When is a Spend Authorization needed?
If the travel has expenses other than incidentals (those that cannot be put on the travel log like REGISTRATION) - then a new SA is needed for that one-off trip:
If a virtual conference/session- no travel, only registration- then the registration is considered non-travel and no SA needed- *** it’s important to clearly mark virtual in the business purpose and/or memo
TRAVEL expenses paid on a Department PCard should be reassigned to the traveler so they can insert their SA# (Spend Authorization #) in the expensing entry. The traveler is to do this within 7 business days of the transaction date. (The card manager is responsible for all NON-TRAVEL related purchases.)
To REASSIGN an expense to another employee:
Log into Workday, in SEARCH type Reassign Expense Credit Card Transactions or a short version of that and hit enter. (Less is more when typing in the Search bar.)
It is important to keep the flow of fiscal documents moving forward, and one area we can improve on is to have at least one Travel Arranger in each office that CAN get in to the system to check on payments, to add missing documentation, etc. - not intending for them to become the travel initiator/uploader but for emergency fiscal needs. Please consider taking the training in Buckeye Learn and completing this Financial Systems Access Request.