Chartering a bus must have an SA# (Spend Authorization) and in order to create that, the group that is traveling will need to be set up as an External Committee Member (ECM) in Workday.
Step 1) Work with any contracted charter bus company, (for STM (Short's Travel Management) contact Nick Gyllin (firstname.lastname@example.org) 319.433.0851, Director of STM Driven). Need to ask the company to create a Quote for the trip and to upload that Quote into Workday and get a Quote # from them. In the PO process (Step 4) you will enter that Quote # in the Marketplace Quotes to pull that into your Requisition.
a) Have the specifics of the trip ready: travel dates, estimated passenger count, estimate departure and arrival times and locations. No cancellation fees outside of 14 days.
Step 2) Create the ECM (External Committee Member) for the group in Workday. Job Aid: External Committee Member (ECM) Non-Employee Reimbursement
Step 3) Create Spend Authorization
Step 4) Create Requisition in Workday for a PO to pay STM, must include the SA# in that entry.
STM is one that is in the system as a supplier. They also can be used to expand our options to other providers because they cover the additional insurance required by the University.
NOTE: The ECM will be for the GROUP that is traveling, in order to get them a SA# to travel and for OSU to pay for the bus. Must have phone number, full mailing address and email address of the group requesting to put into the system. Vendor Setup form not needed.
First check in Workday IF the non-employee/Group may already be in the system. If they are in as a SUPPLIER, they will still need to be entered in as an ECM as they will not pull into the name field otherwise.