NewsLink Articles
Payroll Accounting and FD101
This is a reminder to routinely review payroll expenses that posted to FD101 Default Clearing Fund. FD101 is not intended to be used in costing allocations or on financial transactions. If salary expenses do post to this fund, the expectation is that they be moved via Payroll Accounting Adjustments. There have been instances where payroll has posted to FD101 and this has yet to be cleared out. This is especially critical for graduate appointments to avoid non-resident allocations posting revenue to FD101.
For ANY graduate Student employees, the use of FD101 in the Default Organization Assignment is not recommended as any issues with expired funding may result in the Graduate Fee Authorization being expensed to FD101. It is recommended that units analyze the Sources and Uses – Variance Analysis report for their unit for FD101 and cleanup any residual FD101 balances. More information on FD101 is available in the Administrative Resource Center. The Controller's Office will be reaching out to impacted units as well.
Manager Resources for Onboarding New Employees
Managers play an important role in guiding new employees as they pursue successful and fulfilling Ohio State careers. There are many resources managers can leverage to welcome and transition new team members. Personalize a welcome message in Workday and make sure the new employee completes important onboarding tasks. Additionally, guides are available to identify important steps to complete at various points in the new employee’s onboarding. More information is available on the HR website.
Be sure to share this information with managers in your college or unit.
Report Enhancement: Flexible Payroll Expense Data (Tableau Report)
The Flexible Payroll Expense Data report allows users to customize worktags for payroll expenses. The tableau report interface for the custom worktag selection will be enhanced to improve the end user experience. Instead of users selecting the "select column" icon from the top right of the report, now all the column selections will appear above the column’s headings and will remain displayed. Attend the August 2023 Office Hours for a demo of the enhanced view. In addition, check out the full NewsLink post to see a visual comparison of the old and new report interface.
Coming Soon: Reporting on Business Process Approval Times
A new series of reports will soon be released to provide approval times for each approval step on various transaction types. These transaction types include Requisitions, Spend Authorizations, Expense Reports, Miscellaneous Payment Requests, Supplier Invoice Requests, Supplier Invoices, and Purchase Order Change Orders.
For each transaction type, two different report styles will be available. The "Detail" reports will provide the amount of time the transaction spent pending approval from each approval step in the workflow, as well as the approving workers for each transaction. The "Summary" reports will provide a high level overview of the average approval times for each approval step per cost center hierarchy. These Summary reports will also be placed on a dashboard so that all of the reports can be housed in one location.
Look for a forthcoming Newslink article to be published once the reports are released.
New Monthly and Annual Financial Trending Reports Available
Three new reports are available in Workday that are based on existing reports, but are configured to allow for trending and comparison of financial information on a monthly and annual basis. See a description of each new report below.
Equity Balances by Balancing/Carry Forward Worktags - Monthly Trending:
This report is configured to provide income statement activity by month for a specific Fiscal Year based on the Fiscal Year for the period selected in the report prompt. The report will return a new set of "Sources and Uses" columns for each month/period in the Fiscal Year that was selected.
Equity Balances by Balancing/Carry Forward Worktags - Annual Trending:
This report is configured to provide three years of income statement activity in the style of the Equity Balances reporting suite. The report uses the period selected, and then returns period year to date activity for the selected Fiscal Year, and the two previous fiscal years.
Sources and Uses - Annual Trending:
This report is configured to provide three years of income statement activity in the style of the Sources and Uses suite. The report uses the period selected, and then returns period year to date activity for the selected Fiscal Year, and the two previous fiscal years.
New Process Tips and Tricks: Requisitions
New tips and tricks information on the Requisitions process has been added to the Business and Finance website. This provides users with an overview of the business process and a crosswalk to additional resources.
Miscellaneous Payment Request Send Back Issue Corrected
The previously reported issue related to Miscellaneous Payment Requests has been corrected. To recap, The Enterprise Business Solutions (EBS) team received reports from Accounts Payable of a high volume of Manual Send Backs, automated by Workday, when certain attributes were updated on the Payee record, while Miscellaneous Payment Requests were "In Progress."
Workday no longer sends back the requests unless the Payee address or bank account information is updated.
As always, we appreciate the Ohio State Workday user community's patience as we worked to resolve this issue.
Workday Search Tip for Ohio State Stores Inventory
Our warehouses have thousands of items including beverages, breakroom supplies, buffers, chemicals, copy paper, gas cylinders, gloves, lab supplies, nitrile, office products and OSU branded items.
Read the full post for instructions on performing a quick and effective search of Ohio State Stores products available to order through Workday.
New Internal Order Billing for Internal Service Providers
Coming in October 2023, Internal Service Providers (ISPs) will use a new process in Workday to invoice other internal departments or units at Ohio State. The Internal Order Billing (IOB) process replaces the need to create an Internal Service Delivery (ISD) to bill other internal departments and units for both the university and the Health System.
This functionality benefits end users, earnings units, and central Finance. It aligns the Internal Order Billing process with other standard procure-to-pay processes, improves transparency of internal order billings for end users, and streamlines and improves monthly close processes and reporting. See the full post to learn about go-live timing, what's changing, how affected parties should prepare, and where to find help resources.
Procurement Agreement Expedited Review Process
Beginning July 2023, a new expedited review process is available that allows Senior Fiscal Officers (SFOs) to sign procurement agreements when specific criteria are met. Review the Procurement Agreement Terms and Conditions Expedited Review Process Guide and FAQ document for more details.