1. August 24, 2017 Carmen Connect Webinar
Audio – code:484159#

2. 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.

3. Agenda
PSSC Staff updates
Travel Reminders
Skilled Labor purchases

4. Website http://u.osu.edu/pssc Staffing
No current updates. Still have a position open that we are working on getting posted with some changes.
Next Call
September 21, 10:00 AM

5. Travel Discussion
How to get your travel payment requests turned around as quickly as possible!
Submission of Travel Payment requests
Use the Travel payment worksheet on the website (strongly preferred)
Organize and label your receipts
Include the business purpose if it isn’t clear
Put like receipts together
Include all receipts in one scanned PDF
Send only to your designated unit account
Send each reimbursement request in a separate and label the subject so that it clearly identifies the as a travel reimbursement (include T# and travelers name)
Clearly label attachments on the eTravel request so they can be easily identified

6. Travel Discussion
All expenses should be included on the reimbursement form
Pcard
Third party payments
Prepayments
Travel dates and departure/return times should be updated to reflect the actual travel
If these deviated from the original booked airfare, an explanation in the additional information section should be included with the worksheet

7. Travel Discussion Taxi expenses Itineraries/Agendas
Must include a valid Business purpose for each trip (i.e. to the airport from the hotel)
Expenses related to trips to breakfast, lunch, or dinner are generally covered as part of per diem (there may be exceptions to this).
Receipts are not required for expenses under $50 but the detail of the trip is (business need and amount)
Itineraries/Agendas
These should be included on the travel request prior to approvals
It validates the dates of the trip and the estimated expenses are appropriate

8. Travel Discussion Flight Documentation
Flight itineraries are not required if using the contracted vendor but they are VERY helpful to us in processing your reimbursements
Flight itineraries and receipts ARE required if you purchase airfare outside of the contracted vendor
Per Diem
If a meal is provided by the conference, hotel, airline, business meal, etc, it is not eligible for per diem reimbursement.
Continental breakfast is considered a valid meal
Hors d'oeuvres cocktail receptions are not considered dinner meals
Per Diem amounts are typically determined by the location where the hotel stay is located.
There may be justification for alternate locations for per diem with an explanation

9. Travel Discussion Mileage (the current rate is $.535/mile)
Must submit documentation supporting the mileage amounts (mileage log, Google maps, Mapquest, etc)
Traveler should document locations to and from (i.e. left from home to destination and returned to work or left work to destination and returned to work, etc)
The documentation (maps) needs to match the above description
Fly vs. Drive comparisons
If a traveler is choosing to drive to a destination that would normally be more economical to fly, a cost comparison MUST be done at the point of travel creation. This should include all estimated costs associated with flying to a destination. The University will reimburse the lesser of the two amounts (fly vs drive amounts)
Estimates should consider Flights, baggage fees, airport parking, ground transportation at the destination, and if multiple travelers are traveling together.

10. Travel Discussion Vacation in conjunction with Business Travel
Comparison Flights or travel estimates MUST be provided at the time of booking
Airfare should be quoted for reasonable Business only travel itineraries and should be done at the same time as the airfare that is being booked for the extended portion of the trip
University will only pay or reimburse up to the lesser of the two amounts.
Lodging Rates
Reminder that if it is not a conference hotel that the rate must be less than 1.5 times the GSA rate for that location and month.
Between 1.5 times the rate and 2 times the rate requires an explanation
2 times the rate or more requires an exception
The rate is based on the room and not divided by the number of occupants

11. Non-Contracted Skilled Trade Labor Purchases
Continue to use preferred contractors for all skilled trade labor purchases to avoid delays
If Non-contracted vendor must be used, they MUST agree, comply and sign the University’s skilled labor work agreement
Contractor must provide a quote with the scope of work, list of materials, and contact information
Purchasing will request from the contractor a Certificate of Insurance naming the University (must be provided with each job) and their Bureau of Workers Compensation certificate along with the signed agreement
Fully executed agreement will be uploaded to the eRequest by the Service Center
Work can not start until the agreement is signed by all parties and the PO has been dispatched
Detailed guidelines can be found in the contract book under skilled trades services:

12. Vendor Maintenance
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.
Questions regarding Vendor Maintenance should be directed to Cris Penn(.4)

13. Vendor Maintenance
Standard Business Vendors – The Service Center will enter these into the vendor maintenance request system. The Vendor set up form can be sent to the unit box or attached to the eRequest system.
Individuals – To protect the data security of the SSN on the vendor maintenance form, we ask the departments to submit the vendor maintenance request in the system. The SC can do this but the SSN number should be redacted before sending it to us. We will then call you for the SSN as it should not be sent or stored electronically.

14. PO Closures Start looking at open PO report
eReports Financials General Procurement Reports POB101DW-Purchase Order Report
Can run the report by the through Due date so that you capture any open PO before your selected Due date (I.e. 06/30/2017).
Select the summary pivot report to get each PO that is open as one line on the report
Select the detailed pivot report to have each line of each open PO appear on the report
Send Excel worksheets of the PO’s needing closed to your designated unit box for the Service Center to Close

15. Questions?

16. Thank You!