A: Business Purpose: When considering expenses, is the purchase related to teaching, research, and the student experience. Additionally, whether the purchases will contribute to advancing the business of the University.
A: Timing: Adding a new vendor in the OSU system can take up to 90 days. Utilizing vendors that are already approved in the Workday system is preferable.
A: Approvals: Depending on the type of transaction, additional approvals may be necessary, either by the University or the Dean. Please plan three working days from submission for Dean’s approval.
A: Spend authorizations approved between July 1 and July 17 do fall within the FY24 Financial Controls. OFBS will run reports on these travel requests and reach out to Department Finance Officers.
A: Blanket travel requests/spend authorizations that fall within the teaching, research, and student experience business purposes will be approved in the Workday system. Associated mileage requests submitted against these spend authorizations will be approved for reimbursement.
A: Requests for extension should be directed to Associate Dean for Faculty Affairs, Tasha Snyder. Extensions will be reviewed and approved on a case-by-case basis.
A: Yes, the controls apply to all university funding sources except for direct costs on grants, contracts, earnings, and agency funds. Release time and residual discretionary funds fall under the financial controls for FY24.
A: The individual departments will be responsible for tracking employees that attend department funded events. Please remember that these events also require the Dean’s Approval for employee appreciation.
A: Included in the $25 per employee annual limit are:
- Food
- Beverages
- Decorations
- Entertainment/musicians/etc.
- Games (rentals, pop-ups, etc.)
- Gifts of any kind (including gift cards)
Not included in the $25 annual limit are:
- Chair rental
- Space rental
- Table and linen rental
- Other items needed for the setup of an event
A: Case by case requests will need to be submitted to the OFBS for review. Please submit these requests to EHE-BusinessOperations@osu.edu prior to initiating in the Workday system. Requests will need to be include:
- Business Justification highlighting extenuating circumstances.
- Approval by department chair or director.
- Approval by department finance staff.
All requests will be reviewed by the EHE CAO, Kelly Crawford, with consultation from Facilities or Faculty Affairs as applicable. These items include:
- Renovation and furniture requests.
- Conference and workshop travel that exceed two occurrences.
Updated 8/20/23