NewsLink Articles
Greetings Administrative System Users!
Ohio State employees should first log in to NewsLink to ensure any staff-only posts display.
NewsLink provides news and information about Workday and other Ohio State administrative systems. Updates are collected twice a month, or more frequently as needed, and pushed out to system users by direct email. Bookmark and check this page frequently for the latest information. The next NewsLink email updates are scheduled for Monday, April 22 and Monday, May 6.
Please note: The Ohio State University Wexner Medical Center's purchasing information for employees is available through go.osu.edu/supply.
Important dates and deadlines:
- GFA SP24 and SU24 deadlines
- Business and Finance Period Close Calendar
- PCard Transaction Expensing
- Workday maintenance page (login required)
The Administrative Resource Center is your go-to spot for Workday training resources. Separate Fiscal policy training is available and offered by the Office of the Controller.
Need more hands-on help? Periodic Office Hours sessions are conducted by Ohio State business areas to help provide answers to commonly asked Workday questions. Office hours are open to users of all levels and are hosted by subject matter experts.
New Suppliers in Buckeye Buy as of April 22
New Suppliers to Marketplace Quotes (see supplier website section of Buckeye Buy):
- Ohio Machinery Co. - Equipment rental
- Shellee Fisher Photography & Design LLC
- Bonfire Red
- Fahlgren Mortine
- The Creative Spot
Job Posting Process Changes Integrated into Workday
There are several ways to leverage Workday as part of the hiring process when you are building your team. Recent updates to the campus job posting process removed duplications, increased transparency and shortened the time for posting positions. Review the changes, which include attaching a new Campus Position Hiring Request Form in Workday and integrating financial review into the Workday process. Additional support resources and recruitment process documents are available on the HR website. Read more in Human Resources News.
FY24 Year-end Business Document Clean Up
Please refer to the downloadable Unit Year-end Checklist for important year end timeline information and tasks that need to be performed. Please make every effort to close out as many old items as possible to help avoid system issues for the year-end roll forward process. As a reminder, purchase orders can close only when the status is issued and there are no:
- in-progress or draft receipts.
- in-progress or draft Return to Supplier documents.
- related supplier invoices with Draft, Incomplete, or In-progress status.
- related ASNs in Draft or In-progress.
You can view the status of these items on the Business Document Lines of the purchase order. Please work with the appropriate parties to take action on outstanding items by Friday, May 31, 2024 and send lists of POs that are ready to be closed to your Service Center Representative to close. Please also copy the Controller’s Office (ctl-fdmrequests@osu.edu) for awareness.
Cost Center Managers and Costing Allocations
Effective Friday, April 19, as part of the Campus Position Control Project, Cost Center Managers will now receive costing allocations through their inboxes for New Position Management Positions and all Job Management Hires (who are not paid from Period Activity Pay). This is a change, as historically costing would route to managers to initiate.
Additionally, Cost Center Managers can initiate costing allocations as a standalone process for their own assigned cost centers with no approval required. If a Cost Center Manager initiates cost allocations for cost centers that are not their own, it will route to the appropriate Cost Center Manager to approve.
This new routing should provide enhanced efficiency for both managers and Cost Center Managers.
Enhancements to "Delegation History - OSU" Tableau Report
The Tableau report "Delegation History - OSU" has been updated with the enhancements described below.
- A new "Stopped Date and Time" field has been added to the report. When the delegation is stopped for any reason before it's expected end date, the stopped date and time will now display in a new column.
- A new filter "For All Business Processes" has been added to the report.
- Additionally, the naming of two fields has been changed.
- "Allowed Action" has been changed to "Start on My Behalf."
- "Specified Business Processes" has been changed to "Approval on Behalf of Specified Business Processes."
- A clean-up has been done on the "Delegation Details" and "All Delegation History" to no longer display rows denoting when a worker is on leave and returns from leave. This reduces some unnecessary noise in the data.
FY25 UNIV Blanket Order Processing Time Period - April 15 to June 28
Blanket orders are used for transactions that occur very frequently (daily or multiple times a week), have a high variation of product types, have undetermined timing, and are not available in Buckeye Buy.
All FY25 UNIV blanket purchase orders must be issued outside of Buckeye Buy. Requestors should select the “blanket purchase order” requisition type and complete the request per the Create a Blanket Purchase Order job aid found in the Administrative Resource Center (ARC). Please note, the "Request Date" of the requisition should reflect the date the requisition is created and should not be future dated. University funded blanket requisitions should align with the July through June fiscal year calendar.
Monthly service orders (formerly term orders) for uniform service, pest control, office coffee and water service, floor mat replacement, lawn care and snow removal should also be issued on service line blanket requisitions, outside of Buckeye Buy.
Accounts Payable advises users to include the service to be provided and frequency in the description line of the requisition. It will also be helpful to include the expected term agreement details in the memo to supplier field (example, $50.00/month for 12 months).
Reminder: Encumbrances for blanket purchase orders associated with fiscal year 2025 will first post to fiscal year 2024 until a manual job is run at month-end to move the encumbrance into fiscal year 2025. The process will look for any blanket purchase orders created after April 15, 2024.
New Job Aid: Internal Order Supplier Invoice Printing
A new Internal Order Supplier Invoice Printing job aid (login reqired) has been published in the Administrative Resource Center (ARC). The job aid provides instructions for how Internal Service Providers can print their invoices in Workday to an OSU formatted PDF printed version.
Process improvements, Financial Review Coming to Workday Job Postings
The campus job posting process will be updated in mid-April to remove duplications, increase transparency and shorten the time for posting positions. A new Campus Position Hiring Request Form will be attached in Workday, and financial review will be integrated into the Workday process. The existing DocuSign Hiring Exception form will be eliminated. Find additional support resources on the HR website. For positions posted in April, carefully review these resources for any potential impacts. Read more in Human Resources News.
Outstanding Cash Advance – Reconciliation Process
Per the Travel Policy, all cash advances must be reconciled and substantiated within 30 days of completion of the trip. If a trip is cancelled, the traveler must repay the cash advance immediately.