Beginning with goods and services provided in October, Internal Service Providers (ISPs) should now use the new Internal Order Billing (IOB) process in Workday to invoice other internal departments or units at Ohio State. In addition to being aware of the resources and key dates and described below, review the original NewsLink post for this change .
Internal Service Delivery (ISD) should still be used to bill for goods and services provided in September. The ISD process will be decommissioned on October 31, 2023 . All ISDs must be submitted by 5 p.m. on October 31 .
In order to support training for the new Internal Order Billing process go-live in October, the Controller's Office will be slightly delaying the closure of internal purchase orders during August close and September close. Internal purchase orders for August will be closed on Tuesday, September 5 (as opposed to 8/31), and internal purchase orders for September will be closed on Monday, October 2 (as opposed to 9/29). This will ensure there is adequate test data in the training tenant.
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This is a reminder that the new unit monthly reconciliation checklist is available for download and is intended to be a guide to assist units in the development of the processes necessary to ensure an effective internal control environment. While it is not required to be utilized, if a unit chooses not to implement these procedures, their own procedures need to be identified and implemented to appropriately identify and mitigate financial risk within the college/unit and to be compliant with the Fiscal Stewardship policy .
Please note: The checklist is routinely updated due to changes in business processes and reporting enhancements, so it is important to frequently check the Controller's Office website to ensure you are using the latest version. If you have downloaded previous versions and want to see the new version, you may need to clear your cache first to see the updated version.
As part of the new internal order billing process which goes live on October 1, 2023, units will see purchase order encumbrance amounts liquidate based on the internally billed/supplier invoice amounts. Therefore, the new process will accurately reflect the balances on financial and grants reporting. Once we are transitioned to the new process, the Controller’s office will no longer do a mass monthly close of internal purchase orders.
This is a reminder to routinely review payroll expenses that posted to FD101 Default Clearing Fund. FD101 is not intended to be used in costing allocations or on financial transactions. If salary expenses do post to this fund, the expectation is that they be moved via Payroll Accounting Adjustments. There have been instances where payroll has posted to FD101 and this has yet to be cleared out. This is especially critical for graduate appointments to avoid non-resident allocations posting revenue to FD101.
For ANY graduate Student employees, the use of FD101 in the Default Organization Assignment is not recommended as any issues with expired funding may result in the Graduate Fee Authorization being expensed to FD101. It is recommended that units analyze the Sources and Uses – Variance Analysis report for their unit for FD101 and cleanup any residual FD101 balances. More information on FD101 is available in the Administrative Resource Center . The Controller's Office will be reaching out to impacted units as well.
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Are you a new Tableau user at Ohio State? If so, join the Tableau Users Group (TUG) on Microsoft Teams.
In addition to learning about upcoming events, new resources, and cool stuff of interest to the Ohio State Tableau user community, this channel also hosts tips and tricks discussions for other data and reporting adjacent tools. It’s easy to join using the steps in the full post.
