Where can I get information about Cost Recovery?
All Cost Recovery information can be found on Extension's Cost Recovery website.

The cost recovery policy states that a flat rate of $75 for campus Extension employee travel to support local Extension programs will be charged regardless of the distance from Columbus. Do we pay the $75 fee and their mileage?
No, the $75 covers the mileage for the home department. The home department is responsible for paying the mileage of the individual.

How do I get information about Equipment Inventory?
Equipment Inventory is processed with assitance from your Business Office Representative.

We use some donations made by vendors in banquets or auctions. Is this acceptable?
All gifts become University property upon acceptance and thus are subject to the University’s inventory control policies. For more on this policy, please visit the Equipment Inventory Web site. http://www.ctlr.ohio-state.edu/equipment/equip.htm

Gifts provided by a vendor should not be accepted if they are personal in nature. First, refuse shipment. If this is not possible, return the item. If neither is possible, you may place the item in a donation capacity, however within the banquet or auction program it should be clearly noted that the donation was made by the company donating the material. In addition, a letter should be sent to the company alerting them of the donation, the time and date, and a request made for future donations to be sent directly to the donation site. A copy of this letter should be kept on file in the office.

03/09 Can I have a checking account or Purchasing Card if there is only one person in my office?
No, See more information on this here.

When do I charge sales tax?
For soil samples and other items you should charge sales tax unless you are selling to an exempt buyer. If they are exempt they should provide a blanket form for sales tax exemption which you should keep on file. For 4-H and other publications if you are selling to the child they are taxable, if you are selling to a club or the 4-H committee they are not taxable. For more information see the State of Ohio Sales Tax Web site.

What are the common problems on things submitted to the Business Office?
See the Job aid on Common Problems.

Can we pay for individuals if we know they will not hit the $600 IRS limit on 1099’s? For example: our camp counselor needs reimbursed for supplies for a workshop. The amount is not usually over $70.
Individuals should be paid directly by the University, not out of the local checking account.

1. Reimbursements for supplies for non-employees totaling less than $1000 can be made using a Payment Request Form.
2. Reimbursement for over $1000 should not occur. Arrangements for items at this rate should be made prior to purchase using a University Purchase Order. To set up a Purchase Order you should use a Requisition Form.
3. Counselor fees, speaking fees, judging fees, honoraria, teaching, coaching and one time donations totaling less than $600 per tax year can be made using a Payment Request Form if the vendor is not expecting payment.
4. Fees over $600 and for those vendors who expect payment, the fees should be processed using a Purchase Order and should be set up prior to services being rendered. To set up a Purchase Order you should use a Requisition Form.

I have questions regarding the OSURF charges and credits on financial reports.
OSURF expenses show as actual expenses on your financial statements, and not budget information. When reviewing it is important to look at all of the information on the page: ORG, FUND, ACCT, PROGRAM and PROJECT to determine what type of transaction you are looking at. For example: Is it payroll? Is it a direct expense or cost share? Is it a credit or a debit?

Because the Business Office does not process most OSURF transactions, questions are best directed to the Research Foundation.

Can the Master Gardeners use the University Charter Bus Service?
If the bus service will be paid using a University chartfield then yes. It should only be processed through a University chartfield if it is an OSU Sponsored event. If the bus service is to be paid out of a non-OSU checking account then they could work with the University Charter Bus service as an outside vendor.

Can a storage unit be paid through the local checking account?
No, storage is an ongoing service and must be paid on a University Purchase Order.

When we have a County Commissioner update meeting, can we buy lunch for staff and commissioners from the local checking account?
Meals should be processed according to University fiscal policy. http://www.busfin.ohio-state.edu/expenditures/ When thinking of purchasing a meal there are several things to consider:

1. Is a formal Business discussion the primary purpose of the gathering?
2. Is this a University function or a business meal?
• a. Business meals must contain at least one non-university employee and are usually small gatherings for the purpose of talking about a particular business issue.
• b. University functions are retreats, workshops or planning meetings where you may or may not have a non-university employee present. These functions are limited to no more than six paid meals a year.
3. Is the meal considered catering?
• a. Are you feeding a large group of people? Does the meal have multiple courses? How much will the meal cost? Is there a formal contract involved from the vendor?

Once you determine whether it is appropriate to purchase the meal with University funds, you need to decide how to pay for the item.

See the OSU Research Foundation for guidance on Research Foundation purchases.

For business meals you may use a University Purchase Order or a University Purchasing Card with appropriate meal documentation form. Business meals are not permitted on a University Travel Card.

For catering, you should use a University Purchase Order or a University Purchasing Card. For non catered University functions it may be appropriate on occasion to use the local checking account. For help clarifying specific examples, please contact your Business Office Representative.

What is the Business Office process for requisitions?

Each requisition is different and may require special consideration based on circumstance, amount, vendor, commodity, etc. The basic process is listed below and may vary significantly from requisition to requisition.

1. Requisitions are date stamped as they are received in the Business Office.
2. The requisition is given to the appropriate Business Office Representative.
3. The requisition is audited by the Business Office Representative for accuracy and compliance with University, State and Federal policies.
4. The requisition is entered into the PeopleSoft procurement system.
5. They are approved by the Leader of Business Operations or the Assistant Business Manager.
   1. Some requisitions will route automatically after approval to central purchasing for additional approval and/or completion of attached contracts. This process may take up to 10 business days for completion, please allow extra time for all purchase orders. Central purchasing will alert your Business Office Representative with special considerations such as competitive bid requirements and specific commodity requirements (computers, copiers, bus services, leases, printing, etc…).
6. Once all requirements have been met, a system-generated purchase order is issued.
   1. The original is sent by mail or fax to the vendor to authorize the purchase. The vendor ships the merchandise and invoices the University, referencing the P.O. number.
   2. Your Business Office Representative will download and unofficial version of this PO and either email or fax it to the support staff in your office which is to be used for reconciliation.
   3. OSU Purchasing retains a copy for their records.

Turn-around time on the order will depend on its size, contracts involved, bid requirements, and the back-log of orders on which the Business Office Representative is working. You should plan on a minimum of two weeks from the time we receive your requisition in the Business Office; if the purchase is a large one (e.g. a copier) the time involved may be as much as a month or more. This time factor should be considered when deciding when to submit your requisition. It is acceptable to fax your requisition to the Business Office; but do not submit the original in addition to the fax. Please allow extra time for new vendors. Many things, including inaccurate completion of the form, can keep the Business Office from meeting its timing standards.

What is the Business Office process for Payment Requests?

Each payment request is different and may require special consideration based on circumstance, amount, vendor, commodity, etc. The basic process is listed below which may vary significantly from request to request.

1. Payment requests are date stamped as they are received in the Business Office.
2. These requests are given to the Business Office Representative.
3. The request is sorted and prioritized based on type of request (i.e. personal reimbursement, vendor payment, checking account reimbursement).
4. Each request is reviewed and audited by the Business Office Representative for accuracy and compliance with University, State and Federal policy.
5. A convenience order number is assigned to the request.
6. The payment request is entered into the Payment Request system and assigned an invoice number.
7. The voucher goes through an overnight processing system that transfers the voucher into PeopleSoft.
8. The voucher is then approved by a member of the Business Office in the PeopleSoft system.
9. The voucher is cut on a check during the next check run (check runs only occur on Tuesdays and Thursdays).
10. The check (or transfer to bank account) is mailed the same day.

Timing on these requests depends on the type of request. County reimbursements are processed within four weeks of the arrival date stamped in our office. Vendor payments and personal reimbursements are processed within two weeks of the arrival date stamped in our office. Please allow up to a week for the check to be cut and another week for time in the mail. Many things, including inaccurate completion of the form, can keep the Business Office from meeting its timing standards.

What is the Business Office process for fund and expense transfers?

1. Each transfer request is received in the Business Office and date stamped.
2. The transfer is routed to the appropriate individual.
   1. Expense transfers go to the Business Office Representative.
   2. Deposit corrections go to the Office Associate.
   3. Fund Transfers go to the Jesse Buxton.
3. Each request is reviewed and audited for accuracy and compliance with University, State and Federal policy.
4. The transfer is entered into the PeopleSoft system and assigned a journal ID number.
5. The journal electronically routes to appropriate approvers.
6. Once approved, the journal goes through a nightly checking and posting process which posts the journal to the general ledger.

The Business Office strives to enter expense and fund transfers in the month requested. Many things, including inaccurate completion of the form, can keep the Business Office from meeting its timing standards.

02/17/2009 My volunteer is holding an event, are they covered under OSU's insurance policy?
Fact Sheet on Volunteer Insurance.

03/11/2009 How do I pay for event insurance?
See the American Income Life Job Aid

7/10/07 I received a strange e-mail. Is this legitimate?
This e-mail is from OSU Accounts Payable. It is used to alert you that a reimbursement payment has been deposited to your bank account. There is no need to view the attachment to the email, all the information you need is in the body of the message. Because it is so strange, your junk mail filter may put this in your junk mail box. Questions? Contact the AP department on the e-mail or your Business Office Representative

Should we paper clip items or staple items?
Please always staple items that belong together when mailing them to the business office. We receive a large amount of paper each day and paper clips are too easily removed or attached to other sheets of paper.

Which forms are required and when?
The Extension Business Office and the Extension Human Resources department have Web sites that can provide you with a list of forms. 

Business Office: http://osuebusiness.ag.ohio-state.edu/forms.php       
Human Resources: http://hr.ag.ohio-state.edu/  

There are many forms required for different tasks. Non-Personnel questions can be directed to your Business Office Representative.  Please take a moment to review the forms on the Business Office Web site.  Most forms are required prior to event occurrence. Please plan ahead. 

What are the most common problems that delay processing a form sent to the Business Office?
Missing or incomplete information is the number one problem. Be sure to fill out your form correctly and completely including: organization number, fund number and account number. Attach required documentation and make sure the appropriate person signs the form.

Can I sign contracts/agreements on behalf of OSU?
No, the authority to sign on behalf of OSU rests with the Vice President for Business & Administration and with the Director of Purchasing. Employees who sign contracts assume personal liability for complying with contract terms.

How long does it take for Development to process my check?
Development does not post deposits to development funds for 180 days. So it will be at least 180 days before you see the deposit on your financial report. To speed up the process, please send your Development checks directly to the Development Office:

The Ohio State University

University Development
1480 West Lane Avenue
Columbus, OH 43221

How do we document non-cash donations at the University?
The Gift In-Kind form should be completed for all non-cash donations given to Ohio State University Extension. This form includes instructions on how to complete and should be forwarded to the Development Office.

Do I have to fill out the address and phone information on every form I send to the business office?
Yes. It may be easier to create a label that includes the office name, contact person, address, and telephone number.

If the Purchasing Card is not accepted at a store, can a charge account be set up and paid from the local checking account, and then sent in for reimbursement on request for payment at month end?
No individual has the authority to set up a charge account on behalf of the University. If the store does not accept Purchasing Cards, a purchase order should be established with the vendor. If the vendor states they do not accept purchase orders, call your Business Office Representative for assistance.

How do I add funds or change a purchase order?
Complete a requisition form -1303, describing the change; be sure to include the vendor 's name and reference the purchase order number. Remember that the effective dates of a blanket purchase order should not be changed or extended; we'll need to issue a new purchase order. Blanket purchase orders should be reissued or renewed yearly.

What are the policies regarding cellular phone bills?
Information on policies can be found through the University Controller's Web site.

What is the dollar threshold for bid requirements?
Goods over $25,000 and services over $50,000 must be bid.

How do I obtain a rush purchase order?
If you need special service on a purchase order, you should contact your Business Office Representative. Requisitions can be faxed to help speed the process.

How do I renew an annual purchase order? (ie. Blanket P.O. or maintenance agreements)
Fill out a requisition, form 1303, or submit a copy of last year's purchase order with any changes noted and an authorized signature. Be sure to refer to the previous purchase order.

How long does it take for my payment request or invoice to be processed?
All payments should be processed within two weeks of receipt in the Business Office. Payments are processed according to date of invoice, when we receive the request for payment, and dependent on what type of payment it is. All utilities are processed first, then purchase order payments, and personal reimbursements followed by county reimbursements. If you occasionally need a rush payment, work with your Business Office Representative.

Can I put more than one organization fund combination on a reimbursement request?
Yes, a separate line should be used for each organization, fund, and each account combination used. We cannot process OSURF projects (7XXXXX, 6xxxxxxxxx).

Who do I send my OSURF payment requests to? Can the business office process them?
The Business Office cannot enter OSURF Payment Requests. OSURF requires one person in your office to enter those online through the Payment Request System. See the Research Foundations on processes and procedures.

How can I get reimbursed for my cell phone?
Attach the original bill, with notation for business calls that you are requesting reimbursement for, to a payment request. Make sure the payment request is completely filled out and signed by your Director. Calculations should follow University cell phone policies.

If we have not used bulk mail in the past, do we have to apply for a permit now?
No, a bulk mail permit is not required to process regular metered mail.

If I am applying for a bulk mail, permit can we use the non-profit status?
Yes, now that the USDA has discontinued the distribution of Penalty Mail the University may used the non-profit rate to mail University related mailings. The form and constitution are under forms on this web site.

My post office says that we owe $300 for the bulk mail permit, is this correct?
New permits require a $150 transaction fee and a $150 permit fee. Existing permits require a yearly renewal fee of $150.

Purchasing Card and Travel Card FAQ's
Request a PCard Manual: buxton.65@osu.edu

How do I document the cost of a shared hotel room?
see the Shared hotel rooms fact sheet.

When do I need a Travel order number (T#) or preapproved travel?
T # not required - In-state (or contiguous state) travel which includes only mileage, parking, tolls, taxi, bus fare, metro or ferry charges.
T # required - all other travel

Registration fees that are paid for OSU events by journal entry do not require a T# if there are no other T# required travel charges (see above).

What should I record as the business purpose on my leave form and my calendar?
A business purpose is an IRS requirement. The University has received feedback from external auditors saying we need to be more detailed and descriptive. A description such as “meeting” or “conference” is discouraged. Instead, put the name of the conference and the purpose of the meeting. Keep in mind that auditors may be reviewing this many years after the event; will an auditor know why each meeting was attended?

Is the Application for Leave Form the same as the Ohio State University Travel Request Form?
No, the application for leave form is the same form you use when submitting vacation or sick leave. On the form under paid leave is a checkbox for University Business. This is the box to check when completing the form to document a business absence.Forms-OSU Office of Human Resources - Forms

When leaving an Out-of-State conference early which causes flight change costs, who is responsible for those extra flight costs?

• It is not prohibited by the University to change flight plans. However, all charges should be considered prior to making such a change.
  • What other extra costs are involved? (early departure fees for hotels, rental cars, conference, flight change costs, lost productivity with leaving the conference early)
• 
  • What are the cost savings? (less meal cost, less hotel cost, time in the office)
• 
  • Prior to making the decision asses all costs and savings and make an appropriate decision. If cost is more than the savings you should probably discuss with your supervisor to confirm approval of extra charges. A letter should be submitted along with your travel reimbursement request detailing the reason for the decision. If the cost is less, document well (keep all receipts) and provide a letter stating the reason for the decision.

Our office is near the state border, in the past I was able to travel across state lines without a T Number, is this still acceptable?
Contiguous states are considered in-state travel for the purpose of determining whether or not a T Number is required.

If we have split funded travel do we split the chartfield on the request form, on the reimbursement form, or both?
Split the funding on both. We can accept up to three different chartfield combinations.

Is the application for leave form required EVERY time I leave the office?
Written documentation is required every time you leave the office for University business.

However, discussions with the University Travel Office have determined that an up-to-date calendar listing the destination and official business purpose is acceptable as a similar document for in-state travel mileage only. This may either be an electronic calendar or a paper calendar, but must be accessible by others in the office.

For last minute travel, the Business Office suggests having a printed calendar available to record your destination at a moments notice. Keep in mind that this must be accessible by others in the office. The reason for the leave form or calendar is to ensure that all University benefits apply when traveling on official University business.

For all out-of-state or unusual travel, the approved application for leave form is recommended. If you have any questions, please contact Extension Human Resources.

When filling out my travel reimbursement, should I claim the per diem rate or actual cost?
You may use either one as long as the actual cost does not exceed the per diem rate. It is a good idea to talk with your supervisor concerning your department or county's expectations. Check the Business Office homepage for updated per diem rates.

What is the current federal mileage rate?
For all mileage rate information, visit IRS.gov

Why can't I get reimbursed for lunch and dinner when I left at 7am and returned at 10pm?
IRS guidelines are followed by the university for all meal reimbursements. The current meal policy is here:

Per diem allowances are reimbursable for in state overnight travel
that is 45 miles or more from the traveler’s home or primary work site. In state travel that is not an overnight stay may be reimbursed through the payroll system (taxable income) with Dean/VP approval.

Per diem allowances are applicable for all out-of-state travel that is 45 miles or more from the traveler’s home or primary work site.

University per diem rates are based on the “Federal Meal and Incidental Per Diem Rates”, that vary by city location. In addition to meals these rates include incidental expenses such as laundry, dry
cleaning and service tips (i.e. meal, housekeeping, porters etc.) Incidental expenses, unless specifically cited in this policy, will not be reimbursed in addition to the approved per diem rate.

Federal law governs the percentage of per diem that can be paid. Per diem reimbursements are based on departure and return times over the entire 24-hour day and prorated accordingly. Listed
below is the per diem allowance based on departure and arrival time from and to the traveler’s home or primary work site.

Departure Day
12:00 am – 7:59 am = 100%
8:00 am – 11:59 am = 75%
12:00 pm – 5:59 pm = 50%
6:00 pm – 11:59 pm = 0%
Return Day
12:00 am – 7:59 am = 0%
8:00 am – 11:59 am = 25%
12:00 pm – 5:59 pm = 50%
6:00 pm – 11:59 pm = 100%

If a meal is served on the plane, included in a conference registration fee, built in the standard, single hotel room rate or replaced by a legitimate business meal, the per diem allowance for that meal may not be claimed.

Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is completed.

How do I pay for registrations?

You may pay by:

1. A pre-approved travel request form
2. Requisition/purchase order
3. Personal PCard
4. Internal conferences can be paid via 100W
5. Personal payment (check or personal credit card)
6. Local checking account

How do I pay for subscriptions?
You may pay by:

1. Local County check
2. Department Purchasing Card
3. Requisition/purchase order
   

How do I pay for dues?

You may pay by:

1. Local County check
2. Payment request
3. Department Purchasing Card
4. Requistion/purchase order

Do I need to send original receipts to get reimbursed?
Yes, original, itemized receipts are required for reimbursement.There are some exceptions to this (i.e. parking <$25.00). Please review University travel policy prior to omitting a receipt.

What are the policies regarding personal calls on University provided cell phones while traveling, and personal calls on any phone while traveling?
Original receipts are required. Uses of personal credit cards or cell phones are encouraged to avoid expensive hotel surcharges associated with direct dial. Two personal telephone calls will be reimbursed, if the traveler is on authorized travel status for more than one week (7 calendar days). Calling cards are available through UNITS, the University’s telephone service provider.

Which is required for travel forms - Social Security Number or employee ID?
For Employees, Employee ID is required.

Do you need a T Number for overnight travel within Ohio?
Yes.