NewsLink Articles
UNIV Check Run and Pickup During the Academic Recess
Please note that between Dec. 26, 2022 and Jan. 2, 2023, there will be no UNIV Check Run or pickup due to the Academic Recess and university-observed holidays.
Accounts Payable will be pulling in checks that would normally print on Dec. 29 into the Thursday, Dec. 22 check run.
Please ensure all payments for that timeframe are fully approved prior to Thursday, Dec. 22. Pickup times will continue to be from 1 p.m. - 4 p.m. on Dec. 22.
Procure to Pay Operations during Dec. 27 – Dec. 30 Academic Recess
During the upcoming Academic Recess, several Procure to Pay (P2P) services will be suspended, including General Warehouse, Surplus, Mail Services, and Outbound shipping via UPS and FedEx.
Central Receiving and Gas Warehouse will also be closed but will have limited staffing available to process expedited shipments and compressed gases for use at Wexner Medical Center, Health Science Clinics, and critical University Research.
Normal campus deliveries will resume Tuesday, January 3, 2023. Please plan accordingly if you are expecting a critical shipment during the Academic Recess. Make arrangements for delivery prior to or after the closure to safeguard your shipment.
Principal Investigator Spend Authorization and Expense Report Notification Improvements
The two Principal Investigator spend authorization and expense report notification improvements listed have been recently implemented.
- Spend authorization and expense report notifications were updated to include the grant numbers from the transactions.
- Expense report notifications will only be sent if there is not a linked spend authorization or if the expense report total is over $500 and the cost center is not CC10982: ERIK | Office of Sponsored Programs Administration.
Privileged Access Management System Update Dec. 8
The Privileged Access Management support team will be upgrading the PAM system on Thursday, December 8 from 4:00 – 6:00 p.m. The PAM system is used by staff who manage the access for certain university systems. (Check out the Cybersecurity site if you'd like to learn more about PAM.)
During this upgrade, the PAM system will be available in a read-only mode and the work may interrupt connections, requiring users to reconnect and re-authenticate once the system is updated. While this update will make changes to the look of the PAM system, how it is used and how it works will stay the same.
Updates include changing system branding from Thycotic to Delinea; changes in color scheme; changes in left sidebar navigation, including making the sidebar collapsible; bug fixes; and preparation for features the PAM support team will release in the future.
Once the system has resumed full functionality after the update, it will process any queued password changes or other secret actions.
Workday Office Hours
Ohio State business areas continue to host informal sessions that provide answers to commonly asked questions. Office hours are open to users of all levels and are hosted by subject matter experts.
Workday Unavailable Due to Planned Monthly Maintenance Nov. 19
Workday will be unavailable due to planned monthly maintenance on Saturday, November 19, 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.
Department Fiscal Payroll Processing Calendar and Period Close Reminders
As a reminder, the Fiscal Year 2023 Period Close calendar and Department Fiscal Payroll Processing calendar have been combined into one single calendar. The calendar can be found on the Controller’s website both under Business Processes within the Period Close and the Payroll Accounting pages. As an added reminder, close for expenses and procurement occurs at 5 p.m. on the last business day of the month.
New Business and Finance Training and Help Resources
New Business and Finance training and help resources have been recently made available.
Supplier Invoice Basics:
A new Supplier Invoice Basics 15-minute course is available in BuckeyeLearn. This session is recommended for Ohio State employees that make purchases and work with suppliers.
This process is part of Accounts Payable or AP. This course is meant to help staff that procure goods and services learn about the supplier invoice process to help make sure the suppliers you engage with get paid in the expected timeframe.
PCard Process: Tips and Tricks webpage:
New tips and tricks information on the PCard process has been added to the Business and Finance website. This provides users with an overview of the business process and a crosswalk to additional resources.
Reimbursement (Non-Travel) Process: Tips and Tricks webpage:
New tips and tricks information on the Reimbursement (Non-Travel) process has been added to the Business and Finance website. This provides users with an overview of the business process and a crosswalk to additional resources.
Upcoming Finance and Supply Chain Reporting Updates
Coming Soon: Plan Versus Actuals by Plan Worktags:
A new report that compares plan to actuals variances by plan worktags has been developed in Workday and will be migrated into production the week of 11/14/22. The report shows plan to actual variances by each unique combination of: Balancing Unit, Cost Center, Fund, Program, Project, Activities and Events, and Assignee.
Note: The Grant and Gift worktags were omitted from this report as plan is not loaded down to these dimensions.
Coming Soon: Find Journal Lines – OSU Payroll Detail:
A worktag titled 'Fringe Basis' began generating in FY23 Fringe Benefit Journal Lines. The worktag provides additional visibility into the earning code the fringe benefit expense is associated with. To provide additional transparency in reporting, the new worktag will be added to Find Journal Lines – OSU Payroll Detail as a column.
Coming Soon: "Credit Card Transactions – OSU" Enhancements:
Enhancements are coming soon to the "Credit Card Transactions – OSU" report to show the Merchant City (U.S. and Canada Only), and Merchant Country data provided by the Merchant when processing the credit card transaction.
Note that these two fields are provided by the Merchant therefore the data integrity solely relies upon the Merchants classification of the charge.
Participate in International Fraud Awareness Week!
November 13 - 19 is International Fraud Awareness Week, which means it’s the perfect time to brush up on your fraud detection abilities. Learn how to spot common holiday-related and CEO scams and brush up on your abilities to detect and report phishing emails on the Cybersecurity for You (C4U) awareness platform. C4U offers learning activities and actionable techniques to help you live a safer digital life. Not only can you learn how to secure your digital life, but each activity completed gets you one step closer to obtaining a variety of digital rewards!