Effective Friday, April 19 , as part of the Campus Position Control Project, Cost Center Managers will now receive costing allocations through their inboxes for New Position Management Positions and all Job Management Hires (who are not paid from Period Activity Pay). This is a change, as historically costing would route to managers to initiate.
Additionally, Cost Center Managers can initiate costing allocations as a standalone process for their own assigned cost centers with no approval required. If a Cost Center Manager initiates cost allocations for cost centers that are not their own, it will route to the appropriate Cost Center Manager to approve.
This new routing should provide enhanced efficiency for both managers and Cost Center Managers.
The Tableau report "Delegation History - OSU" has been updated with the enhancements described below.
A new "Stopped Date and Time" field has been added to the report. When the delegation is stopped for any reason before it's expected end date, the stopped date and time will now display in a new column. A new filter "For All Business Processes" has been added to the report. Additionally, the naming of two fields has been changed. "Allowed Action" has been changed to "Start on My Behalf." "Specified Business Processes" has been changed to "Approval on Behalf of Specified Business Processes." A clean-up has been done on the "Delegation Details" and "All Delegation History" to no longer display rows denoting when a worker is on leave and returns from leave. This reduces some unnecessary noise in the data.
Blanket orders are used for transactions that occur very frequently (daily or multiple times a week), have a high variation of product types, have undetermined timing, and are not available in Buckeye Buy.
All FY25 UNIV blanket purchase orders must be issued outside of Buckeye Buy. Requestors should select the “blanket purchase order” requisition type and complete the request per the Create a Blanket Purchase Order job aid found in the Administrative Resource Center (ARC). Please note , the "Request Date" of the requisition should reflect the date the requisition is created and should not be future dated . University funded blanket requisitions should align with the July through June fiscal year calendar.
Monthly service orders (formerly term orders) for uniform service, pest control, office coffee and water service, floor mat replacement, lawn care and snow removal should also be issued on service line blanket requisitions, outside of Buckeye Buy.
Accounts Payable advises users to include the service to be provided and frequency in the description line of the requisition. It will also be helpful to include the expected term agreement details in the memo to supplier field (example, $50.00/month for 12 months).
Reminder: Encumbrances for blanket purchase orders associated with fiscal year 2025 will first post to fiscal year 2024 until a manual job is run at month-end to move the encumbrance into fiscal year 2025. The process will look for any blanket purchase orders created after April 15, 2024 .
A new Internal Order Supplier Invoice Printing job aid (login reqired) has been published in the Administrative Resource Center (ARC). The job aid provides instructions for how Internal Service Providers can print their invoices in Workday to an OSU formatted PDF printed version.
The campus job posting process will be updated in mid-April to remove duplications, increase transparency and shorten the time for posting positions. A new Campus Position Hiring Request Form will be attached in Workday, and financial review will be integrated into the Workday process. The existing DocuSign Hiring Exception form will be eliminated. Find additional support resources on the HR website. For positions posted in April, carefully review these resources for any potential impacts. Read more in Human Resources News .
Per the Travel Policy , all cash advances must be reconciled and substantiated within 30 days of completion of the trip. If a trip is cancelled, the traveler must repay the cash advance immediately.
To appropriately reconcile a cash advance, the traveler’s receipt documentation should be processed via an expense report that is linked to the approved spend authorization in order for the expenses to post against the cash advance balance. If all receipt documentation has been submitted and there are unused funds remaining, the traveler is expected to repay the University for the outstanding balance by check. For questions on the reconciliation process, contact the Travel Office at travel@osu.edu or 614-292-9290.
If unused funds are unable to be returned or reconciled, units are advised to consult with their fiscal support staff and/or service center to determine next steps. For unique circumstances or accounting issues that do not require utilizing the recoupment process, please reach out to the Controller’s Office ( bf-ctlaccounting@osu.edu ) for further assistance. If recoupment is applicable, the unit is responsible for initiating the process. A change was made to production the week of 3/18 so that this can now be accomplished via customer invoice. Instructions can be found in the Cash Advance Process job aid located in the Administrative Resource Center (ARC).
B&H Photo will be closed for Passover beginning at 2 p.m. on Friday, April 19 through Tuesday, April 30.
However, you can still generate quotes, place orders, and submit purchase orders through the supplier website in Buckeye Buy on specific days during the closure. Note that product will not be shipped until B&H reopens on Wednesday, May 1. Purchase orders issued during the closures will still be accepted but product will not ship until B&H reopens.
Online only ordering dates:
Monday, April 22 Thursday, April 25 Friday, April 26 Sunday, April 28
Complete closure dates:
Tuesday, April 23 Wednesday, April 24 Monday, April 29 Tuesday, April 30
Data Stewards, security contacts, and administrative system contacts will be receiving an email from Digital Security and Trust – Identity and Access Security Operations with information and instructions on how to verify their area’s Financials, Human Resources, Medical Center Financials, and Student Information System users for the coming year. Your attention regarding this mandated annual activity is very important. The email will be sent during the week of Monday, May 6, 2024 , with a requested deadline to confirm area users by Friday, June 7, 2024 .
On Friday, March 29 , an update will be made to transaction routing for Service Centers. Previously, for individuals assigned both the Rep and Lead security roles (Business Operations Service Center or Grants Operations Service Center) the transaction did not route for an additional approval. Moving forward, this feature will be turned off. If an individual has both security roles (Rep and Lead) the transaction will now route for an additional approval.
Beginning Monday, March 25 , Internal Service Providers can print copies of their Workday invoices into a standard OSU PDF format. Run the new "Internal Order Billing Supplier Invoice Printing" report by entering your supplier and a designated time frame. Once the report renders, click the "Print" button on the left of the screen to print the invoices.
