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 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.
New Accounting Journal Validation Rules
New custom validations have been implemented for accounting journals for The Ohio State University ONLY. The following journal sources are excluded: Central Correction No ACP, Conversion, Supplier Discount, and Capital Expense Reclass. See the full post for a list of validation rules.
Buckeye Buy Updates as of May 5
Listed below are the latest Buckeye Buy updates.
Hosted Catalog for On Demand Software in Buckeye Buy:
Internal supplier, the Office of Technology and Digital Innovation (OTDI), offers a new hosted catalog for On Demand Software in Buckeye Buy. Overleaf Professional software at the FY25 - FY26 rate is the first product offering, but more options will follow. Contact the Marketplace Team at BF-Marketplace@osu.edu with catalog questions. Contact the IT Service Desk with questions about the new Overleaf offering.
Lowe's Home Improvement:
The Lowe’s Home Improvement supplier website has been removed until further notice from Buckeye Buy. Requestors are advised to search catalogs from alternative contracted suppliers. Purchases from Lowe’s can still be made by PCard although contract discounts will not be extended in that case. Contact BF-prsm-osupur@osu.edu with questions.
FY25 Year-end Business Document Clean Up
As part of year end procedures and to help ensure a successful procurement roll forward, it is recommended that units review and close out old items with remaining balances if they will no longer be invoiced. Two helpful reports are available to assist with year-end business document clean up.
- The "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report helps end users identify transactions and their encumbrances that will roll forward at the end of the fiscal year.
- The "Purchase Orders with Documents Awaiting Action" report helps end users identify in progress and draft documents which require action before a PO can be closed. It is suggested to run this report with the "Purchase Order Has Lines with Encumbrances" box checked. Since only POs with remaining balances roll forward, cleanup efforts should be focused on draft/in progress documents associated with POs that have balances but are no longer in use. This report will only return purchase orders if one or more of the criteria listed in the full article are met.
New Manage Absence Experience Coming May 6 to Workday
A new desktop and mobile experience for Absence is coming to Workday on May 6. Manage Absence will allow you to easily navigate and manage absence requests in a simple calendar view. People leaders will be able to navigate to their team’s calendar view and make requests on behalf of their employees without navigating to each profile. See the full post for features and benefits.
Change to Accounts Receivable Customer Creation and Edit Process
Beginning May 1, departments and units selling goods and services on credit to customers (accounts receivable) should use the “Create Request” task in Workday to request new customer records and edits to existing records. Note, this change DOES NOT apply to Internal Order Billing (IOB) or cash sales. Communications about customer record maintenance will now include both system-generated emails and Workday notifications, rather than relying exclusively on email. You may still receive occasional emails if additional information is needed to process a request. This new process replaces the existing Qualtrics form used for customer data collection. For additional details and a job aid link, read the full post.
One-Time Payment Business Process Enhancements
Validation rules listed in the full post for the one-time payment business process will be implemented beginning Thursday, April 24. These enhancements will reduce the number of transactions that need to be returned to the initiator for corrections and rework as well as improve compliance.
Tuition Assistance Key Dates Summer 2025
This article shares information about key dates for Summer 2025 tuition assistance (or fee authorization) processing as well as links to more information about the tuition assistance programs at the university.
Policy Updates: Deposit of Funds Policy and Petty Cash Funds, Change Funds and Cash Advance Payments Policy
Effective April 1, 2025, the Deposit of Funds policy and Petty Cash Funds, Change Funds, and Cash Advance Payments policy (formerly named the Cash and Cash Alternatives Payment Methods policy) have been revised by the Office of Business and Finance. These polices provide updated guidance on how units should manage their cash activity.