Articles Tagged: Workday

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:

You can view the status of these items on the Business Document Lines of the purchase order. The focus should be on documents tied to old POs with remaining balances that should be closed and not rolled forward. These can be identified using the "Find Purchase Order Details - OSU" report and checking the "Purchase Orders with Remaining Obligations/Encumbrances Only" box. 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.

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.

The Tableau report "Delegation History - OSU" has been updated with the enhancements described below.

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 .

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.

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 .

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.

To appropriately reconcile a cash advance, the traveler’s receipt documentation should be processed via an expense report that is linked to the approved spend authorization in order for the expenses to post against the cash advance balance. If all receipt documentation has been submitted and there are unused funds remaining, the traveler is expected to repay the University for the outstanding balance by check. For questions on the reconciliation process, contact the Travel Office at travel@osu.edu or 614-292-9290.

If unused funds are unable to be returned or reconciled, units are advised to consult with their fiscal support staff and/or service center to determine next steps. For unique circumstances or accounting issues that do not require utilizing the recoupment process, please reach out to the Controller’s Office ( bf-ctlaccounting@osu.edu ) for further assistance. If recoupment is applicable, the unit is responsible for initiating the process. A change was made to production the week of 3/18 so that this can now be accomplished via customer invoice. Instructions can be found in the Cash Advance Process job aid located in the Administrative Resource Center (ARC).

B&H Photo will be closed for Passover beginning at 2 p.m. on Friday, April 19 through Tuesday, April 30.

However, you can still generate quotes, place orders, and submit purchase orders through the supplier website in Buckeye Buy on specific days during the closure. Note that product will not be shipped until B&H reopens on Wednesday, May 1. Purchase orders issued during the closures will still be accepted but product will not ship until B&H reopens.

Online only ordering dates:

Complete closure dates:

Please contact the Marketplace Team at BF-Marketplace@osu.edu with questions.

Data Stewards, security contacts, and administrative system contacts will be receiving an email from Digital Security and Trust – Identity and Access Security Operations with information and instructions on how to verify their area’s Financials, Human Resources, Medical Center Financials, and Student Information System users for the coming year. Your attention regarding this mandated annual activity is very important. The email will be sent during the week of Monday, May 6, 2024 , with a requested deadline to confirm area users by Friday, June 7, 2024 .

On Friday, March 29 , an update will be made to transaction routing for Service Centers. Previously, for individuals assigned both the Rep and Lead security roles (Business Operations Service Center or Grants Operations Service Center) the transaction did not route for an additional approval. Moving forward, this feature will be turned off. If an individual has both security roles (Rep and Lead) the transaction will now route for an additional approval.