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Travel FAQ

Travel FAQ

Travel FAQ Page

  1. What do I need to know before I submit a spend authorization (travel request)?
  • Prior to submitting a spend authorization it is important to know the following: exact dates of travel, exact location(s) which includes departure and arrival city (cities), specific funding source(s), a best estimate for all travel related expenditures which includes airfare, lodging, registration, taxi/uber, per diem, etc. 
    • For students, please visit the department internal website about travel funding
    • One small change related to anything mentioned above creates additional work and may even create exceptions against the department if certain processes are not properly followed. Please have your travel planed before submitting a travel request. 

    • DO NOT MAKE ANY TRAVEL RELATED PURCHASES UNTIL ALL APPROVALS ARE IN PLACE

       

  1. How do I submit a travel request?
  • A travel request is initiated by the traveler in Workday. You can create a request using two methods:
  • Method One - click “menu” which is in the upper left corner of workday then click “request travel or purchase” then click “request preapproval for travel.
    • Method 1 Walkthrough Image
  • Method Two – In the Workday search bar type “Create spend authorization” hit enter then click on “create spend authorization” 
    • Method 2 Walkthrough Image
      Method 2 Walkthrough Image
  • A job aide on how to enter a travel can be found here

  • DO NOT MAKE ANY TRAVEL RELATED PURCHASES UNTIL ALL APPROVALS ARE IN PLACE

     

  1. What does a sample travel look like? (include PDF example)

 

  1. I created a spend authorization but did not submit the request. How do I find the SA that I created?
  • In Workday you can type the SA into the search box located at the top of the screen. After you enter the SA number hit “enter” then click “more categories” then click on the spend authorization number
  • Spend Authorization Walkthrough

     

     

  1. How do I find my spend authorization if I don’t have the spend authorization number?
  • In workday type “Find Spend authorization” in the search bar, hit enter, then select “Find Spend Authorization – Details – OSU”
    • Spend Authorization Walkthrough
  • A new window will open with many fields to enter data but only two fields need completed. In the “line company” field you will need to select “The Ohio State University” and enter your name in the “spend authorization created by worker” field then click OK.
    • Spend Authorization Walkthrough

  • The next screen will list all of your SA’s (approved, draft and closed). Find the SA listed in draft status and you will see your SA number located in the second column titled, “spend authorization number.” Copy the SA number and follow the steps in question number 4. 

     

  1. How do I edit a spend authorization?
  • If you submit a spend authorization and realize you need to make some changes you are still able to go in and edit the request. You can search for the SA by following the directions in question #4. After you open the SA you can click on the three dots located to the right of the SA number which will bring up an “actions” box. From there you will hover over “spend authorization” then click “Change”
    • Spend Authorization Walkthrough

 

  1. What should my business purpose say?         
  • A detailed business purpose must be included in the Justification section of the spend authorization. It must answer what, why, when and where.
    • Let’s assume you are traveling to an upcoming conference. the justification should be similar to the following:
      • To attend the LSA Conference held in New York, NY January 4-7, 2024 for networking and learning opportunities 

 

  1. What do I do if I am including personal time in my travel request?
  • First, we want to explain what is considered “business only” travel and what is considered “business plus personal” travel. 
    • DOMESTIC - Again, let’s use a conference as an example. In question #6 we reference a future conference with dates of January 4-7. For domestic travel OSU policy allows a departure of one day prior to the conference with a return date the following day after the conference has ended. In this example “business only” travel would be January 3-8 or any dates in between that range. Anything outside of those date ranges would be considered “business plus personal travel” 
    • INTERNATIONAL - Using the same hypothetical travel dates let’s assume the conference is international. OSU policy allows for departure two days prior to the start of the conference and a return date the day after the conference. In this example “business only” travel would be January 2-8 or any dates in between that range. Anything outside of those date ranges would be considered “Business plus personal travel”

  • If you are taking personal time, then you must include a comment in your justification section stating that you are taking personal time and you will obtain a flight cost comparison on the same day/time that you book your airfare. When you book airfare, you must also acquire a quote that shows what the cost of airfare would be if you had traveled on “business only” dates (see question 13 for details on booking airfare). The airfare receipt and quote must be obtained on the same day and shared with Lyjah. 

     

  1. What do I do if I am driving instead of flying?
  • Driving is an allowable option which gives the traveler a choice between using a personal vehicle or a rental car. If you are using a personal vehicle then you are eligible to be reimbursed for mileage, the current rate is .655 per mile. A rental car is also permitted and it must be purchased through CTP to ensure proper discounts and insurances are applied. A traveler is eligible to receive reimburse for gas when using a rental car but not with a personal vehicle.  

  • University policy states that only the cheapest method will be reimbursed. This means a comparison needs to be done between the cost of using a personal vehicle, a rental car and airfare. Airfare and rental car quotes must be acquired via CTP and attached into the spend authorization. Mileage maps can be obtained from a site such as MapQuest. The starting address needs to be the address of your home department NOT your residence.  Attach an example of all three quotes 

     

  1. May a traveler return or depart to/from a location other than Columbus?

  • Yes. Occasionally travelers will return or depart to/from a city other than Columbus. In these instances, airfare quotes must be obtained from CTPon the same day airfare is purchased showing the different rates based on the departure cities. Per OSU policy we can only reimburse up to the cheapest option. 

     

  1. How do I request a cash advance? 
  • Cash advances can be requested when a spend authorization is created. Cash advances can only be requested for lodging (airfare and conference registrations can be prepaid so they are not eligible for an advance). Any unused funds must be returned to the department within 30 days from the end of the travel.           
  • To request a cash advance you simply click the box located next to “cash advance requested” in the spend authorization line item
Spend Authorization Walkthrough
  1. My lodging expense will be shared with another travel. What steps do I need to take to get the proper amount reimbursed?
  • If you are going to split lodging with another traveler then a comment should be added when you initially create your spend authorization. If you forgot to add a comment that is okay you are still eligible for reimbursement. 
  • The easiest solution would be to have the lodging bill split at the time of checkout so that each traveler pays for a portion and then submits the receipt to Lyjah. 

  • If one person paid for the hotel then the person who did not pay will need to provide proof of payment that shows money was sent to the traveler who paid the bill

    • Ex of proof) a Venmo transaction showing the money sent from one travel to the other and an email communication saying payment was received 

     

  1. How do I purchase travel reservations after my spend authorization is approved?
  • Airfare and rental cars must be purchased from CTP (Airfare is charged directly to the University, a rental car purchased does not actually charge a card but creates a reservation to hold the vehicle. The traveler will pay for the rental car at the time of pick and will need to submit the receipt for reimbursement.  
  • Conference registrations can be paid using a department PCard or personal funds. When paying via personal funds you may submit your receipt to Lyjah on the same day to request reimbursement. 
  • All receipts must be submitted to Lyjah within 60 days from date of purchase

 

 

  1. My travel is complete now what do I do?
  • Submit receipts as PDF’s to Lyjah Williams. All receipts need to be itemized and show proof of payment. If the receipts do not show proof of payment then a credit card statement will need to be attached too.
  • If you are requesting per diem then your email should list the days and meals (breakfast, lunch and dinner) that you would like to be reimbursed for.  
  • Receipts in a foreign currency that were charged to a credit card must be accompanied by a bank statement confirming the converted price of the transaction. 
  • All receipts must be submitted to Lyjah within 60 days from date of purchase
  • Example reimbursement email format
    • Spend Authorization Walkthrough