NewsLink Articles
Accounts Payable Reminder During December Holiday Week
The university check run during the December holiday week will remain as normal. The check run will be on Thursday, December 28 with pick-up between 1:00 p.m and 4:00 p.m. Please ensure appropriate approvals are in place for expected checks.
Tuition Assistance Key Dates Spring 2024
This article shares information about key dates for Spring 2024 tuition assistance (or fee authorization) processing as well as links to more information about the tuition assistance programs at the university.
Updates to Cash Advances for Human Subjects, Petty Cash, and Change Funds
An updated job aid for "Cash Advances for Human Subjects, Petty Cash, and Change Funds" will be posted to the Administrative Resource Center (ARC) on Monday, December 11. The job aid has been enhanced and describes how to request petty cash/change funds while also outlining the related accounting impacts.
New spend and revenue categories have also been created to support this process. The naming conventions for select new spend categories and revenue categories have been updated to provide more visibility to the related accounting changes. These updates allow for more direct mapping to ledger accounts for change funds and more transparent description of selection options.
End users should review the changes provided in the full post to determine whether spend category or revenue category selections should be updated during the process for cash advances for human subjects, petty cash, or change funds.
December Finance and Supply Chain Report Updates and Changes
Spend Exceptions Dashboard Decommissioning:
The dashboard "Spend Report Exceptions" will be decommissioned on Friday, December 29. End users should utilize the new "Exceptions Dashboard" for viewing policy exceptions for requisitions, expense reports, and supplier invoice requests. A report group could also be scheduled for viewing exceptions. To run the report group, use the Schedule a Report task and enter "Exceptions Report Group" in the report name. The report group can be run in real time or scheduled for a later or reoccurring date.
Prompt Enhancements to Business Process Approval Times - Summary Suite:
Several prompts have been added to all reports in the "Business Process Approval Times - Summary" suite. The Grant Hierarchies field has been added to allow searching for transactions specifc to the Office of Sponsored Programs (OSP) and an Exclude Worktags field has been added to allow for exclusion of OSP transactions (by excluding FD520), as well as other worktag types. Additionally, a new Cost Center prompt as well a Cost Center Hierarchies prompt have been added to allow end users to search by any cost center and/or hierarchy level. Please note, for split-funded transactions, only one cost center and corresponding CCH are pulled from the transaction. The line distribution for the highest amount is the line from which the cost center and cost center hierarchy are drawn.
HR for Finance - Compensation Changes Enhancements:
New fields have been added to the output of the "HR for Finance - Compensation Changes" report (excludes changes from Hires, Add Job and Change Job). These fields include Current Base Pay Annualized and Proposed Base Pay Annualized. The enhancements are to show annual pay in a consistent manner for both exempt and non-exempt employees.
Changes to Buckeye Buy Catalogs
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.
Retiree Group Term Life Insurance Payment Options
Retiree Group Term Life Insurance coverage has a new billing process for the first billing quarter of 2024. The new process will begin Friday, Dec. 1, and provides a more streamlined process with additional payment options. As a reminder, retirees elect coverage in Workday following a September implementation.
Ohio State’s Accounts Receivable now sends invoices and collects payments instead of Human Resources. Online payment is available at go.osu.edu/paymybill using an eCheck or credit/debit card, and mailing a check or money order to Accounts Receivable continues as a payment option. Retiree GTLI coverage and premium amounts will not be impacted. More information is available on the HR Life Insurance page.
What you need to do:
- Be aware of this enhancement and refer to the Life Insurance page on the HR website for more information.
Enhancement to Customer Deposits
Customer deposit transactions created and submitted on or after Friday, December 1 will have a transaction ID generated called "Customer Deposit ID." The Customer Deposit ID will be like other transaction IDs within Workday and will uniquely identify the deposit. The Customer Deposit ID will be preceded by "CD" and it will be followed by 8 numeric digits. The new Customer Deposit ID will be displayed on various deposit-related reports. Multiple cash sales can continue to be tied to a single customer deposit transaction. In such a scenario, the Customer Deposit ID will appear on all of the associated cash sale transactions under “Deposit Detail” section.
Planned Maintenance and Downtime for Student Apps. Nov. 18-19
From 5 p.m. on Saturday, November 18 to 11 a.m. on Sunday, November 19, PeopleSoft Buckeye Link (Campus Solutions/Student Information System) services will be unavailable. See the full post for details.
New Workday Access Request Form Available in ServiceNow Nov. 13
A new Workday access request form is now available in ServiceNow. The new form introduces features to help you find the right Workday role, including the ability to filter available roles by business area and user audience. The form also allows you to see a mapping of common Workday activities and the access needed to complete them.
Navigate to the form using ServiceNow Self Service (go.osu.edu/it) and then follow the path: Order Services, Access Management, Workday Access Request.
For more information about the added features, see Step 2 of the Request Workday Access – New Form job aid.
New Exceptions Fields
Effective the week of November 13, new exception fields will be created for Requisitions and Supplier Invoice Requests to help users with their exception tracking.
In "Requisitions," Service Centers will now be able to:
- Select any of the following exception reasons that apply to the associated requisition:
- Improper Signature on Agreement
- After the Fact
- Meal and Alcohol Exceptions
- Non-Contract Spend
- Special Approval Missing
- Other
- Use a free-form Exception Explanation text field to explain what happened in more detail
In "Supplier Invoice Requests," Service Centers will now be able to:
- Use a free-form text field to note the exception and explanation of why it occurred
It is recommended that end users with exceptions leverage Business Process comments to enter why the exception occurred so that Service Centers will be able to enter that information in the new exception fields.