Q: Does this process apply to Travel and GET cards?
A: Yes. All Purchasing/Travel/GET card transactions need to go through the pre-approval process in eRequest.
 
Q: How will the transaction be approved?
A: Once the requester/initiator puts in the eRequest it will go through electronic pre-approval through the level one and level two approvals set up by the department.
 
Q: When does the chartfield get entered?
A: The initiator may know the chartfield when they request the card, but if they do not the level one approver will fill in that information. If the chartfield has changed after the transaction is made that can be updated in the comments box.
 
Q: If the PCard Manager has checked the "PCard Documentation Complete" box, can they go back in to the PR# and make edits in the manager's box?
A: No. Once that button has been clicked that indicated that the transaction is complete on the Department end. The only thing that can happen at that point is additional documentation being attached to the PR# and comments can be added to the PR#.
 
Q: Once a PR# is marked "COMPLETE" by the BSC can any edits be made to the PR#?
A: No edits can be made to the amounts or chartfield. However, you can attach supplemental documentation and make additional comments.

 

Q: How do we indicate pre-approval for alcohol?
A: Please attach the pre-approval documentation for alcohol on the PR# when the initial request for the card is made. This could be an e-mail from the College approving the purchase for alcohol or an alcohol form that might be used internally.
 
Q: What is an "emergency" PCard transaction?
A: This would be a transaction that did not go through the pre-approval process generating a PR#. This type of transaction should occur rarely, and cannot be helped. An example would be someone who needs the card at the very last minute right at closing hours and approvals would be impossible to get.
 
Q: What is the vendor originally indicated on the PR# changed during the transaction?
A: As long as the "what" that is being purchased did not change, simply make a comment indicating a vendor change. Example: "The hinges we needed were not available at Lowe's so we had to go to Home Depot."
 
Q: The transaction amount is more than what was pre-approved. What needs to be done?
A: If the amount is more doe to shipping costs, just making a comment indicating the increase of the amount due to shipping is acceptable. If the amount is higher due to another circumstance i.e. more items were purchased, the amounts on the estimate were incorrect, please consult with the Department Fiscal Officer on the threshold of what would need to be signed off for additional amount approval.
 
Q: Can you put multiple vendors on one PR#?
A: Yes. You can list each vendor with an estimate.
 
Q: Can you be both the manager of the PCard and the requester in eRequest?
A: Yes.
 
Q: If I have multiple transactions on one PR#, do I hit the "PCard Documentation Complete" if five out of seven transactions are complete and the other two are not?
A: No. You will only select that "PCard Documentation Complete" if all the transactions are accounted for and receipts are attached. If some are ready to go and others are no, please make a comment in the PR# stating which transactions are complete and then send an e-mail notification to your BSC Fiscal Associate. This will alert them to look at the PR# and reallocate in time for the deadline.
 
Q: We received a tax credit from a previous transaction. Do we enter a new PR# for this transaction?
A: No. Please go to the existing PR# that was completed where the original charge was made and attach the credit documentation. Send an e-mail notification to your BSC Fiscal Associate alerting them that there is a new charge on the PCard for reallocation.
 
Q: Can OSP funds be used for reallocation on a UNIV Purchasing Card?
A: No. You can only reallocate with OSP funding and GET card.
 
Q: What happens if we do not make the reallocation deadline? What needs to happen to the PR# if there was one created but not completed on the Department end?
A: If there is an existing PR# where the transaction was never completed, no receipt uploaded, Manager's fields not filled out, and the transaction was not reallocated by the University deadline, the Department is required to upload the receipt, fill in the Manager's fields and attach a journal entry showing that they transferred the funds from the 61206 account to the proper account. Once the BSC sees that the transaction was completed we will "Complete" the PR# eRequest.
 
 

PREP

Q: Will the department fiscal contact receive notification once PREP request has been processed?
A: No, the department fiscal contact can check the status with BSC fiscal staff or Voucher Inquiry.
 

Travel

Q: Will the department enter the initial travel request into the on-line travel system?
A: Yes, department will complete the initial travel request; the BSC will complete all reimbursements.
 
Q: Who will complete travel prepayments?
A: The department is responsible for completing prepaid flight arrangements. The BSC will complete requests for cash advances and registration.
 
Q: Who will enter and process travel cash advances?
A: The department will provide the BSC with the cash advance documentation and will complete the cash advance.
 
Q: Will the department submit travel payment requests on-line in the travel system?
A: No, BSC will take over at Go-Live date.
 
Q: Should the department complete the travel reconciliation before it is uploaded to the BSC?
A: Yes, please; this is helpful to us and will save time.
 
Q: How will BSC know what per diem is indicated?
A: Per diem or actual receipts should be indicated in the travel system when making the initial travel request and also should be indicated on the post travel reimbursement worksheet. 
Note: For situations when partial per diem is requested contact your BSC fiscal representative.
 
Q: How will the BSC know what reimbursement amount should be paid if a traveler has gone over the initial T-request amount?
A: Add notes to your reimbursements forms or use University Post Trip Travel Form and comment boxes when submitting reimbursements to the BSC.
 
Q: Will regular travelers be notified of BSC travel and reimbursement changes?
A: No, there is no change on their end except for the added communication from BSC Fiscal representative to submit receipts for reimbursement.
 
Q: Will the signature for the process be electronic?
A: OSU employee reimbursement approvals will be electronic. Guests will be contacted by the BSC.
 
Q: Who will the Research Foundation contact for originals travel reimbursement documentation?
A: The Research Foundation will contact the department in cases of audit.
 
Q: How will travel exception notifications be handled and approved?
A: The department will continue to manage the exception process with all paperwork and documentation scanned as part of the reimbursement so the BSC can enter receipts for approval; BSC will maintain the exception log.
Note: Soon after the BSC opens, Arts and Sciences will be reviewing various departmental travel processes and will develop an Arts and Sciences wide process.
 
Q: Is the Post-Trip Worksheet required to upload in ASC docs?
A: No, the form is not required as long as the BSC receives a summary and needed documentation and approvals.
 
Q: Procurement forms contain duplicate information as the classification properties.  Is it necessary to complete all properties?
A: The T# is the only mandatory classification under Travel Reimbursements.  If all the necessary information is provided in the uploaded document you can now leave these fields blank.
 
Q: When is an individual not required to obtain approval (with cost estimates) prior to a trip, that is, when is an individual not considered in travel-status and consequently, not required by policy to have pre-trip approval?
A: Indivdiuals are not considered in travel status when their expense eligibility is limited to miscellaneous reimbursements such as mileage, parking, and tolls.
 

Vouchers

Q: What is needed to complete the Voucher process?
A: The BSC needs a packing list, P.O. number and voucher ID if available.
 
Q: When a vendor sends an invoice directly to the department does the department send it to Accounts Payable?
A: Per University policy, the department will continue to send the invoice to Accounts Payable; this will not affect the BSC workflow.
 
Q: Will the Alcohol Preapproval Form still be required?
A: Yes, it is a University form.
 
Q: Will the department continue to complete the Nonresident Alien Payment Request Form?
A: Yes, it is a University form.
 
Q: Will the department continue to complete the paper form for foreign currency or wire transfers?
A: Yes, because approvals are still required.

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