Business travel can be a complex undertaking, requiring employees to navigate various policies, procedures, and tools to ensure smooth and compliant trips. Think of your organization’s internal resources as your dedicated Business Travel Agency, designed to provide comprehensive guidance and support at every stage of the journey. At Ohio State University (OSU), BuckeyeLearn effectively serves as this internal business travel agency, offering a wealth of training resources specifically tailored to equip employees for efficient and stress-free business travel.
To streamline your business travel experience, BuckeyeLearn provides a range of training options, catering to different learning preferences and levels of experience. Whether you are a new employee just starting to travel for OSU, or a seasoned traveler looking to refine your skills, these resources are designed to enhance your understanding of OSU’s business travel processes.
For those seeking a quick introduction, the Introduction to Business Travel at OSU (ONLINE) session is an ideal starting point. This concise 10-minute module offers a high-level overview of OSU business travel, highlighting key policies, essential resources, and directions for accessing further assistance. It’s perfect for new employees or anyone with a busy schedule who needs a rapid understanding of the fundamentals.
For a more in-depth exploration of the entire travel process, the Business Travel Life Cycle Training (ONLINE) curriculum is highly recommended. This self-guided online program is divided into four modules, each focusing on a critical phase of the travel lifecycle: Planning, Authorization Requesting, Booking & Arranging, and Expense Reporting. Employees who travel frequently or those responsible for arranging travel for others will find this comprehensive curriculum invaluable. Each module is designed to be completed individually or as a complete curriculum, allowing learners to focus on specific areas of interest or gain a holistic understanding of the entire process.
For an interactive and comprehensive learning experience, the Business Travel Life Cycle Training (LIVE & INTERACTIVE) course is available. This instructor-led course expands on the online curriculum, offering a more detailed examination of the Business Travel Life Cycle. Delivered in five segments, this live course incorporates demonstrations and active participant engagement, providing a dynamic learning environment. Participants benefit from real-time interaction and the opportunity to address specific questions, making it particularly beneficial for frequent travelers, travel arrangers, and those administering business travel processes. Access to Microsoft Teams is required for participation in the virtual sessions, ensuring a seamless interactive experience.
Beyond comprehensive courses, BuckeyeLearn also offers targeted resources for specific tasks. The Expenses HUB Overview video provides a concise introduction to the Expenses Hub in Workday. This central platform simplifies the management of your expense-related tasks and transactions, displaying items requiring your immediate attention. It is important to note that the Expenses Hub is designed for managing your own expenses and not for administrative tasks related to expenses submitted on behalf of others.
For efficient expense management, the Quick Expense: Emailing and Mobile Scanning training is a valuable 7-minute session. This training focuses on utilizing the Quick Expense feature in Workday, which allows employees to easily upload receipts via email or mobile scanning. This streamlined process simplifies the linkage of receipts to Expense Reports for reimbursement or reconciliation of PCard transactions, saving time and improving accuracy.
To further support OSU travelers, BuckeyeLearn, your internal business travel agency, provides a range of Job Aids for quick reference and step-by-step guidance. These resources are categorized for easy navigation and cover essential Workday functions, Concur booking tool procedures, and general travel processes. Within Workday Job Aids, you can find guides for Authorization processes such as creating, finding, editing, and canceling Spend Authorizations, as well as managing External Committee Members. For Expense and Reimbursement, Job Aids cover creating, finding, editing, and canceling Expense Reports, finding reimbursement payment information, and utilizing the Quick Expense Process. Concur Booking Tool Job Aids include guides for completing your profile, assigning a travel assistant, and booking airfare for yourself, another employee, or a guest, along with instructions for changing or canceling airfare. General Job Aids address topics like the Cash Advance Process, the Repayment Process for personal expenses charged to University Payment Tools, and running historical eTravel data in Tableau. These Job Aids serve as readily accessible resources to assist you with specific tasks and questions that may arise during your business travel arrangements and expense reporting.
By leveraging the comprehensive training and resources available through BuckeyeLearn, OSU employees can confidently manage their business travel needs. Thinking of BuckeyeLearn as your internal business travel agency empowers you to navigate the complexities of corporate travel with ease, ensuring compliance, efficiency, and a focus on your travel objectives.
