The template to upload internal billing supplier invoices via EIB is changing. Beginning at 5 p.m. on Wednesday, January 31 , users are required to use the new template. The current template will not work after 5 p.m. on January 31. The current information found at the Supplier Invoice for Internal Billing EIB Template Upload (EIB) link in the Administrative Resource Center (ARC) will be updated at that time.
What's changing? We are adding columns to the end of the EIB template to allow for additional worktags that are allowed on the requisition: Grant Treatment, Sponsor, CSI Code, Prevailing Wage & Academic Period.
Enhancements have been added to the output of both the "Business Process Approval Times – Miscellaneous Payment Request Detail" and the "Business Process Approval Times – Miscellaneous Payment Request Summary" reports. The enhancements include a new column on the output of each report to display the approval time for the workflow step “Accountant OSP.” This approval step will be added into the Miscellaneous Payment Request workflow as a part of the petty cash project.
A new university wide contract, Drop-off Catering services, was recently awarded to 18 suppliers by the Sourcing Team offering an array of foods available in Buckeye Buy. Check out the full NewsLink post for the complete supplier list, the criteria used for vetting the suppliers, and links to details provided through the Business and Finance site.
As previously communicated in October , Cost Center Managers were encountering an error when completing Period Activity Pay (PAP), within the Hire process, when the proposed Cost Center was not their Cost Center.
The workaround was to cancel the PAP and then initiate as a stand-alone process that would clear the error. Workday released a fix for this issue during the weekend of December 16 and now the step is working appropriately.
Some Supplier Invoice and Supplier Invoice Requests enhancements will be moved to production the week of Monday, December 18 .
Notification Updates for Supplier Invoice Requests:
There will be increased visibility on canceled and denied requests. Approvers and Initiators will be notified if these actions occur. Notifications will now be sent at the Supplier Invoice completion instead of the Supplier Invoice Request completion. This way requesters are notified at the time the Invoices are approved rather than at the start of the Supplier Invoice Process. If SIR amount changes after the SIR is submitted the requestor will be notified.
Notification Updates for Supplier Invoices:
There will be increased visibility for the Requisition Requester and prior approvers on denied requests. The Supplier Invoice Initiator of Internal Order Billings will be notified if anyone cancels or denies the invoice they entered.
Business Process Approval Times – Supplier Invoice Request Reporting Enhancements:
Enhancements have been added to the output of both the "Business Process Approval Times – Supplier Invoice Request (SIR) Detail" and the "Business Process Approval Times – Supplier Invoice Request Summary" reports. The enhancements include two new columns on the output of each report, one to display the approval time for Business Operations Center Leads and one to display the approval time for Grants Operations Center Leads. These additions are due to the change in workflow on Supplier Invoice Requests where they now route to Service Center Leads on the SIR rather than routing for approval on the Supplier Invoice.
The Spend Report Exceptions Dashboard will be retired on Friday, December 29 . Please utilize the "Exceptions Dashboard" as it has the latest in exceptions reporting available. Alternatively, the "Schedule A Report" task can be used to run the "Exceptions Report Group." This allows users to run three exceptions reports with one set of prompts and all reports will be downloaded into one Excel file.
Miscellaneous Payment Enhancements:
"Find Miscellaneous Payment" reports have been updated with additional prompts to allow users to see information for their specific college or unit cost centers that must be recorded on OSP worktags as part of the cash advance for human subjects process. To view cash advances for human subjects on OSP grants associated with your specific college or unit, enter the Requester’s cost center or cost center hierarchy as of the date the Miscellaneous Payment was submitted. See further information in the Reporting Tip shared via the Business and Finance site.
There is a new Graduate Fee Authorization job aid available through the online Administrative Resource Center (ARC). Updates have been made to clarify fees for students with multiple appointments and the tuition splits associated with them. Information about Period Activity Pay (PAP) semester deadlines has been previously shared via NewsLink for AU23 and SP24 .
The Office of Human Resources periodically offers training on Ohio State’s technology platforms, tools and resources available for managers, manager liaisons, and administrative professionals. Build your foundation and confidence in using administrative technology that assists you in performing your work and managing employees. Human Resources team members will cover topics such as HR Connection, Workday, Microsoft 365, BuckeyeLearn and others, and guide you in finding and using tools that support your work. The next Manager Foundations training via Zoom will be held on Thursday, December 21 , at 10 a.m. Use the Registration link to RSVP .
The university check run during the December holiday week will remain as normal. The check run will be on Thursday, December 28 with pick-up between 1:00 p.m and 4:00 p.m. Please ensure appropriate approvals are in place for expected checks.
An updated job aid for "Cash Advances for Human Subjects, Petty Cash, and Change Funds" will be posted to the Administrative Resource Center (ARC) on Monday, December 11 . The job aid has been enhanced and describes how to request petty cash/change funds while also outlining the related accounting impacts.
New spend and revenue categories have also been created to support this process. The naming conventions for select new spend categories and revenue categories have been updated to provide more visibility to the related accounting changes. These updates allow for more direct mapping to ledger accounts for change funds and more transparent description of selection options.
End users should review the changes provided in the full post to determine whether spend category or revenue category selections should be updated during the process for cash advances for human subjects, petty cash, or change funds.