Answers
to your frequently asked questions.
Cost Recovery
1/5/10 What is Cost Share?
Cost share is a term used to describe money that must be provided to match a sponsored project budget. Example: USDA offers a $10,000 grant but will only give the money to you if you agree to provide $5,000 in cost share. This means your office would have to come up with $5,000 from other sources in order to get the $10,000. If you are trying to spend the money you need to be sure to use the right chartfield. Direct Expenses (ex. $10,000) ORG - OSP FUND 590000- Project Cost Share Expenses (ex. $5,000) ORG - Unit Fund - Project. The difference is in the fund number you use.
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.
 Equipment Inventory
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.
Financial Information
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.
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.
General
Goods and Services
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?
There are two options to provide cell phone service to Extension employees that require the frequent use of phones.
1. University Purchase Order or UNITS transfer - No personal use allowed, only for regular cell service.
or
2. Taxable service allowance - individual has a personal plan and is reimbursed on paycheck each month for an average business costs. For regular cell service, and personal data assistants (PDA).
For further questions see the Taxable Service Allowance Form and policy. Also email buxton.65@osu.edu
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.
Mailing Issues
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.
PCard Issues
Travel
1/5/10 What is a Blanket Travel Order?
For Office of Sponsored program travel you can set up a blanket travel order to speed up the reimbursement process. This is an assigned T number that is valid for a time frame and it already has your information and chartfield listed. You use the T number on your monthly mileage form. To get a blanket travel number email your PI (Principal Investigator) with the chartfield, budget, beginning and ending date and your name and ask them to submit their approval to your Business Office Representative.
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.
What documentation do I need if I am sharing a room?
see the Shared hotel rooms fact sheet.
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.
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.
12/21/09 What
are the policies regarding personal calls on University provided cell
phones while traveling, and personal calls on any phone while traveling?
Original receipts
and specific business purpose 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).
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.
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