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County Business Operations
Office Associate/Fiscal - Patty Corfman
(main office number): 614-688-8330, Direct Phone:614-688-5601
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What's New in the Business Office:
New OSU Travel Policies Apply to Extension
New travel policies are posted on the OSU Travel Office Web site: http://busops.osu.edu/travelforms/TravelPolicy.pdf. A summary of the changes is listed here.
New Travel Policies
- Federal Mileage Rate - Departments may reimburse amounts less than the Federal Mileage Rate provided there is a written, formalized policy that is consistently applied throughout the department and approved by the Dean, Vice President or designee.
- Per Diem - Departments may reimburse amounts lower than the "Federal Meal and Incidental Per Diem Rates" provided there is a written, formalized policy that is consistently applied throughout the department and approved by the Dean, Vice President or designee.
- Meals in lieu of Per Diem - Itemized receipts are not required for actual meals that are less than the applicable Per Diem rates.
How does this apply for Extension?
- Mileage Rate: These changes apply to the Department of Extension and not to individual offices under Extension; therefore, at this time the approved mileage rate for the department of Extension is $0.585.
- Per Diem: The Federal Meal and Incidental Per Diem rate applies to the Department of Extension and not to individual offices under Extension; therefore if you are charging per diem you must use the full rate.
- Actual Meals: If you are charging actual meal costs, you no longer need to provide itemized receipts, you may be reimbursed any amount up to the Per Diem for that location.
New Travel Agency
The university has selected a new designated travel agency through a competitive bid process. Travel Solutions, the selected supplier, began its contract on November 1. Consistent with current practice, usage of this designated agency is encouraged, but not required except when airfare is pre-paid by the university. During the transition to Travel Solutions, all reservations made prior to November 1 will remain with the agency that booked the travel regardless of when the travel is to occur.
Travel Solutions is a national, woman-owned business founded in 1995. Central Ohio accounts include Limited Brands, Ohio Health, American Electric Power, DSW and ValueCity. Services offered: 24/7 customer service, 365 days a year. Contact information: Two Easton Oval, Third Floor, Columbus, Ohio 43210; 877-OSUTRVL (877-678-8785); 614-750-4020.
- Airline reservations, emergency assistance, help with passports and visas
- Car, hotel and other travel reservations
- Travel alerts, announcements and news communicated via email
Update on eTravel
An update on the enterprise wide travel system can be found at: http://ibuy.osu.edu/video/travelTest/MainPage_7November_TravelAnamation.html.
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Business Office has posted a new Travel Request Form
The Business Office has posted a new Travel Request Form to the Business Office Web site http://osuebusiness.ag.ohio-state.edu for Extension use. A copy of this form is attached. Please note that on this form are two new questions.
1. Is this trip related to learning, teaching, or creating OSU research? Yes / No
2. Does this trip involve Multistate activity? Yes / No
These new questions are required to be completed by all Extension employees in order for a T number to be issued. These questions will be required starting on July 1st. Extension needs this information to document Research and Multi-state activity each year for federal reporting. The federal guidelines have changed and we apologize for the additional time it will take you to adjust to the new form. A brief summary of what Integrated Research (question 1) and Multi-state activity (question 2) means to us is below.
Excerpts taken from Administrative manuals from the USDA:
Research Activity (Integrated Research and Extension) - question 1
Integrated activities means jointly planned, funded, and interwoven activities between research and extension to solve problems. This includes the generation of knowledge and the transfer of information and technology. Integrated activities may include coordinating committees, workshops, training, centers, projects and meetings as long as they are related to Research and Extension combined.
Multi-State Activity - question 2
Multi-State activity means collaborative efforts that reflect the programs of institutions located in at least two or more States or territories. Each participating State must be a collaborator towards objectives and involved in the outcomes. Examples of multistate extension activities may include contracts, grants, committees, projects, trainings, workshops, centers, and meetings that involved more than one State.
* This form applies to travel processed through the Business Office, Regional Offices and State units. It does not apply to academic org travel entered through academic offices.
Please do not hesitate to contact Cindy Buxton, buxton.65@osu.edu with questions.
Business Office Job Aids
From time to time there are questions on forms that you may have related to reimbursement processes. Please see the attached examples and visit with Carol if you have any questions!
Common Problems on items submitted to the Business Office.
- Tips on completing the Purchasing and Travel Card Transaction form and Tracking log.
- Tips on completing the Extension Travel Form.
- Tips on completing the Travel Reimbursement Form.
There has been a Mileage Rate Update. Effective March 19, 2008, mileage reimbursement rates have been increase to $0.505 per mile. For more information, see GSA website. Please be careful when calculating your March Travel reimbursement, you will have to manually calculate at the two different rates. Mileage rate prior to March 19 is $0.485. I will update the mileage form on the web site after the month has ended with the new rate.
http://osuebusiness.ag.ohio-state.edu
� NEW! Sharing Hotel Rooms Fact Sheet posted
� Convenience Order List FY2008 Updated
� Payment Request Form updated with New Convenience Order Number added
� Travel Request Form Updated. 1. Added instructions to put a date on the signature line and 2. Added a reminder to choose and document the least expensive travel method.
� Travel Reimbursement Form Updated 1. Added notes to include the T number and name of the person you are sharing a room with on your hotel bill. 2. Added a note that changes by the Business Office during auditing over $10 do not require additional departmental approval to process.
� Communications Allocation Calculation 2008, 2009, 2010
� University Plaza Hotel is in the process of being sold by OSU which means by the end of the month they will no longer be accepting 100w forms.
As with any other hotel you will need to 1. Pay for the hotel charges personally and submit for reimbursement on your Travel Order Number. or 2. Set up a Purchase Order with the chosen hotel vendor (either one time or blanket).
Don't forget the Purchasing Card can not be kept overnight so it usually isn't the best tool for hotel stays.
� Reconciliation Summary and Certification Form posted
� New Director Checklist Added to Forms
� New PeopleSoft Access Request Form Posted
