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, May 5 and Monday, May 19.
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 SU25 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 Date Validation for Payroll Accounting Adjustments
During the week of Monday, May 19, there will be an additional date validation added for payroll accounting adjustments (PAA). The new restrictions are being put in place due to the way Workday recalculates fringe when PAAs cross fiscal years. Workday recalculates fringe on the entire paycheck, not only the earnings on the PAA. See the full post for more details about the newly added date validation.
New Inventory Spend Categories
New inventory spend categories have been created to improve visibility into inventory write offs and adjustments. These include: Inventory - Shrinkage (SC10744), Inventory - Cost Adjustment (SC11040), Inventory - Obsolete (SC11039), and Inventory - Spoilage (SC11041). See the full post for details.
Coming Soon: New "Sources and Uses - Monthly Trending" Financial Report
During the week of May 26, a new financial trending report will be made available. The new "Sources and Uses - Monthly Trending" report allows the user to select the Period, as well as worktag information and then will show Actuals broken out by each period in the respective "Fiscal Year," along with Year to Date Encumbrances, Beginning and Ending Equity numbers. See the full post for more details and where to send questions.
Subaward Issues with Roll-Forward Encumbrances
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY25 and re-opened in FY26. An encumbrance will not roll-forward into FY26 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the guidance shared in the full post for subaward supplier contract amendments.
FY25 Year-end Timelines – Important Information
Please continue to refer to the Unit Year-end Checklist (see download link in full post) for important year-end dates, timeline information and tasks that need to be performed. Procurement and expenses close will occur at Noon on Monday, June 20. Similar to last year, to avoid potential accounting issues, we are asking that no transaction approvals, changes, or cancellations occur after that time until the roll forward is complete the following day.
Workday Report Maintenance: Credit Card and Expense Report Data
On Monday, June 2, several credit card and expense-related reports will have maintenance performed on the back end of the reports. Changes as a result of this work will replace retired Workday prompts. While end users will still be able to use the same prompts after maintenance is complete, any saved filters and/or scheduled processes will be affected for the reports. Users will need to re-save filters and re-schedule reports after June 2 for any saved filters or scheduled processes that use the reports and prompts listed in the full post.
Operational Data Store (ODS) Retires June 1
The ODS (DWHCRPT) and data mart (DWDMOSU) will be retired on June 1, 2025. Student data currently housed in the ODS (DWHCRPT) and the data mart (DWDMOSU) has transitioned to the RAE (Reporting and Analytics Environment).
Since Autumn 2024, the primary communication tool for updates regarding this transition to the RAE is the ODS users mailing list that we’ve also been using to reach ODS users directly. There is also information posted through the Data Lake page.
New Manage Absence Experience in Workday
New Manage Absence desktop and mobile experiences in Workday now provide a more efficient and user-friendly approach to viewing and requesting time away from work, making essential absence-related tasks easier to find.
New Reporting Updates as of May 5
These reporting updates are current as of May 5. The "Due Date" field has been removed on the prompt and output of both the "Reports Find Purchase Order Summary - OSU" and "Find Purchase Order Details - OSU" reports. In addition, a new column has been added to the output of the "Business Processes Awaiting Action - Asset Detail" report. The new column displays the Business Process Type. This has been added to allow users to identify and obtain metrics for the type of event that is awaiting action more easily.