June 15, 2017 Carmen Connect Webinar Audio – 1-877-820-7831 code:484159#

Housekeeping Items All lines will be muted *6 to unmute your line to ask a question *6 to mute your line after you are done speaking The leads will be monitoring the questions via the chat boxes, please feel free to ask questions there.

Agenda PSSC Staff updates Pcard & Travel Team updates Travel Updates Vendor Maintenance

Website http://u.osu.edu/pssc Staffing Joel Hatem has officially transitioned from Vendor Maintenance to our Finance Assistant Role. Joel will be assisting with voucher approvals for Student Life and other areas as needed as well as being a back of for all other transactions. Lesley Enterman joined our team from the Bursars office as a Finance Coordinator. She will be the primary contact for Libraries. Matt Fultz last day will be June 16th. Next Call July 20, 2017 @ 10:00 AM

Travel Updates Summer Travel Workshop Sessions (August 15-16) Introductory Session:  Policy, System and Booking. Targeted to the new traveler, arranger or those interested in a refresher in the basics of traveling on behalf of OSU Advanced Session: Updates and collaborative round-table discussion. Targeted to the experienced traveler or arranger with a good understanding of OSU Travel. Registration (BuckeyeLearn.OSU.edu) starts in early July (watch for NewsLink announcement)

Travel Updates eTravel System Enhancements – July 2017 Athletics joining eTravel System   Update: Travel Request Approval email to Traveler ****************************************************************************************** Review before you travel: OSU Business Travel Resource Guide Traveler Quick Tips International Restrictions & Warnings

Travel Updates One-Time (Non-Recurring) Vendors in eTravel System Criteria:  This is for a single (non-recurring) and non-taxable travel reimbursement to Individuals. There are no services, relocation expenses  or taxable compensation (e.g. awards, honoraria, fees, stipends, et al) included in the travel reimbursement. There are no planned or anticipated future travel reimbursement or other types of payment to this individual.   Reminders:  After reimbursement payment is issued, the vendor will be automatically inactivated. Exceptions apply to payment by wire transfer and/or non-resident aliens. Travel expenses associated with employee relocation is a taxable reimbursement and should NOT be processed through the eTravel System. You and your unit are responsible for any IRS implications of this transaction.

PCard Updates Tax Exemption Effective June, 2016 – Vendor License # was removed from PCards per direction of Tax Compliance Office Confirmed that OSU does not have an actual Tax Exempt # Instead, the Tax Exemption Certificates located on the Tax Compliance webpage (https://controller.osu.edu/tax/tax-man-state.shtm) should be used for all tax exempt purchases. If merchant requires a number, use OSU’s EIN #: 31-6025986 Questions? Contact: Phil Kelley (Senior Tax Accountant): kelley.841@osu.edu

Asset Management Updates PIER Report AM System unavailable between June 28th 5pm until July 3rd 7am PIER Report communication will be released July 3 by email communication to the Equipment Coordinator (cc: SFO) PIER Reports must be returned via email attachment (no fax or paper submission) Submission due date: August 31  

Not permitted by policy Airline Upgrades Not permitted by policy When upgrades are required to avoid getting “bumped” from a flight Exception must be recorded Justification provided must include cost avoidance wording

ONE-TIME VENDORS Created in the Travel or PREP panels by the Service Center Don’t need a Vendor Set-up Form Don’t need to submit Vendor maintenance Only for travel reimbursements and Refunds through Prep

Use only the most recent form from the Purchasing Website Vendor Set-Up form Use only the most recent form from the Purchasing Website As of July 3, 2017 old version will not be accepted by Vendor Maintenance New vendors are highly encouraged to fill out the Electronic Funds Transfer page of the form to receive payments Vendor maintenance has been requesting justification for not supplying this information.

Vendor Maintenance Plan early if you know you will need a new vendor If you know you will have a large number of new vendor adds (non-employee individuals) please notify the service center and vendor maintenance to alert them for planning purposes Review the vendor set up form for completeness before submitting to help expedite your request

Questions?

Thank You!