NewsLinkprovides 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, September 20 and Monday, October 4.
Please note: The Ohio State University Wexner Medical Center's purchasing information for employees is available through the MyTools Supply Chain page.
The next Finance Office Hours session will be held from 1 - 2 p.m. on Tuesday, September 28. The focus will be on Spend Categories and Retreat Updates. Use the MS Teams link to join. The MS Teams link will also be emailed to the Cost Center Manager mailing list.
Don't forget, for those times when you're not making a call using one click with Skype for Business, ten digits are required when dialing Ohio State phone numbers (area code + ###-####) and the sameten-digit phone number for long distance calls. You will not need to prefix numbers with a 9 to dial off campus. The previously used five-digit campus shortcut dialing is no longer supported.
Workday users who support multiple funding sources or change funding worktags commonly on procurement requisitions can take advantage of the “Create Requisition Worktags Templates” in Workday. These Worktag templates can be used during the checkout process of a requisition. Refer to the Create and Use Requisition Templates help documentation in the Administrative Resource Center (ARC) for more information.
The template to upload journal entries via Enterprise Interface Builder (EIB) has been updated as of 5 p.m. on Wednesday, September 15. You must use the new EIB template available in the Administrative Resource Center as the previous template is no longer supported.
The change includes the addition of a “Central Correction No ACP” option in the template’s journal source drop-down menu. This journal source is to be used by a few users already identified on the central accounting team for correcting entries that do not need the grants ACP process run or a non-OSP transaction correction that needs to bypass custom validations.
A recent update has been made to allow the Cost Center Accountant, Accountant and Accounting Manager roles to mark supplier invoices as prepaid and create amortization schedules.
An example of this instance would be if a department has a monthly subscription that they pay once a year. An Invoice comes in January 1 and it would be marked as prepaid and amortized from January 1 to December 31. The change is marking supplier invoices prepaid via accounting adjustments after the invoice is paid. If a unit doesn’t have prepaid invoices, there is no change for them. But if they have invoices that are prepaying expenses and want to reclassify it from an expense account to a prepaid balance sheet account, Cost Center Accountants in the units can do this.
Additional Approvers for requisitions, purchase orders, supplier invoice requests, miscellaneous payments, spend authorizations, and expense reports have been updated.
Senior Fiscal Officer and Senior Leader roles are no longer constrained by Cost Center (anyone in roles can be picked when needed regardless of Cost Center on the transaction).
Principal Investigator and Co-Principal Investigator (both unconstrained) are now available.
New role for Additional Administrative Approver (unconstrained) for additional ad-hoc approvers when needed. This should only be used when the additional approver is not in the standard workflow for the transaction. Assignment to Additional Administrative Approver should be requested through standard access request process in ServiceNow.
Two journal-related items in the Administrative Resource Center (ARC) have been newly added or revised.
The System-generated Journal Source Guide shows the operational journal source name and the type of data that is posted automatically by the system once a business process is complete. This helps with analyzing data for use with reporting.
The existing Journal Source Quick Reference Guide has been renamed Manual Journal Source Quick Reference Guide. Its purpose is to help users determine which journal source is appropriate when working with manual journal entry.
Each October, The Ohio State University presents a multi-day, technical and awareness conference, Cybersecurity Days. Sessions are offered for all skill levels because cybersecurity awareness is important wherever humans and technology connect. Access the Cybersecurity Days website for more info about registration, speakers and topics.
The 2021 Cybersecurity Days event is open to Ohio State students, faculty, staff and invited guests free of charge. If you're an Ohio State University Wexner Medical Center (OSUWMC) staff member, please use your name.# on the registration form.