The template to upload journal entries via Enterprise Interface Builder (EIB) is changing. Beginning at 5 p.m. on Friday, July 12 , you will need to use the new template. The current template will not work after 5 p.m. on July 12. The current information found at the Upload Journal Entries (EIB) in the Administrative Resource Center (ARC) will be updated at the time.
What's changing? We are updating the template to the newest version, adding statistical book code to the drop down, adding budget date to the lines, and adding a Grant Treatment column.
Please note that the equity roll-forward of FY25 beginning equity balances will not occur until after second close, which is at 5 p.m. on the evening of Thursday, July 18. As a result, reporting will be affected until the equity roll-forward process is complete.
In an effort to improve travel data analytics, the Travel Office has coordinated updates with the FDM team (effective Monday, July 1) to separate expense items into distinct spend categories for enhanced reporting. Careful consideration should be made when selecting expense items or spend categories that can affect travel expense data and downstream reporting.
Cost Center Managers and Service Centers have a responsibility to ensure the appropriate spend category or expense item is used on all transactions. It is recommended to run “Spend Categories - FDM Values” for Travel spend category hierarchy to review the existing financial worktags. It is also recommended to run “View Expense Item” for Travel Expenses to review the existing expense items.
For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
A new statistics book code will go into production on Wednesday, July 3 . This has been created to separate statistical entries from the actuals ledger. Some examples include "OSU Health System statistics" and "OSP – research for third party cost share." Due to this change, users may notice this new statistics book code while selecting book code prompts on various financial reports. Please also be aware that due to the new book code, the Journal EIB template will be changing on Friday, July 12. This post will be will be updated with additional details.
The Foundation Data Model (FDM) Translation Tool, which was utilized to convert PeopleSoft chartfield values into Workday values, will be decommissioned after July 31, 2024 . A new report called PeopleSoft to Workday Conversion Details (authentication required) is now available to financial users in the Reporting and Analytics Environment (RAE). This report provides the same information as the translation tool with more accuracy regarding the full worktag combination that was used during conversion. Read the full post for more details and how to obtain help accessing the report.
The detailed FY25 period close and department fiscal payroll processing calendar has been published and is now available on the Controller's website for download in Excel format. Note: In FY25, Assets and Depreciation close will occur on Day 5. Previously, these activity groups closed on Day 3 and 4, respectively.
Two helpful reports are available to assist with year-end business document clean up that was first shared in April ( see original post ).
The "UNIV Remaining Encumbrances - Requisitions, POs, Spent 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. This report will only return purchase orders if one or more specifc criteria are met. See the full post for the criteria and more details.
The Forward Accruals and 9 over 12 Academic Pay Period job aid in the Administrative Resource Center (ARC) has been updated with a more realistic example for Forward Accruals. Please review if you have an interest in learning more about the forward accrual calculation.
Effective May 24, 2024 , a revised interim Earnings Operations policy will be issued. Changes were made to advance compliance with current Office of Management and Budget Uniform Guidance, the authoritative set of rules and requirements for federal awards management, and thereby reduce the risk of waste and misuse of federal funds. These changes are listed below.
Refreshing the definitions of the different types of earnings operations. Requiring earnings operations to use the proper accounting processes. Requiring earnings operations to post their fees publicly. Providing guidance around the tracking and recording of capital assets. Requiring ERIK approval of any earnings operation that plans to charge federal grants.
To compliment the changes in the policy, a training on Earnings Operations is available in BuckeyeLearn.
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY24 and re-opened in FY25.
An encumbrance will not roll-forward into FY25 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 guidance for subaward supplier contract amendments as detailed in the full post .
