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To assist with the year-end procurement roll-forward process, the Controller’s Office will be analyzing and closing out old internal and external Purchase Orders (PO) which meet the parameters listed below.

• POs that are over two years old which have not been invoiced in the previous year (excluding POs for multiyear service contracts that are only billed annually, those related to construction projects beginning with "PJOSU," OAKS type POs, and those that are FD520 grant related).

This will occur the last week of December 2024. As a reminder, this process occurs on a 6-month closure cadence (during the last week of December and the first week of June each year). To see what POs will be closed as part of this process, run the "Find Purchase Order Details – OSU" report, and filter using the above parameters and the "last invoice date" column.

Once POs are mass closed, if there is a true need, they can be reopened by the service center if the transaction is within the same fiscal year. If you see that a PO is closed and believe it was closed in error, review the process history of the PO and contact the user who closed it. Users with the Spend Analyst security role can view who closed POs in the PO process history. 

While this is a semi-annual cleanup effort, units are still required to work with service centers to close POs on a regular basis and once it is apparent the PO will no longer be used.   

As of Friday, December 6, Workday validations will be placed in various spend business processes to ensure the cost of sales expenditure treatment worktag can only be utilized by approved university earnings operations (Funds FD120, FD121, FD122 and FD200). In addition, users will no longer be able to add ET101 to costing allocations, one-time payments, or period activity pay. 

As a reminder, use of the ET101 expenditure treatment drives the transaction accounting to the cost of sales ledger account (61020).

ET101 plus the appropriate earnings fund value and an eligible spend category value should be used to designate cost of sales. Eligible spend categories are those included in the services, supplies, or fuel and fuel additives hierarchies. Manual journals should use the cost of sales ledger account 61020 and an eligible spend category. Please refer to the university earnings operation policy for additional guidance and the full definition of cost of sales.

The "Financial Balances Summarization with flexible selectable columns" Tableau report has been enhanced with an additional tab for "Flexible columns Financial Balances Summary Yearly Trending."

In the new tab, users can view the actuals data by fiscal year. Users can now select columns and filters based on their needs and compare multiple years of financial data. The "Period" field is used to drive what month(s) populate the actuals results by fiscal year. A selection of a January period would compare yearly trends from the start of the fiscal year through January across fiscal years selected.

This article shares information about key dates for Spring 2025 tuition assistance (or fee authorization) processing as well as links to more information about the tuition assistance programs at the university.