From: Cindy Buxton [buxton.65@osu.edu] Sent: Monday, October 05, 2009 2:38 PM To: LS: County Directors (countydirectors@ag.osu.edu); non-county Directors; OSU Extension Fiscal Operations Subject: Business Office Update Hello, There are a few new items on which to update you. All links are located at http://osuebusiness.ag.ohio-state.edu New travel forms The University has switched travel systems. To help streamline paperwork, the Business Office has updated its travel forms and posted them on the website for your use. We hope that these changes will help clarify what is needed when submitting travel paperwork. Other travel forms are no longer needed. Send all of your paperwork to your Regional Office (for counties) and to the Business Office (for state offices). Please send to your new regions if applicable. « Extension Travel Form (for in-state mileage and mileage related expenses) [For FNP see the mileage form on the FCS web site] « Travel Request Form (for all other travel – submit pre-trip) - Travel Reimbursement Form (for reimbursement post-trip) Blanket Travel for Office of Sponsored Programs in-state travel The Business Office is sending out emails to travelers who have mileage on OSP (formerly OSURF) projects. These emails will allow travelers to set up a blanket T number for their in-state travel which will speed up the reimbursement process for their mileage only trips. « This is currently only for OSP travel. « The email is being sent to the traveler in the hopes of receiving an accurate estimate of travel. « The blanket travel cannot exceed the project budget or the project period. « The blanket travel must be approved by the Principal Investigator. « Setting up a blanket is done via e-mail. There is no form to complete. Instructions are in the email, but if you have any questions on the process, please ask. Access to request T numbers Many of you have asked to be given access to request T numbers. Those who have requested this access are in the process of taking some short online training classes to help them learn the process for entering T numbers. They will be given access to start entering T numbers soon. T number process: 1. Traveler or Travel Arranger enter the request in the system. 2. Travel paperwork emailed or faxed to Regional Office (for counties) or Business Office (for state offices). 3. Travel approved and T number is assigned. Payment Request process: 1. Payment Request entered into the PREP system. 2. Original paperwork forwarded to the Business Office. 3. Paperwork approved and payment is released. If anyone is interested in gaining access to enter T numbers or to enter Payment Requests, please email buxton.65@osu.edu. Access online images of invoices The Business Office is now scanning vendor invoices and posting them to the PeopleSoft system and other commonly used systems. In order to see invoices you will need to be on an OSU network. Since our remote offices are not on an OSU Network you will need to log into the VPN (Virtual Private Network) in order to view them. This requires signing in with your osu internet username (ex. Buxton.65) and password. We have previously asked you to download the University’s free VPN to your computer. If you haven’t done so, please do this soon. There are instructions on the Office of Information Technology Website. You can access those through the link on the Business Office website. Your computer techs are aware that you will be downloading this and can help trouble shoot if you have problems. If you have already downloaded the VPN you can start looking for invoices online now. Simply sign into the VPN and access invoices one of three ways: 1.. PeopleSoft https://erpfinprod.erp.ohio-state.edu/psp/fsosu/?cmd=login – Through Voucher Inquiry 2.. eReports http://ereports.osu.edu/ - Through the .htm version of reports 3.. Controller’s Office http://www.ctlr.ohio-state.edu/ - Through the View invoice link. We are working on scanning the backlog of invoices for all of FY10 (July 1, 2009 - present). Most of the invoices are already in the system, but there may be a few that are not yet accessible. Any invoice with a prefix of 10EExxxx will eventually be in the system. Our long term goal is to have you access all of your invoices this way, to cut down on the number and frequency of emails you receive from the Business Office. So get started now and practice the new process! New on the Business Office Website: « There is an updated schedule of Business Office courses available. « There is a new signature authority document to help guide you through the new structure and approvals needed for paperwork. « There is a new Reconciliation Form for eReports Reconcilers. « The PeopleSoft Access Request Form has been updated. « The Contract Form has been updated. « Some new links have been added, including CARMEN and WEBEX. If you have any problems or concerns, please let me know! Thank you, Cindy Buxton Business Office Web site http://osuebusiness.ag.ohio-state.edu To subscribe to the Business Office mailing list, send an E-mail to listserver@ag.osu.edu with the two line message as follows: Subscribe osue-fiscal Quit You should receive a confirmation email verifying that you have been added.