OSS T&E Revision History

The table below provides an overview of changes that have been made to the TE section of "The Source" for OSS. The revision history is a useful measure of the maintenance cycle and is often used during audits.

Effective

Date

Section

Former Process/Procedure

New Process/Procedure

10/5/2017 T&E Pre-Audit Error Code Quick Reference Guide

5.4 - Return ER to Traveler - Invalid Expense Date

Deleted verbiage.
10/5/2017 Review Corresponding Travel Authorization
  1. Verify the dates on the expense report are the same dates on the travel authorization.
    • If the dates do not match, continue reviewing receipts and expenses for additional errors. Do not approve the expense report. Once full review is complete, note all errors in comment section and send back for revision.

 

Deleted verbiage.
2/9/2017 Receiving a QA Audit Error N/A Updated hyperlink to Partnership Agreement.
8/4/2016 Review Receipts and Expenses From the Travel Date Audit Points section:
  • Per the OBM Travel Rule, expense reports should be submitted no later than 90 days from travel (as indicated by the last day of travel on the ER) unless mitigating circumstances exist. Approval of an expense report over 90 days old will require approval from OBM State Accounting Deputy Director in the form of an OBM Travel Exception.
Revised the following in the Travel Date Audit Points section.
  • Per the OBM Travel Rule, no expense report can be approved if submitted over 120 days from the last date of travel (as indicated by the last day of travel on the ER) unless mitigating circumstances exist.  Approval of an expense report submitted over 120 from the last date of travel will require approval from OBM State Accounting Deputy Director in the form of an OBM Travel Exception.
7/7/2016
  • Click here to see former process.
Revised Travel Date Audit points to read the following:
  • Lumped travel dates are only acceptable in the rare instances where funding split (%) of Chartfield coding prohibits itemization of individual expenses resulting in an expense payment distribution of less then $0.01 or if dates of expenses are consecutive for the following expense types: lodging, lodging tax, parking/tolls, roundtrip mileage claims (indicated via comments or expense type) and telephone/fax/internet.  
 
7/7/2016
  • Click here to see former process.
Deleted the following from the Millage Errors Section:
  • 6.1 - Return ER to Traveler - Mileage Itemization

12/01/2015
  • Compare Expense Detail to Actual Receipt - Critical items listed in alphabetical order.
  • Changed Section: Compare Expense Detail to Actual Receipt - Critical items listed in order of importance.
12/01/2015
  • Verify each line item in the expenses report individually.
  • Verify all required receipts are received and legible.
  • Moved listed audit points to the top.
12/01/2015
  • Not available

Simplified to read:

  • Expense receipts are required for all expense over $10 except personal auto mileage and meal per diems.  
  • Receipts must be available in OAKS prior to approval. If receipts not available, do not begin the pre-audit process.

  • Verify each line item in the expense report individually.
  • Verify all required receipts are received and legible.
  • Receipts should accurately reflect the expense being claimed.
  • Missing of invalid receipt/confirmation from a third party travel agency is acceptable if travel was booked and paid through a third  party travel agency and confirmation of payment is provided.

  •  
  • Confirmation of payment may be represented by a confirmation email from vendor, printed confirmation from site (Expedia, Travelocity, Paypal, Hotel.com, etc.) with confirmation number/transaction number present.

  • A Bank Statement may be used in lieu of receipt if traveler cannot produce actual receipt from vendor.  Valid bank statement must show vendor name, date of transaction, amount charged.

  • If a receipt is lost, the traveler must make an effort to obtain a replacement receipt from the vendor. If the traveler is unable to obtain a replacement receipt, they may submit a statement, signed by their supervisor, that certifies the events justifying the claim including the date, amount and detailed description of the good or service purchased.

12/01/2015
  • The system only automatically approves mileage for claims less than $250.00. If the total mileage claimed during an overnight trip is less than $250.00, the claim does not need to be manually reviewed.
  • Moved statement to the top.