Guides, resources and FAQs for Purchasing, Payments and Travel
What are Worktags? [pdf]
I need to purchase supplies or a service…
How to Purchase Goods/Services [pdf]
I need to be reimbursed for a purchase…
How to Create an Expense Report (non-travel) [pdf]
I need to arrange travel…
How to Create a Spend Authorization (pre-travel) [pdf]: this is an estimate of costs associated with your travel and must be submitted and approved prior to travel taking place.
- How to Create an Expense Report (post-travel) [pdf]: this is a request for reimbursement if you used personal funds for your travel and is done after travel.
I need to pay a visiting lecturer or performer…
Paying Individual Non-Employees [pdf] (honoraria and independent contractors)
I need surplus…
How to Request Surplus [pdf]
Frequently Asked Questions
When do I need a quote or estimate versus an invoice?
- A quote or estimate is given by the vendor to have a general idea of how much money will be spent. This is what you will use to create a requisition if services have not been rendered. For example, requesting to purchase something that has not arrived yet, or you are requesting a company provide services in the future.
- If goods/services have already been rendered, you would instead use an invoice. An invoice is the actual cost of what the vendor has provided, rather than a general estimate. If you are paying for a good that has already arrived, or you are paying for services that have been completed in the past, you would need to use an invoice. Please note: you should always strive to pay prior to receiving a good or service. If we have frequent purchases of goods/services already given, Arts and Sciences may choose to deny these payments.
What is a PO, and how do I get one?
- A Purchase Order number is assigned to approved Requisitions and is used for paying out owed monies to the vendor. To get a PO, you will first need to submit a requisition using the How to Purchase Goods/Services guidelines above. After submitting this, you will later get a notification when it is approved. Refer to the How to Find the PO# instructions above to get the number from an approved Requisition.
Questions?
- Email Jackie Shreves with questions about purchasing.
- Email Sarah Horsley with questions about travel.
Some links below may be useful (from UNIVERSITY BUSINESS).
BuckeyeLink — BuckeyeLink, Ohio State's online academic center, is an excellent resource for conducting academic-related business.
Travel — Visit University Travel for all details related to travel permissions, planning, booking and more.
Create a Spend Authorization (for yourself) in Workday – Spend authorizations are used to grant permission for business travel. Spend authorizations must be completed before any travel-related expenses are incurred and only used when travel is involved.
WorkDay — Business operations such as human resources, procurement/purchasing, equipment, funding, etc., moved to Workday effective January 3, 2021. Visit Administrative Resource Center to access these services.
Review Workday learning resources for assistance using Workday to perform common employee tasks like updating personal information, requesting time off, or creating an expense report. Find QuickGuides, video demos and more.
[pdf] — Some links on this page are to PDF files requiring Adobe Reader. If you need them in a more accessible format, please contact us.