During the week of January 27 , a new interface will be released for Payroll Accounting Adjustments (PAA) for retroactive payroll posted on a paycheck. Once this change is made, if there is a retro pay period associated with the earnings needing to be moved, PAA Specialists will now need to select the correct retro period.
Prior to this change, budget date was the main driver of associating payroll with the pay period for which the earnings were intended. Moving forward, the Retro Period Date will associate the PAA with a pay period. The budget date will default to the budget date of the retro period. See the full post for links to job aids, a Tips and Tricks page, and a new BuckeyeLearn module.
The Time Tracking Funding Overrides report has been updated so users can now search for worktag overrides for positions they own. This can be run each pay period to ensure biweekly workers have not erroneously entered worktag overrides on their timesheets. Payroll accounting adjustments should be processed to correct erroneous overrides.
Historically the report returned all workers with time entered but a new prompt titled "Only Include Time Blocks with Funding Overrides" will narrow results down to return only workers with worktag overrides.
As a reminder, the best option is to run the report by the "Organizations by Type" prompt to capture all the positions owned by your college or cost center.
Beginning Wednesday, November 20 , users will be required to enter the five required worktags (company, cost center, fund, balancing unit, function) for costing allocations and period activity pay. These worktags must be entered on each row of costing. If you have any questions regarding worktag entry, please reach out to your Cost Center Manager.
The Tableau report "Flexible Payroll Expense Data" has been enhanced with the addition of a new tab titled "Flexible Payroll Actuals- Annual Trend." In this tab users can compare payroll spend data by fiscal year.
Two Payroll Accounting reports have/will be updated based on some user feedback.
The "Payroll Accounting Adjustments Status" report has been updated as of October 17 . The "Created By" field has been replaced with the "Initiating Worker" and "Initiating Worker's Employee ID" fields so that this information is visible to all report end users. A column with approver information has also been added, titled "Approved by Workers."
Additionally, the "Payroll Funding - Period Activity Pay" report will be enhanced on October 23 with the changes detailed in the full post.
To address the Workday encumbrance issues associated with payroll commitments for biweekly pay period 14 (6/16-6/29), FY24 payroll commitments were closed out the week of Monday, July 8 and a new integration with a journal source of "Payroll Encumbrance Accrual Reversal" was run to clear outstanding balances in FY24. Correcting entries for over liquidations in FY25 associated with PPD14 also have been posted. Reporting for personnel encumbrances should now be back on track and we will resume the regular encumbrance adjustments schedule starting July 15 . The Positions for Planning report has also been updated to reflect the new fiscal year 2025.
Initial FY25 payroll commitments were run on Sunday, June 23 . Please be aware that FY24 payroll commitments will not zero out until a new integration with a journal source of "Payroll Encumbrance Accrual Reversal" runs on Friday, July 12 . Correcting entries for any over liquidations will also post on July 12.
Due to this issue, we will be unable to run encumbrance adjustments for the period between June 24 and July 14. We apologize for this inconvenience and will resume the regular encumbrance adjustments schedule on Monday, July 15 . Reporting will affected until this date.
Currently, when Period Activity Pay is initiated, the costing allocation details are required to be entered. We are excited to share that a change is being made starting Thusday, June 20 that will allow Period Activity Pay to be initiated without the costing allocation details. This will then allow the downstream approvers, HR Consultant, or Cost Center Manager, to add the costing allocation information during their review. The costing allocation information must be entered to successfully complete the Period Activity Pay business process.
The Workday "Effort Certification Status Report – OSU" has been updated to ensure terminated employees are included. Previously, when using cost center or cost center hierarchy with the Org Assignment Cost Center Hierarchies prompt, terminated workers would not di spl ay. Now, terminated workers will di spl ay based on the worker position data on their last day as active employees. This change allows you to use the Org Assignment Cost Center Hierarchies prompt without missing terminated employees. Please contact OSPGrantsAccounting@osu.edu with any questions.
During the week of Monday, January 29 , an enhancement for retro pay on grants for salary over the cap will change for specific job families. Currently, any retro pay on grants with salary over the cap defaults to over the cap worktags. After the change, retro pay no longer cap for the job families listed in the full NewsLink post.
Payroll Accounting Adjustments (PAAs) to move retro pay on grants with salary over the cap to the under the cap worktags will no longer be needed for employees in these job families for payroll paid after this change is made. You should continue to monitor retro pay on grants with salary over the cap for all other job families. Please contact OSPGrantsAccounting@osu.edu with any questions.
