NewsLink Articles
Greetings Administrative System Users!
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 Friday, May 26 and Monday, June 12.
Please note: The Ohio State University Wexner Medical Center's purchasing information for employees is available through go.osu.edu/supply.
Key dates:
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.
Subaward Issues with Roll-Forward Encumbrances
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY23 and re-opened in FY24. An encumbrance will not roll-forward into FY24 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 guidance and deadlines for subaward supplier contract amendments as shared in the full NewsLink post.
New Expenses Hub in Workday
The new Expenses Hub is live within the Workday Menu options. The Expenses Hub is a central location for managing your expense-related tasks and transactions and will display transactions that require your attention. It is not intended to manage the Expense tasks and transactions that you have submitted on behalf of others as part of an administrative role. See the full post to review a quick video in BuckeyeLearn that shows how to access the new Expenses Hub and what is included in this new Workday resource.
Find Credit Cards – OSU Report
The "Find Credit Cards – OSU" report is designed to provide departments and colleges with a listing of PCards by Cost Center and Cost Center Hierarchy Level 6. Cost Center and Cost Center Hierarchy Level 6 are assigned to each card by the PCard Office based on the Cost Center provided on the PCard Application or subsequent PCard Maintenance Forms.
See the Report: Find Credit Cards-OSU job-aid in the Administrative Resource Center (ARC) for guidance on running the report.
See the Report Inventory information available on the Business and Finance site for a current list of security roles required for this and other reports.
Misc. Payment Request Operational Journal Issues
All issues reported in the 5/15 Newslink related to Misc. Payment Requests have been resolved by Workday. Workday provided a fix that Ohio State has applied to correct all Misc. Payment Requests affected by this issue. These journals are all now posted in period 11 (no prior periods affected). Thank you for your patience. See the full post to read about the original issues.
Ad Hoc Bank Transaction Operational Journal Issues
All issues reported in the 5/15 Newslink related to Ad Hoc Bank Transactions have been resolved by Workday. Workday provided a fix that Ohio State has applied to correct all Ad Hoc Bank Transactions affected by this issue. All Ad Hoc Bank Transactions have now successfully loaded to Workday and journals are all posted in period 11 (no prior periods affected). Thank you for your patience. See the full post to read about the original issues.
Fiscal Year-end Timelines
To avoid potential accounting issues, the cut off time to approve any requisitions, supplier invoices, purchase orders, change orders, or expense reports is noon on Friday, June 30, 2023. It is highly recommended to have everything approved on Thursday, June 29, 2023. These activities may resume on July 1.
Starting at noon on Friday, June 30, 2023, the university will start a “roll-forward” process, which will run until the process is complete. System slowness may be experienced during this time. This process will automatically update the budget date to July 1, 2023, on all purchase orders, requisitions and supplier contracts with open commitments/obligations created before July 1, 2023. Any Commitments/Obligations based on the remaining balance, not yet invoiced, will be moved to FY 2024. Invoices matched to these POs and supplier contracts following the “roll-forward” will carry a July 1, 2023 budget date.
Please refer to the Unit Year End Checklist for other important year end timeline information and tasks that need to be performed. Please continue efforts to close out as many old items as possible to help with the roll forward process.
Updated Logic for Credit Card Transactions – OSU
The logic for Cost Center Hierarchy Level 6 and Cost Center has been updated to provide units with visibility to all Credit Card Transactions for their area, including those assigned to External Committee Members.
These fields and report prompts have been mapped using text fields to the Cost Center number and corresponding Cost Center Hierarchy Level 6 that was provided on the PCard Application instead of the Cost Center currently assigned to the Expense Payee or Card Manager for the transaction.
Retired Job Aids
With the rollout of the new Workday ordering process on May 8, several job aids have been removed from the Administrative Resource Center (ARC).
- Create “My Lists” (Favorites) in Buckeye Buy - This functionality has been retired with the new Workday ordering process.
- Supplier- Round-trip set-up & Maintenance - Procurement Professional - This functionality has been retired with the new Workday ordering process.
- Create a Requisition Using the Requisitions Application - This information has been combined into the Create a Requisition to Procure Goods and Services job aid.
PCard Training Update
The PCard Office is now offering an additional training course titled, PCard Use and Responsibilities. This is a more comprehensive training option than the PCard Overview course offered at BuckeyeLearn.
This live and interactive course is designed for Cardholders, Card Managers, Card Users, and individuals that support the PCard transaction expense process. The course provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement.
Participants can choose the attendance method that suits their preference: In-Person (Classroom) or Virtual (Teams Meeting). Registration is available through BuckeyeLearn.
For questions, contact the PCard Office at pcard@osu.edu or (614) 292-9290.