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

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.

01/2012 - Is everything in the office logged? Is everything on the log tagged?
Review the Table below to determine what is needed for your items.

01/2012 - If an office closes, what happens to furniture, etc. that was purchased through University funds?
The distribution of this varies from office to office. If the goal is to reopen the office in the short term (two years
or less) than the equipment and furniture that is worth keeping is usually moved into a storage unit. This is paid for
with leftover funds until the office reopens. If the office is not planning on reopening (which hasn’t been the case
yet) then we would follow normal non-capital equipment disposal procedures which include Selling, Trashing,
Donating or Surplusing items. Generally for off-campus offices first consideration for equipment and furniture go to
neighboring counties and/or local government agencies. More information on the equipment disposal process is
available here.

01/2012 - How do you determine if a non-capitalized item is County Commissioner owned or OSU owned?
Chances are the majority of items in your office are OSU owned, especially if you are partially or wholly levy
funded. Occasionally the County Commissioners will purchase large pieces for the office like the remodeling of a
room or the copier for the office, but this is rare. To be absolutely sure you would have to trace back the purchase to
the check or Purchase Order or Purchasing Card transaction that bought the item. Although it is not our
recommendation that you spend time doing that.

01/2012 - Shooting Sports equipment that was purchased through endowment funds or through grants that went
through our accounts – are those tagged?
Yes, anything that was purchased with a University fund or University checking account that meets the criteria of
being theft prone, sensitive or used of out of the office must be tagged.

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.

01/2012 - Sometimes registrations don’t ask for user def or a program. What can we do to add those to the registrations?
I would recommend emailing the coordinator of the event to have them add it (then maybe they will remember
to include it next time), or including it in a space such as comments if the system you are using allows it.
If it doesn’t come through on your eReports then you can submit an expense transfer form to add it. Credit (org-fund-acct), Debit (org-fund-acct-prog-UD).
If it is someone using RegOnline – please let me know as I can go in and fix their web forms.

01/2012 - Is there a way to track credit card revenue that comes in via RegOnline?
There are a couple of ways to access credit card revenue information. First, monthly there is a journal entry done
by Rachel Crusey that transfers all revenue for your events in a given month (less any fees associated with your
transactions). The journal and associated backup are sent to the units receiving or paying money. Second, you can
run reports in Regonline to see either a credit card registrations by event report or credit card registrations by
agenda report. Keep in mind this report won’t have the deductions for the fees so you would have to do that
calculation manually. Rachel or Cindy can help you if you are searching for something and need help.

01/2012 - Will there be more instruction for CED to reconcile Bank Statement with deposits?
We have a slide presentation from last spring that has some information regarding this on page 7.
Please take a look at this and if you don’t feel it has adequate information please contact buxton.65@osu.edu.

01/2012 - Room rental – If a place does not require a contract – can we go ahead and pay from the local checking?
Even if it does have a contract you can pay from the checking account, this policy changed last spring. The
payment needs to be less than $1,000. The contract must still be signed by OSU, you would attach the Contract
Form and send to Jesse (buxton.26@osu.edu)
Information about this is located on slide 22 of the local checking account guidance.

01/2012 - Do we need to do a PO for Office Max?
This is a trickier question than it seems to be. The short answer is… not really.
The long answer: Your primary way of purchasing through Office Max is through eStores via eRequests. When you
do an eRequest it will create PO, but you don’t really do anything with that PO once it is created. It is a one-time PO
used just for that order. The invoice gets electronically paid against the order.
You can also purchase through Office Max via Purchasing Card, local checking account and personal reimbursement
– which doesn’t require a PO. However, those methods are discouraged because you don’t always get the right
contract pricing. We have occasionally allowed a Blanket PO through Office Max, but again this is discouraged
because of the contract pricing issues.

01/2012 - Would a store card given as a prize be the same as a gift?
Yes, a prize would fall under the same rules as a gift. Gifts under $100 can be purchased through the Checking
Account, Purchasing Card, Personal reimbursement (PREP), or Purchase Order (eRequest). You must document who
received the gift and for what business purpose. If it is for an employee approval must be received from the person
one step higher than your Director (ie. Regional Director).

01/2012 - Does the County Director submit the Appropriation Authorization Form?
Usually the County Director or the fiscal support fills out this form. It tells us 1) what your appropriation is
expected to be for the year and 2) how you want us to bill your commissioners. Most people base this year’s billing
on the same time frame as last year. The form is available here. We usually make it due on 1/31/2012, although you won’t submit until you get a relatively firm confirmation on what the budget will be for the year.

01/2012- What are the restrictions for using Development money?
Development money is treated just like any other funds. As long as you have money on deposit (even if it is within
the 180 day hold) you are able to spend it like you would any other funds. You can use it for salaries, Educator Cost
Share, Travel or other operating expenses. The same buying rules apply to all funds. Sometimes Development funds
are even considered “Discretionary” meaning we have a little more leeway in how we use it, as opposed to funds
with great restrictions like federal funds. Really the only consideration, other than following University buying
policies is the donors intent. If they donated money for use for 4‐H and instead you pay for a CD educator that isn’t
really an approved use of the funds. It is up to the unit receiving the donations to understand the donor’s intent for
its use. You are required monthly to run a report for eReports reconciliation from the TAS system. Information can
be found on this here.

01/2012 - If we have over $20,000 in our rotary checking do we move it to our designated fund?
If you have 1) on average more than $20k, or 2) you will have more than 20k on Dec 31st then you should send a
check to the Business Office to be deposited into your Misc Designated Fund (06xxxx). Use the deposit transmittal
form. Reference your ORG and account 41225 (County Reimbursements). No backup is needed. If you don’t have a Misc fund complete a Fund Request Form to get one.

03/2009 Can I have a checking account or Purchasing Card if there is only one person in my office?
No.

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 Office of Sponsored Programs charges and credits on financial reports.
OSP 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 OSP transactions, questions are best directed to the Office of Sponsored Programs.

Can I accept credit card payments for registration fees?
Yes, see the online registration system information here.

01/2012 - What is the TAS system?
The University has stopped mailing out Gift Memo Support Reports. These reports were primarily used to
reconcile your general ledger. The Advancement System (TAS) has been rolled out so that you can access this
information electronically. You can also see more information than you did before – like what is in the 180 day hold!
Each office that has a Development OR an Endowment Fund will need to have at least one person who has access.
To get access use our TAS instruction sheet.

01/2012 - When did they stop sending a gift memo so I know how far back to look in TAS?
They stopped sending July 1, 2011. Just be sure to get access and start running now.

01/2012 - Why can’t we bookmark or add shortcuts to websites on our desktop?
I believe this is an Information Technology question. They have a new helpline ithelp@cfaes.osu.edu and I am
sure if you email them someone could help you with an answer.

01/2012 - When will the Business Office update to windows 7?
Unfortunately we are stuck with whatever the Office of the CIO allows us to use. They don’t have the
programmers to update our systems fast enough to keep up with the web browsers that are available. There is an
online help page that might help you configure your browsers to be compatible. If you struggle with this you can
contact 614-688-HELP and they can usually help you over the phone with configuration.

You can also contact your Comm Tech Representative for help: ithelp@cfaes.osu.edu

01/2012 - What is the University VPN System?
The VPN is the University’s Virtual Private Network. This allows users that are not on an OSU server to access
information at Univ. websites that are secured. It allows our units to access images of scanned invoices and to access
policies and procedures under the Controller’s Website. It is free and relatively easy to install – you just have to
remember to sign in when you get ready to print copies of invoices for reconciliation. There is more information
available online in this help document: http://osuebusiness.osu.edu/documents/AccessingPeopleSoftviaVPN.pdf

01/2012 - Are the links for Cost Per Copy and Voyager System on the Business Office Website?
The Cost Per Copy link is on the web under Links > Goods and Services > Uniprint. Then you
click on Receipts/Invoices. This is used for offices that have leased machines through Cost Per Copy.
The Voyager system is used to download documentation for people that have state owned vehicles. The voyager link
is not located on the Bus. Ofc. site. We have gone back and forth about adding it because so few people need it. If
you need access contact Wendy, michel.5@osu.edu, and she can send you the link.

01/2012 - I am a new County Director, Fiscal Staff person. How do I learn what I need to about my new role?
Unfortunately there isn’t easy answer to this. For more info, use this document.

01/2012 - Are there training sessions available online for general ledger (eReports) reconciliation?
This is definitely a gap in ours and the University’s training. The biggest reason is that the print on the reports is so
tiny it is hard to show enough detail to make the class useful. However, I do intend to address this soon.
In the meantime you have three resources that may help you:
1. You can set up a time to meet with me for a couple of hours when you are in Columbus and I can give you a
crash course one on one. Buxton.65@osu.edu
2. You can take a look at the Extension manual without instructor led information (although it isn’t really
designed for that). This is posted here.
3. You can take the University’s Reconciliation Process training. This is in person in Columbus, but it is free. It
would have almost everything you need. Information about the class is here.

01/2012 - How do I stay up to date with changes in fiscal policies and procedures when they change so often?
There are many ways to stay in touch, listed below are our favorites.
1. Listserv: We send out an almost-monthly email to our list serv with a Business Office Update. County
Extension Directors are automatically signed up, but fiscal staff, program staff and Educators have to
voluntarily sign up. You can register for the list serv by using the instructions on page 4 of the New employee
Fiscal Packet.
2. Web Page: We always post new items on our home page under What’s New.
3. Facebook: We post many new items, questions, tips, pictures and lots of other stuff on our Facebook page.
Join us there.
4. Contact us: Hear a rumor? Confused about something new? Contact your Business Office Representative for
help.

01/2012 - What happens if I am out of town and can’t approve a staff submission?
For eRequests – you always have a backup approver that could approve in an emergency, although we find that
many transactions can wait until you return. Most people have set up an approver in their own office or in a
neighboring County. For all counties your Regional Director, Brian McClain and Cindy Buxton also have access.

01/2012 - Is anyone sharing our concerns regarding the importance of the County Commissioners for the county offices? For example: purchasing supplies locally.
Keith Smith and Gwen Wolford spend much time trying to make sure our funding patterns and our voice is heard
both at the University level and at the State level. I think there is a real understanding of this at the senior leadership
level. However the University committees that make these buying decisions don’t always have appropriate
representation to keep us in mind. We face some real challenges trying to get our voices heard since our needs are
so special. Please know that we do our best to communicate your needs.

01/2012 - Explain what accounts are allowed by Master Gardeners and other Affiliated groups.
Master Gardener Groups and other similar groups usually fall into one of two categories.
1) Completely under the umbrella of OSU. In this instance they follow all University policies, work through the
Office for everything and cannot have a separate checking account or handle money for OSU.
2) Separate bank account from OSU. In this instance they have their own tax ID number and their own policies
and procedures. They can choose to be a normal group or become a 501C3 group and are required to do all
of that paperwork on their own, sign their own contracts, handle their own money. If they are NOT a 501c3
it will restrict them from being able to provide tax receipts for donations and may prohibit them from
applying for some grants. In this instance there still may be programs done by the Extension office or Master
Gardener Coordinator paid by OSUE that are in the extension checking account, but those remain separate
from the group’s revenue and expenses.
This is a pretty complicated issue and may require some follow up phone conversations to get to the base of what
you need to know. (Cindy 614-292-6979) But we do have some information available on the web:
- Slide presentation
- Handout

Are we allowed to hold a raffle as a fundraiser?
No, raffles cannot be held by OSU entities. However, other organizations can hold raffles on our behalf as long as OSU is not handling the money or promotion of the event. See the attached job aid regarding the specifics of this and other games of chance.

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. If you have received a document that requires a signature, consult our Guide for Signing Documents for further information.

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.

Information about insurance:

• American Income Life Information - Feb.2012
• CIMA Insurance Information - Dec.2009
• Protect Yourself and Your Volunteers - Annual Conference 2010 Presentation
• Volunteer Financial Risk Management Handout - Nov.2010

01/2012 - Where do I look on the Business Office Website for job aids, they are sometimes hard to find?
We agree that things are sometimes hard to find but we have limited access to change the layout of the site. We
recommend using the Search tool on the site as it has been recently revamped.
We are trying to make the Business Office Policy Manual page as the main page for static documents:
We are trying to make the WebTools page the main one for interactive documents.
Please take a look at these and let me know if you are still having trouble navigating. If you have suggestions for
layouts we would love to hear them. Contact me, buxton.65@osu.edu

01/2012 - Limiting # of vendors? What will it mean to counties using local vendors?
As long as a commodity isn’t restricted (like the office supply contract or the copier contract) then you have the
ability to use any vendor you want for the majority of your purchases. The goal is to limit the number of new
vendors in the system. So if you have already used a vendor on a PO or Payment Request (PREP), getting a new one
shouldn’t be an issue. If you have never used them before then you might think about the other buying tools that
you have at your disposal (Purchasing Card, Checking Account, Personal Reimbursement). For Purchasing Card the
limit is $2500 per transaction, for Checking it is $1000 per transaction. There isn’t much that we buy that fall over
those amounts so most of what you need should still be able to be purchased locally.

01/2012 - Kickbacks from OSU Vendors, where do they go?
We have inquired about this at various times and the answer is that the rebates received for the contracts are
returned to Central Administration at the University. There has been some discussion about how to return those
benefits in an easy and cost effective way to the units that order the most material, but so far nothing has been
implemented. If you would like to inquire further on this issue you have a couple of resources:
1) the Univ. Purchasing Director: Tom Crawford crawford.187@osu.edu or
2) Business and Finance has an ASK BuFi link that may result in an answer for you.

01/2012 - Why can’t we use Quill or my local vendor as a system wide vendor?
For office supplies, the University puts these mandatory commodities up for public bid, Quill or a local vendor
either didn’t bid, or didn’t provide the best deal. Vendors will have the opportunity to re-bid when the contract is
up. The Office Max agreement expires 12/14/12 but they will have to bid prior to that date to be prepared for the
change. Vendors can access bid information here.
More information can be found about Contracts and Sourcing Projects on the purchasing website.
The original document that was sent out from the University is available online and it has some of the rationale in
more detail, although some things are outdated (like Guy Brown replacing Premier).

01/2012 - We feel we should be able to use local stores to purchase items, especially when local vendors support our local organizations.
See the question on system wide vendors above for more information about the bid process for these contracts.
Local vendors can still be used to make many purchases such as equipment and program supplies. We believe there
is some misunderstanding about what account codes to use which can provide greater flexibility for most of what
you do. For instance we don’t consider ink cartridges for printers to be office supplies – we would call those
computer supplies 61247 which have no buying restriction. There are many more coding issues that I think could
relieve some of the concern.
While the mandate for general office supplies, shipping and copiers can be frustrating, it is part of the
benefits/drawbacks we deal with when we are part of a larger institution. We have and will continue to pose the
local buying issue with those that are making these decisions.

01/2012 - What is the best way or company to use for local phone service? Long Distance service?
Unfortunately this varies from County to County. Most people shop around for the best deal within their County
and then set up a PO to pay for the monthly service. I would recommend talking with your neighboring counties to
see who they use and how satisfied they are. You may also consider seeing if OSU OCIO can serve your needs which
is auto billed to your chartfield. I know our regional offices use them, but don’t know if it is cost prohibitive for a
County.

01/2012 - How do we purchase furniture?
As of right now there aren’t any restrictions on furniture vendors.
1. The best way to buy furniture is to use eStores.
There are several furniture vendors available through the eStores link. This also prevents you from going
through the hassle of justifying a new vendor.
2. If you are buying something that will be less than $2,500 you can use the Purchasing Card
3. If you are buying something for less than $1,000 you can use the checking account
4. If you don’t use eStores and it will be over $2500 then you need to set up a PO before you buy.
You can do this via eRequests.

01/2012 - If we want to know more about products sold in eStores, how do we find out?
If you find something in “Catalog Items” that you want to see more about then check the vendor that it would ship from.
1. If that vendor is under “Supplier Websites” then go to their Punchout catalog for more information. There will often be a lot more information such as specs there. You can also start directly at “Supplier Websites” if you know a vendor that will have your product.
2. Write down the vendor name and their Supplier Part Number and look up the product on the company’s public website. Keep in mind the website prices might be different.
3. Contact 614-292-2694 (eStores main line). A buyer there should be able to help get you in touch with a customer service rep from your vendor.
I know eStores search isn’t ideal, but it is what we have to work with for now.

08/2011 - I've created an eRequest but haven't heard anything since. Where's my order?
eRequests reduce the amount of time spent creating, printing and mailing paperwork, but there are still several steps required before the order is complete. To find out where the eRequest is in the process, review our eRequest Status Job Aid. For information on who to contact to inquire about eStores orders, use our Where's My Order instruction sheet.

02/2011 I purchase all of my normal supplies from Office Max in eStores, but occasionally I will need something last minute and do not have a store locally. What do I do?
If you have an occasional, emergency need which warrants buying something from another vendor you are permitted to do so. Just be sure to document it and try not to abuse the priveledge of having the option to use other vendors for emergencies.

02/2011 How do I get OSU Contract pricing in store at Office Max?
Use the Office Max Retail Connect Card. Just print this card and show at checkout.

03/2010 Do I have to use the minority vendor program?
OSU is an advocate of the minority business program. It is strongly recommended that you use minority vendors for your purchases if the cost does not exceed 20% more than the non-minority vendor. Ultimately it is a local decision which vendor is used.

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.

Who do I send my Office of Sponsored Programs (OSP) payment requests to? Can the business office process them?
The Business Office cannot enter OSP Payment Requests. OSP requires one person in your office to enter those online through the Payment Request Entry pages in PeopleSoft (PREP).

eStores/eRequest FAQs
eStores and Office Supply Q&A

01/2012 - What are we supposed to be doing in eRequests other than office supply orders as of right now?
eRequests can be used to:
1. eStores: Purchase anything through eStores. A list of vendors is on the second page of the streamlining
document.
2. Internal Purchases: Purchase anything from an OSU Vendor. Ex. Comm Tech, 4‐H Center Rental,
Leadership Center membership, Parking Pass orders, etc.
3. Purchase Orders: Replace the Requisition form when requesting new purchase orders.
Most of our tips and job aids for eRequests are available here:

02/2011 I am having trouble using eStores with Internet Explorer 7.
Having technical problems with eStores in Internet Explorer? Try using the userguide for IE7. If that doesn't work call the eStores Service Center for assistance 614-292-2694. They should be able to assist you or will send you to the CIO. If you are unable to resolve the problems through these three measures switch to another browsing option and report to Cindy Buxton

Uniprint Copier Program FAQs
11/23/2011 - Who does the new program effect? Why is it required? What if I own or lease a copier? Who do I contact? How am I billed?...
Uniprint FAQ Document.

01/2012 - Can we buy a printer or do we have to lease?
You can buy low volume desktop printers from any vendor. Stand alone large volume copiers have to be leased
through Cost Per Copy http://cpc.osu.edu/

01/2012 - How long does it take to get a copier through Uniprint? When should be start the process?
The time can vary greatly depending on what you need. I would recommend starting the process about two
months ahead of your contract end date and be prepared for delays in the process.

01/2012 - Copier Contracts – limited offerings. Are there ways to get requirements waived?
We haven’t tried with the copiers. We have tried repeatedly with office supplies without any of them being
approved. The process for any exception is for you to write up a justification for why you are different and need an
exception, have your director sign and send to me. Then I send through the College office and if approved there we
send to Business and Finance. I would be happy to try for you if you feel you have sufficient need.

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.

01/2012 - Our Office does not have a Purchasing Card, should we apply for one?
This is a tough question and ultimately is up to the County or Unit Extension Director.
Pros: The Purchasing Card is easier to use than ever before and every indication we get says that it will just continue
to be simplified. Purchasing and the University are encouraging the use of the Purchasing Card more and more
because it reduces the administrative burden on the University system as a whole (as compared to PO’s).
Cons: On the down side it does take some extra knowledge, a commitment to security and the policy has the
potential to change drastically over time. It requires learning a different process and knowing policies that otherwise
are reviewed by your Business Office Representative.
The bottom line is that the Purchasing Card can be a great tool – but not for everyone. If you want to discuss more
pros and cons to help with your decision give Cindy Buxton (614-292-6979) a call.

01/2012 - Will we ever get to buy computers on the Purchasing Card?
There is potential for this coming true over the next year or for this not to be an issue. The University is doing a
major overhaul of most of our procurement methods and one of the things that I had heard was further relaxation
of the Purchasing Card restrictions. Also, Communications and Technology is looking at a completely different way of
sourcing machines for use and direct buying by departments for computers may soon become obsolete.
Right now there are two factors that cause Extension to not allow computers (and IPads!) on the Purchasing Card:
1) The university has a required vendor for computers and computer settings, allowing the use of the
Purchasing Card could cause some transactions to be made off-contract and prevent savings for the
University.
2) The security requirement for computers means that in some instances we want them to ship to our
computer techs so that no one tries to use them before they are protected. Using a Purchasing Card doesn’t
allow for us to check the mailing address and could cause potential security concerns.
Stay tuned for more information coming in 2012.

2/2011 When do I need a Travel order number (T#)?
T # required - Travel that will include any prepayments or the use of a Purchasing, Travel or GET Card.
T # not required - all other travel

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

2/2011 I have an appointment in multiple offices. How do I calculate my mileage and who do I charge?
Most of the time this answer will depend on where you are traveling and why. The policy states that you should use the most logical choice for mileage reimbursement. You can use the Guide sheet in the Travel > Job Aids section to help decide what is logical in your instance.

2/2011 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 <$50.00). Please review University travel policy prior to omitting a receipt.

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 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.

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.

What is the current federal mileage rate?
For all mileage rate information, visit the travel website.