[Cbe-grads] UPDATED TUTORIAL ON THE TRAVEL REIMBURSEMENT PROCESS

[Tesfai, Susan]

Dear CBE,



I wanted to update everyone regarding the role of the Engineering Business Operations Center with regard to travel reimbursements. In Workday these are referred to as expense reports for spend authorizations. The BOC is responsible for creating expense reports for travel expenses in Workday. You simply need to provide them with your receipts and support documentation, via email.



The attached expense worksheet can be used to help you organize your reimbursement and gives details regarding what documentation is required for the various expense types.



Please email your receipts and any additional documentation to the BOC travel email address, eng-boctravel at osu.edu<mailto:eng-boctravel at osu.edu> It will be assigned to a team member who will create the expense report for your reimbursement.



Please include in Email Subject Line:

1.    SA# (SA-XXXXXXXXXX)

2.    Dept name (CBE)

3.    Your full name

4.    Indicate “final expense report” if you are submitting all of your expenses and there will be not be additional reimbursements associated with the trip that need to be processed at a later date.





To find your SA number log into Workday and type “my spend authorizations” into the main search window and hit return.

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Please be aware that any expense report submitted greater than 60 days from the date of purchase listed on your receipt (not the date of travel) will be marked as an exception and will require a signed exception form. The reimbursement may also be considered taxable income due to an IRS rule. If you know in advance that your expense report will require an exception form, please contact me for assistance.



To avoid a >60 day exception you may need to submit certain receipts (like meeting registration) prior to returning from your trip. It’s fine to have multiple reimbursements processed against the same SA#.



If you have questions not answered here, please don’t hesitate to contact me or the Engineering BOC.



Link to email the BOC for travel questions and reimbursement submissions<mailto:eng-boctravel at osu.edu> (eng-boctravel at osu.edu)

Link to email the BOC for procurement questions<mailto:eng-bocprocurement at osu.edu> (eng-bocprocurement at osu.edu)



Thanks,

Susan



[The Ohio State University]

Susan Tesfai
William G. Lowrie Department of Chemical and Biomolecular Engineering
326 CBEC | 151 W. Woodruff Ave | Columbus, OH 43210
(614) 292-5086  tesfai.2 at osu.edu<mailto:tesfai.2 at osu.edu>

she/her/hers

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