NewsLink Articles
Changes to Company, Contract Type on Supplier Contracts in Workday Coming Feb. 2023
In May 2023, ordering of goods and services will take place within Workday instead of being directed to GHX. Some changes will be made in Workday leading up to going live with the new process. One of those changes is how supplier contract information from MediTract and OnBase is loaded into Workday. Currently, when a contract transfers to Workday, it is put under the "Combined - The Ohio State University" company. This setup allows users with access to view any supplier contract negotiated for the University, the Health System, or OSU Physicians.
In February 2023, the setup will change and the company listed on the supplier contract header will be the contract owner. Only users with access to view supplier contracts under the contract owner company will be able to view those supplier contracts. If you need access to view supplier contracts under a different company, work with your security liaison to request access. See the full NewsLink article for more details about the February changes.
New Blanket PO Notification
A new custom notification was implemented into Workday production on Friday, January 20. Specifically, this notification will be for the requisition requester and will relate to Blanket PO’s and invoice total amounts.
Anytime a Blanket PO is greater than or equal to 90% of the total invoice amount, a notification will go out to the requisition requester. This will allow the requester to add additional funds, if needed.
If you have questions on how to add funds to your purchase order reach out to your service center representative or buyer.
Business and Finance Policy Hosting Changes
Policies owned by Business and Finance will no longer be hosted on the B&F website. Instead, they will be hosted by the University Policy Office at policies.osu.edu. The B&F website information will continue be available as usual since the document links will be changed to point to the new host. However, any personal browser bookmarks will need to be updated. The website work should be completed by Friday, January 27.
Grants Can be Used on Position Restriction Costing
Effective Friday, January 20, Position Restriction costing allocations can use grants. Any new positions that are grant funded can now be set up at the Create Position step. Cost Center Managers are not required to update the previously recorded costing allocations to accommodate the new functionality.
Payroll Encumbrance Adjustments
Update:
The Workday issue with payroll encumbrance adjustments has been resolved and the Controller's Office ran the process successfully on February 18. Payroll encumbrance balances now represent approved activity through that date.
Original post:
The Controller's Office is currently unable to run payroll encumbrance adjustments due to an issue within Workday. Workday plans to deliver a fix the weekend of February 10, and it will require testing before going into production. All payroll encumbrance balances represent approved activity through January 3. Any changes to hires, terminations, funding, FTE, or pay rates after January 3 will not be reflected in the General Ledger or in the "Positions for Plan" reporting until the issue is resolved. We apologize for any inconvenience. The payroll encumbrances will be updated as soon as possible.
Coming Soon: "Workers on Leave for Cost Center Managers" Report Enhancement
The "Workers on Leave for Cost Center Managers" report is being enhanced to return workers on leave that have "active" leave on or after the date the report is run through the end of the fiscal year. This will allow units to see future dated leaves that may impact their fiscal year encumbrances. The change will be migrated into production the week of January 23.
"Find Journal Lines – OSU Payroll Detail" Report Enhancement
To provide additional reporting attributes, fields for "Fiscal Year," "Fiscal Period," and "Job Code" will be added to the "Find Journal Lines – OSU Payroll Detail" report output on Tuesday, January 24.
In addition, a new "Pay Component/Fringe Basis" report prompt will be added. The new prompt is a freeform field that can be used to return all rows associated with an earning. This change will help show fringe rates associated with an earning code.
“Find Credit Card Transactions for Worker Organization Assignments" Report to be Decommissioned Feb. 28
The "Find Credit Card Transactions for Worker Organization Assignments" Workday report will be decommissioned on February 28.
Individuals can utilize the report “Credit Card Transactions – OSU” as the replacement to the decommissioned report.
Users with saved filters for the report are asked to delete them prior to the decommission date.
"Find Spend Authorization Summary – OSU" Report Enhancements to Better Track Spend Authorizations Requiring International Travel AOU
The "Find Spend Authorization Summary – OSU" report has been enhanced to provide additional flexibility and insight into tracking the completion of the International Travel Acknowledgement of Understanding (AOU).
The fields listed below have been added to the report output.
- "International AOU Required" - Shows "yes" if the Spend Authorization requires completion of the AOU questionnaire.
- "International Travel AOU Acknowledgement Date" - Shows the date selected on the questionnaire if completed. If the questionnaire has not yet been completed, this will be blank.
In addition, a checkbox has been added to the prompt (Spend Authorizations with International AOU Only), that when selected will only return results in the report that include an International Travel AOU questionnaire. To view only "in-process" Spend Authorizations, it is also recommended to use the status prompt filter as well.
Workday Unavailable Due to Planned Monthly Maintenance Jan. 14
Workday will be unavailable due to planned monthly maintenance on Saturday, January 14, from 2 a.m. to 10 a.m.
Kronos and external dormakaba time clocks will be available, but employees using Workday to clock in and out should enter their hours once Workday is available again.
Health System Supply Chain users should note important information contained in the full NewsLink article.