News

New Reporting Time Period: A new reporting time period is now available to be used on financial reports prompts. "Last 24 Periods" may now be selected and will return results for the 24 periods prior to the Accounting Period selected on the report prompt. When retrieving data from many periods you should further filter to specific Worktags, Journal Sources, etc. to retrieve the data. In some cases, the number of lines may exceed the capacity of Microsoft Excel.

Find Suppliers - OSU Enhancements: A new prompt has been added to the "Find Suppliers - OSU" report. It is a checkbox prompt called "Proposed Inactive Suppliers." By selecting this prompt, the data will be filtered to only active suppliers that have not had an invoice or purchase order within the last 13 months, and have not been created within the last 13 months. Additionally, a column has been added to the output of the report to display the "Created On" date for a supplier.

Find Inventory Stock Request Lines - OSU Enhancement: A new column has been added to the output of the "Find Inventory Stock Request Lines - OSU" report. The column is called "Originating Business Document Line" and will display the requisition number for inventory stock requests that were originated via the requisition process.

Find Miscellaneous Payment Request Summary - OSU Enhancement: A new column has been added to the output of the "Find Miscellaneous Payment Request Summary - OSU" report. The new column displays the "Security Group Awaiting Action" so end users can determine where in progress transactions are in the workflow.

New Report: Inventory Turns - OSU: A new version of the Workday-delivered "Inventory Turns" report is now available and is called "Inventory Turns - OSU." This report features all existing report fields from the original report and has an additional column on the output called "Active Inventory Sites" to display the inventory sites where the purchase item has an item site status of Active. The original report will be retired on Friday, April 18 to avoid duplication.

Coming Soon: Find Supplier Requests Enhancements: The "Find Supplier Requests" report will have several new report fields added. The output will soon display the "Security Group Awaiting Action," "Days Since Assignment," and "Days Since Initiated." Additionally, the existing report field and prompt for "Initiator's CCH6" will be adjusted to display the CCH6 of the person who created the request at the time the request was created, rather than the worker's CCH6 at time the report is run.

One of the methods used by the Office of Technology and Digital Innovation (OTDI) to safeguard Ohio State’s restricted data (e.g. student, alumni, faculty and staff information, patient medical records, research data, etc.) is the annual review of user access for specific Ohio State administrative systems. The system list includes Workday Financials, Human Resources, Medical Center Financials, Workday All Custom Reports, and the Student Information System.

The Digital Security and Trust – Identity and Access Security Operations team reaches out each year and asks Data Stewards, unit security contacts and other administrative system contacts across campus, to verify and approve who has access to key systems in their area.

This is a large undertaking and one where both Digital Security and Trust and OTDI need your cooperation. If you are a Data Steward, unit security contact or an administrative system contact, please be on the lookout for an email from Digital Security and Trust – Identity and Access Security Operations with information and/or instructions on how to verify Finance and HR and SIS users in your area for 2025. The email will be sent during the week of Monday, May 5, 2025, with a request to confirm area users by Tuesday, June 3, 2025.

If you are not a unit security contact or administrative system contact, but you are a system user, you can still help by asking your manager if they have confirmed you as a system user for the current year.

Quick confirmations and responses from approvers during this process will ensure compliance, which helps prevent any third-party audits that could result from areas not confirming the system users under their purview.

Thank you in advance for your cooperation. If you have any additional questions about this process, please contact Digital Security and Trust – Access Security Operations at otdi-access@osu.edu.

Administrators should advise travelers to exercise caution when working in the Expenses Hub. Upon selecting the “Actions” button for Spend Authorizations, the banner action prompt and other instructional text should be reviewed before selecting “Ok” to confirm the correct business process is initiated.   

Spend Authorizations that have been prematurely closed are unable to be restored to “Approved” status and will not allow Expense Reports to be linked to the Spend Authorization. If a Spend Authorization has been closed in error, the Spend Authorization number should be referenced in the memo or comments of the Expense Report and a new Spend Authorization should not be submitted.

This issue has been added to the Enterprise Business Solutions (EBS) gap list for consideration and improvement by Workday. For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.

As we near the end of the 2024/2025 Microsoft Enterprise Agreement year, anyone who wants

 to purchase a NEW elevated Microsoft license must do so by April 28 to avoid delays in receiving the license. This is because licenses are aligned with the Microsoft Enterprise Agreement year (June 1 – May 31), not with Ohio State’s fiscal year. Our partner, Microsoft Reseller Software House International (SHI) will contact users with existing licenses if a license renewal is required.

The university continues to provide Microsoft Office 365 to all Buckeyes. Elevated licenses are for advanced versions of software like Microsoft 365 Copilot, Power BI, Visio, Teams Premium, and Power Platform message/usage packs. The information presented here applies to university users; medical center users can contact the OSU Wexner Medical Center Service Desk by phone at 614-293-4357 or visit the Self-Help Site at go.osu.edu/3help for assistance with medical center technology tools.

If you miss the deadline, you can purchase a license under the 2025/2026 agreement, but you may have to wait longer to receive your license since purchases are often delayed during Ohio State’s fiscal year transition. Some departments and college freeze purchasing during this transition, so your license could potentially be delayed for a month or more depending on your department’s processes.

Microsoft Reseller Software House International (SHI) must receive the approved and issued Workday purchase order by April 28. OTDI has a process in place with vendor partner SHI for colleges and business units to purchase licenses for users or group of users to use advanced versions of software.

SHI must have your Workday purchase order in their system by April 28. Again, if you miss the deadline, you can purchase a license under the 2025/2026 agreement in May and it will be for the full Microsoft Enterprise Agreement year (June 1, 2025 – May 31, 2026).

Sources and Uses by Cost Center will be updated the week of Monday, March 24. Pre-encumbrance activity will be added to the Encumbrance column so both are captured within the same column. The column name will change from Encumbrance to Pre-Encumbrance/Encumbrance.