Determining Required Backup

References

In addition to the invoice, some specific situations will require additional backup documentation be attached to the voucher in OAKS FIN. The guidelines below describe those requirements.

Advertising

• Must include:
• • a copy of the advertisement OR
  • a tear sheet for printed documents OR
  • a screenshot of the Internet ad OR
  • the airing dates and times for radio and television.

Promotional Items

• Invoices for promotional items, need to attach a justification memo stating the public purpose.

Paid for Sponsorships

• The state of Ohio does not pay for sponsorships unless it has a vested interest in how the state will benefit.
• Include a memo on how the state will benefit if it is not included or clear on the invoice.
• Most times the benefit will be (free) advertising, booth space, and the agency name posted somewhere etc. (something in return).

Car Rental (direct billed)

• Rental agreement.
• Reimbursement of gas (need receipts).

Lodging (direct billed)

• Agency name
• Detailed invoice
• Room folios
• No Ohio sales tax
• No personal charges (food, movies etc.)

Personal Service and Travel

• Detailed invoice of service rendered with dates, times, amount to be paid.
• Copy of contract if travel is being paid (to verify travel compensation.)
• Receipts.
• Follow OBM Travel Rule (unless contract agreement authorizing different specifics.)

• Refer to the OBM Travel Rule: 126.31, Travel and other expenses, for additional guidance.

Contractor Travel

Whenever possible, contractor’s travel must be negotiated using a deliverable-based method so that travel rates are not an issue. However, if necessary to reimburse travel expenses for contractors, the expenses must be reimbursed pursuant to OBM Travel Rule 126-1-02 and submitted for reimbursement using OBM Travel Expense Report (OBM 7148) OBM Travel Reimbursement Invoice for Non-State Employees (OBM – 1115) or a similar (agency specific) form that contains the same information.

Temporary Services

• Need job description.
• Dates of service.

Employee Recognition

• Awards over $25 fair market value (material/cash) needs DAS approval.

Non-State Employee travel

• Need to use Travel Reimbursement Invoice for Non-State Employees (except OOD).
• Requires an itemized receipt if over $10.

Required Documentation for: Meetings, Seminars, and Conferences

Seminar/Training

If the SEMINAR/TRAINING is Direct Billed an invoice with the names of attendees is needed.

• Registration announcement.
• An agenda.
• If registration has a separate cost for food, do not pay unless there is an overnight stay.

Personal Service Contractor to Provide Training

• An invoice.
• Agenda or a copy of the curriculum.
• List of attendees.
• If travel reimbursement is authorized, receipts are required  along with a copy of the contract section that authorizes reimbursement.

Space (Room Rental) or Equipment Rental

• An invoice.
• An agenda.
• List of attendees or event announcement indicating that the event was “open to the public”.

Food Event

Must be in compliance with the guidelines which can be found on the OBM website under Resources in the OBM memos section:

• Approval email from OBM if the purchase exceeds the allowance as stated in the guidelines.
• Completed & signed Event Compliance Certification Form.
• Invoice.
• Agenda.
• Sign-in sheet/list of attendees.

Additional documents that should be attached if there is a CHARGE to individuals to register to attend the Event:

• Registration form.
• Revenue documents AR 20002 Payment Detail.

• The number of meals charged should not exceed the number of attendees on the sign in sheet. The dollar amount of the fees charged and received should match the amount of the deposits.

• *The State does not pay for meals of “no shows.”