NewsLink Articles
Important Business Travel Updates
The Office of Business and Finance in coordination with the University Travel Office is pleased to announce our extended partnership with Anthony Travel. Effective July 1, 2025, Anthony Travel will replace Corporate Travel Planners (CTP) as the Travel Management Company for individual business travel. Read more at the Travel Office webpage. Questions can be directed to the FAQs or contact the University Travel Office at 614-292-9290 or travel@osu.edu.
Important Request to Verify Area System Users for 2025
Data Stewards, security contacts, and administrative system contacts will be receiving an email from Digital Security and Trust – Identity and Access Security Operations with information and instructions on how to verify their area’s users for the coming year for specific Ohio State administrative systems. The system list includes Workday Financials, Human Resources, Medical Center Financials, Workday All Custom Reports, and the Student Information System.
Your attention regarding this mandated annual activity is very important. The email will be sent during the week of Monday, May 5, 2025, with a requested deadline to confirm area users by Tuesday, June 3, 2025.
New and Upcoming Reporting Updates
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."
Spend Authorizations Closed from Expenses Hub
Administrators should advise travelers to exercise caution when working in the Expenses Hub. Upon selecting the “Actions” button for Spend Authorizations, the banner action prompt and other instructional text should be reviewed before selecting “Ok” to confirm the correct business process is initiated.
Spend Authorizations that have been prematurely closed are unable to be restored to “Approved” status and will not allow Expense Reports to be linked to the Spend Authorization. If a Spend Authorization has been closed in error, the Spend Authorization number should be referenced in the memo or comments of the Expense Report and a new Spend Authorization should not be submitted.
This issue has been added to the Enterprise Business Solutions (EBS) gap list for consideration and improvement by Workday. For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
Sources and Uses by Cost Center - Field Update
Sources and Uses by Cost Center will be updated the week of Monday, March 24. Pre-encumbrance activity will be added to the Encumbrance column so both are captued within the same column. The column name will change from Encumbrance to Pre-Encumbrance/Encumbrance.
New Report Available for Grants Administrators
The Principal Investigator Transactions Report is now available in Workday which allows Grants Administrators the ability to view non-personnel transactions initiated for their PIs for a given date range. The report mimics the weekly non-personnel transaction report that PIs receive from Workday. The report is a new tool to help Grants Administrators when reviewing Workday transactions with their PIs.
To access the Principal Investigator Transaction report, the individual will either need the "Faculty and Grants Administrative Analyst" (for PIs) or "Grants Administrator Analyst" (for Grants Administrators/Staff) security role in Workday.
Stemcell Technologies Inc. Joins Buckeye Buy
Stemcell Technologies Inc. joins Buckeye Buy with a supplier website catalog of scientific research products at academic discount pricing. The catalog offers Bulk Import” and “Retrieve a Quote” options on the landing page for quick order entry.
FY25 Year-End Checklist for Finance and Supply Chain Activities
A downloadable year-end checklist for Finance and Supply Chain activities" is available under the "I want to..." heading found on the Business and Finance website's Controller page. The checklist includes important dates and action items for FY25 year-end.
2025R1 Payroll Costing Allocation Changes
Workday plans to release a new user interface for payroll costing allocations as part of the March 15 2025R1 update.
The changes will provide a new display for the "Proposed Costing Allocations" tab that enables users to perform the functions listed below.
- Add, edit, remove, and sort ranges of costing allocations by start date or end date
- Copy costing allocations of a specified date range
The updates also include an "Existing Costing Allocations" tab where users can view the items listed below.
- Existing costing allocations for the specified costing criteria
- An empty grid when a worker doesn’t have any costing allocations
The two tabs will be accessible from the user’s inbox whenever the Assign Costing Allocation task is used as a subprocess (for example, as part of the Create Position or Hire Process).
The Costing Allocations job aid will be updated in coordination with the new release.
2025R1 New Salary Over the Cap Default Costing Allocations
Workday is planning to add a new Salary Over the Cap (SOC) Default Costing Allocation Details grid with the new user interface for payroll costing allocations, as part of the March 15 2025R1 update.
This gives users a new option to specify SOC costing defaults instead of entering SOC costing overrides in the SOC "Bubble" for each individual costing allocation where SOC applies. The SOC costing overrides can still be used at the individual costing allocation level. A summary of these new levels of functionality is listed below.
- The new SOC default costing allocation overrides the Default Org assignment.
- The SOC “Bubble” costing will override the SOC default costing allocation.
- If the bubble or the SOC default costing allocation are not used, the SOC will use the default Organization Assignment.
The new grid will display columns for each primary worktag and group any additional worktags into the Additional Worktags column.
The Costing Allocations job aid will be updated in coordination with the new release.