- Mileage Reimbursement
Q: For a business trip in which an employee is driving to the airport, can this mileage be reimbursed?
A: Mileage exceeding their normal commute between home and work would be eligible for reimbursement.
- Coca-Cola Contract
Q: Our department is hosting a university event that is off-campus – can non-Coke products be purchased?
A: No, if it is a university function, Coca-Cola products must be served.
- Per Diem
Q: Can a traveler be given a reduced per diem allowance for a trip?
A: Per Diem allowance is the preferred method for processing the cost of meals and incidentals (such as service tips, housekeeping, porters, etc.) when on travel status. This eliminates the handling of receipts and special processing. Reduced per diem allowances are only permitted when requested by the traveler prior to the trip; receipts are not required. Travelers may request reimbursement for actual expenses that do not exceed the per diem rate; itemized receipts are required to document these expenses. Units may also establish trip maximums in advance of the travel to manage total travel costs.
- Cell Phone Tagging
Q: Do University owned cell phones need to be tagged or are they considered de minimis and therefore do not have to be tagged?
A: University owned cell phones and PDA's that will be taken off-campus must be tagged as they are considered theft-prone.
- Continental Breakfast
Q: Is a travler still eligible for breakfast per diem is they received a continental breakfast?
A: If a hotel or conference offers a continental breakfast, the traveler cannot receive per diem for that meal. The University has paid for this meal (via payment for conference registration or lodging) and cannot pay for the expense twice. This applies to both University and sponsor paid travel.
- Exception Approval
Q: How are exceptions to policy addressed?
A: Exceptions to policy need VP/Dean approval and are not to be automatically approved. They should only be allowable if an emergency or some extenuating circumstance caused the exception. The unit must have documentation that explains the violation and properly educate the violator to prevent future occurences. Exceptions should be few and far between and are not to be used to change policy.
- Declining Reimbursement
Q: Can a traveler decline reimbursement for meals?
A: Yes, a traveler can decline reimbursement for all meals at any point in the travel process. This is like any other item that a traveler may not choose to be reimbursed/paid for.
- AP Compliance Form for Guest Travelers
Q: Is the AP Compliance Form required for travel guests?
A: It depends. If an initiating department is unable to accept the following warning message, then it is best that they continue to have vendors created using the AP Compliance Form.
"Warning: You are initiating this transaction in a manner which will create a non-recurring vendor intended for this single reimbursement only. By submitting this request you are affirming that this transaction is for a non-taxable reimbursement only, that no services or other taxable compensation is included and that no future reimbursements or any other types of payments to this vendor are planned or anticipated. Improper handling of this could have significant taxable impacts and by processing this transaction both you as initiator and your department are accepting all accountability for any IRS implications of this transaction, whether or not intended."
- Savings card in conjunction with University Purchase
Q: Can a savings card, such as a Kroger Plus Card, be used in conjunction with a University purchase?
A: If we can document a good business purpose for the expenditure, and we have a reasonable basis for buying from that store (location, convenience and price would count as factors), then grocery savings cards can be used, on an occasional basis, without concern about the perks.
- After-the-Fact Purchase Orders
Q: What is the policy regarding after-the-fact Purchase Orders?
A: The purpose of a Purchase Order is to authorize the purchase and create a contract with the vendor prior to the purchase occuring. Purchase Orders must be created and approved prior to the goods/services being bought.
- Human Subject Payments
Q: If we pay OSU employees who participate in research, are we required to track that and report it to OSU HR (ie, record in PeopleSoft) if it exceeds $100? Or are payments to human subjects excluded form this?
A: Payments in excess of $100/subject/calendar year (for non-resident aliens and all subjects paid from university funds), or in excess of $500/subject/calendar year (for U.S. citizens or residents paid from sponsored research funds) must be paid through the University or OSURF Accounts Payable units. For payments processed through Accounts Payable, research subjects are required to complete an AP Compliance Form. University cash advances and OSURF Human Subject Cash Accounts may be used for payments up to $100/subject/year for all research subjects. OSURF Human Subject Cash Accounts may also be used for larger payments (up to $500/subject/year) for research subjects who are U.S. citizens or residents.
- Purchasing Card Tracking Log
Q: When does a Pcard/Travel Card have to be logged on the Purchasing Card Tracking Log?
A: For Purchasing Cards, they need to be logged if someone other than the Purchasing Card Manager is making the purchase. Travel Cards are never logged, since the only person using this card is the individual to whom the card is issued.
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