The Controller’s Office and Financial Planning & Analysis (FP&A) require that all earnings operations who bill internally, publish their FY24 internal rate/fee listing on their website by February 29, 2024 . If this information is not hosted on a website, please describe exactly where the information is generally available to internal customers (e.g. catalog in Workday, eRAMP etc.). Please use this survey to submit the required information to the Controller’s Office by this date. This information will be added to the internal service provider listing available on the Purchasing website .
Important Notes: If this information is not reported to the Controller's Office by the deadline via the survey, the internal service provider will be deactivated (unable to bill) until it is provided. This information will also need to be updated and maintained with new rates as they are approved/established.In addition, historical rate information must also be maintained for audit purposes.
As a reminder, departments must use the appropriate process for internal transactions, which is the new internal order billing process. Journals and cost transfers are not to be used for earnings/internal billing activity. The department must also use the appropriate FDM structure, revenue/spend categories and ledger accounts to record activity. Any rate changes must be approved by FP&A and the Controller’s Office before being used. All rates must be calculated using appropriate costing principles.
Internal Order Billing 1 and 2 have been updated. If you were in progress in this training you should have received and email from the training team advising that you will need to restart the course because the previous link will no longer be active.
To assist with the Year End Procurement Roll Forward process, the Controller’s Office will soon be analyzing and closing out old internal and external Purchase Orders (PO) which meet the following parameters:
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 OSU-PJ and those that are FD520 grant related). A mass close of old POs meeting the above-listed parameters will occur the last week of February. After the mass close is complete, this process will occur regularly on a 6-month closure cadence (during the last week of December and the first week of June). 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. In addition, 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.
Supply Chain business process notifications continue to be reviewed to help create consistency across each process. The business process notification enhancements detailed in the full post will be implemented during the weeks of January 15 and January 22 .
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.
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.
A new catalog from life sciences supplier Takara Bio USA is available in the supplier website section of Buckeye Buy for university users. See the Business and Finance Takara Bio USA catalog page for more information on Ohio State's contract with this supplier.
The existing hosted catalog from Takara BIO USA will be removed at the close of business on Friday, January 5 . Contact the Marketplace Team with catalog or order placement questions.
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.
During the week of December 11, enhancements will be made to select Buckeye Buy items that will allow the commodity code to automatically populate on purchase requisitions. During the transition, requests to add or update affected items will be held until maintenance is complete. The estimated maintenance complete date is Friday, December 15 .
For UNIV purchases only - If the commodity code is not automatically populated, the commodity code field is not required.
To improve transparency into the supplier invoice request process, the Service Center Lead Approval step will be moved up in the business process from the supplier invoice where it currently resides to the supplier invoice request, keeping it streamlined within the same business process. This change is to improve transparency and align with other similar financial transactions in Workday.
These changes are targeted to be implemented into Workday on November 1 . If transactions are not approved in a timely manner there could be a period of time where they will not have the Service Center Lead approval. Units are requested to review and cancel "draft" supplier invoice requests that are no longer needed by October 31 . Additionally, units should request to move "in progress" transactions along to ensure all approvals are met. The OTDI Enterprise Business Solutions (EBS) team will also be granting Service Centers access to close supplier invoice requests effective October 26 .