As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY25 and re-opened in FY26. An encumbrance will not roll-forward into FY26 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the guidance shared in the full post for subaward supplier contract amendments.
Please continue to refer to the Unit Year-end Checklist (see download link in full post) for important year-end dates, timeline information and tasks that need to be performed. Procurement and expenses close will occur at Noon on Monday, June 30 . Similar to last year, to avoid potential accounting issues, we are asking that no transaction approvals, changes, or cancellations occur after that time until the roll forward is complete the following day.
On Monday, June 2 , several credit card and expense-related reports will have maintenance performed on the back end of the reports. Changes as a result of this work will replace retired Workday prompts. While end users will still be able to use the same prompts after maintenance is complete, any saved filters and/or scheduled processes will be affected for the reports. Users will need to re-save filters and re-schedule reports after June 2 for any saved filters or scheduled processes that use the reports and prompts listed in the full post.
These reporting updates are current as of May 5. The "Due Date" field has been removed on the prompt and output of both the "Reports Find Purchase Order Summary - OSU" and "Find Purchase Order Details - OSU" reports. In addition, a new column has been added to the output of the "Business Processes Awaiting Action - Asset Detail" report. The new column displays the Business Process Type. This has been added to allow users to identify and obtain metrics for the type of event that is awaiting action more easily .
As part of year end procedures and to help ensure a successful procurement roll forward, it is recommended that units review and close out old items with remaining balances if they will no longer be invoiced. Two helpful reports are available to assist with year-end business document clean up.
The " UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report helps end users identify transactions and their encumbrances that will roll forward at the end of the fiscal year. The " Purchase Orders with Documents Awaiting Action " report helps end users identify in progress and draft documents which require action before a PO can be closed. It is suggested to run this report with the "Purchase Order Has Lines with Encumbrances" box checked. Since only POs with remaining balances roll forward, cleanup efforts should be focused on draft/in progress documents associated with POs that have balances but are no longer in use. This report will only return purchase orders if one or more of the criteria listed in the full article are met.
FY26 Blanket order entry can begin on Monday, April 14 . A new workday enhancement will be turned on the week of April 7 to allow for future dated requisitions. Prior to this enhancement, users were instructed to "current date" blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year. With this new enhancement, all FY26 blanket order requisitions should be entered as future dated requests (request date of 7/1/25). The corresponding purchase order (PO) document dates and encumbrances will also be future dated, so they are correctly recorded for FY26. The PO will be issued after the requisition is fully approved.
Other important information to be aware of with this enhancement:
Future dated requisitions should not be entered for more than a year in advance, except for multiyear service contracts. Please contact purchasing to discuss entry for multiyear service contracts. FY26 blankets that are not future dated will be sent back for corrections. If users begin invoicing the future dated blanket early (e.g., start invoicing a FY26 blanket in FY25), it results in a mismatch because the liquidation will happen in the current year, but the encumbrance is in the future year. As a reminder, blanket orders are supposed to be used in the fiscal year they are intended for. If a FY26 blanket requisition is inadvertently entered with a current year FY25 request date, FY25 is where the encumbrance will remain until the June year end procurement roll forward. The Controller's Office will no longer be rolling forward purchase orders at the end of April and May. If a unit does not want to wait until June for the encumbrances to be correctly shown in FY26, they should do a change order. If needed, future dated requisitions can be tied to future dated supplier contracts (Example: a blanket requisition is entered in May for a 7/1/25 start date, and a new contract is signed in May but is not effective until 7/1/25). The Create Blanket Purchase Order job aid will be updated in coordination with the functionality being turned on, the week of April 7 .
See the full post for additional reminders about the use of blanket orders.
Check out the full post for new and upcoming reporting changes as of April 1 including New Reporting Time Period, "Find Suppliers - OSU," "Find Inventory Stock Request Lines - OSU," "Find Miscellaneous Payment Request Summary - OSU," "Inventory Turns - OSU," and "Find Supplier Requests."
FY26 Blanket order entry can begin on Monday, April 14, 2025 . A new workday enhancement will be turned on the week of April 7th to allow for future dated requisitions. Prior to this enhancement, users were instructed to current date blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year.
With the new enhancement, all FY26 blanket order requisitions should be entered as future dated requests (request date of 7/1/25) . The corresponding purchase order (PO) document dates and encumbrances will also be future dated, so they are correctly recorded for FY26. The PO will be issued after the requisition is fully approved.
See the full post for more details to be aware of with this enhancement.
Requirements have been updated to provide guidance on how employee vs independent contractor work at Ohio State should be classified.
If you plan to hire certain types of individuals or businesses for work in your area, you must follow these requirements to ensure they are correctly classified as employees or independent contractors. The Independent Contractor Guidelines provide an overview of the process for how to evaluate independent contractors and are available on the Purchasing website.
Additionally an Independent Contractor form is available on the Policies and Forms page of the Business and Finance website. This form is a decision-making and documentation tool which is to be used by departments when purchasing services from individuals.
Report Enhancement: Find Journal Lines – OSU - Posted Journals by Amount Type
The "Find Journal Lines – OSU - Posted Journals by Amount Type" report has been enhanced with an additional field for "Object Class" in the output of the report.
Grant - FDM Values Report Enhancements
The output of the report "Grant - FDM Values" has been enhanced to include four additional columns. Those columns include the Award Line From Date, Award Line To Date, Prime Sponsor Type, and Sponsor Type.
