NewsLink Articles
New Process Tips and Tricks: Miscellaneous Payments
New tips and tricks information on the Miscellaneous Payment process has been added to the Business and Finance website to provide users with an overview of the business process and links to additional resources.
National Payroll Week September 4 - 8
National Payroll Week 2023 begins on Monday, September 4. Take a moment to give some thanks to our colleagues in Payroll Services in honor of National Payroll Week. Our Payroll friends ensure you receive your paycheck accurately and on-time, every time.
You say you’ve never heard of this holiday? Beginning in 1996, the American Payroll Association (APA) founded National Payroll Week to coincide with the celebration of Labor Day. We've given a NewsLink shout out to National Payroll Week for many years as a way to give thanks while adding some variety to the usual deadline and system change information shared.
Did you know that through payroll withholding, America’s workforce and our payroll professionals contribute, collect and report 70% of the annual revenue of the U.S. Treasury, amounting to roughly $2.4 trillion per year? See the full article to learn more and even enjoy the NPW theme song!
Managerial Trial Balance Report Change
As of Friday, September 1, the "Managerial Trial Balance" report behavior will change when viewing equity balances.
Prior to the change, equity balances would calculate "beginning balance – net margin" to derive an ending equity balance. After this change, the equity balance on the trial balance will always reflect the beginning balance numbers. Going forward, you must take your equity balance and subtract your net margin from it (sum of Revenue and Expenses) to obtain the derived equity balance as of the date you run the report.
Report Enhancement: Flexible Payroll Expense Data (Tableau Report)
The "Flexible Payroll Expense Data" report allows users to customize worktags to display when reviewing payroll expenses. As of Monday, August 21, 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 column selections will appear above the column’s headings and will remain displayed.
New Reporting on Business Process Approval Times Now Available
As of Monday, August 21, a new series of reports will be available that offer insight into the amount of time transactions spent in pending approval steps during workflow. 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 called "Business Process Approval Times - Finance/Supply Chain." See the full NewsLink post for more details.
FDM Worktag Reference Guide Updates: Driver and Related Worktags
The downloadable FDM worktag reference guide has been updated to include information on “Driver” and “Related” worktags and how they function. It is highly recommended for related worktags to only be used if that is going to be the associated worktag value 100% of the time. It is important to understand that related worktags will replace any worktag that may have been manually entered or populated from another driver worktag. For an Enterprise Interface Builder (EIB), if a worktag is not specified in the EIB but it is related, it will be added when the EIB is loaded. See the full NewsLink post for more details.
Role Pairing Removal for Cost Center Manager and Fund Transfer Approver
As of Tuesday, August 8, the Cost Center Manager role is no longer paired with the Cost Center Fund Transfer Approver role. The Cost Center Director role will continue to be paired with the Cost Center Fund Transfer Approver role.
Access will not be automatically removed for existing assignments to Cost Center Manager, but no additional pairing assignments for the CCM will occur. Access can still be added for Cost Center Manager using the Workday security request process within Service Now and will need to be approved by the senior fiscal officer.
New Workday Alerts During Period Close for "Created" and "In Progress" Journals/Fund Transfers
Starting in September (during August month-end close), initiators and approvers of journals and fund transfers that are in a "created" or "in progress" status on business day 4 will see new Workday alerts/notifications. It is important to take immediate action on these items prior to 4 p.m. on business day 5 to avoid these entries being canceled or moved to the next period.
Reminder: Internal Order Billing for Internal Service Providers
Beginning with goods and services provided in October, Internal Service Providers (ISPs) should now use the new Internal Order Billing (IOB) process in Workday to invoice other internal departments or units at Ohio State. In addition to being aware of the resources and key dates and described below, review the original NewsLink post for this change.
Internal Service Delivery (ISD) should still be used to bill for goods and services provided in September. The ISD process will be decommissioned on October 31, 2023. All ISDs must be submitted by 5 p.m. on October 31.
Training and helpful resources:
- Internal Suppliers - Looking for a list of internal suppliers?
- Search the list of Internal Suppliers at the Find a Supplier website (login required).
- For Internal Billing Specialists - Virtual training will be posted to the Internal Order Billing Teams Channel the week of October 16.
- Virtual lab sessions are being offered from 2 - 3 p.m. on October 19 and October 26 to answer any questions as ISPs go live. Use the Teams link to join the meeting (Meeting ID: 249 387 856 623 and Passcode: TSW2SB)
- Job aids are available in the Administrative Resource Center (ARC). Answers to frequently asked questions have been added to the job aids.
- Questions? - Submit questions to ctl-fdmrequests@osu.edu. Those with the internal billing specialist security role can also submit questions to the Internal Order Billing Teams channel chat.
Delay in Internal Purchase Order Closures to Support New Internal Billing Training
In order to support training for the new Internal Order Billing process go-live in October, the Controller's Office will be slightly delaying the closure of internal purchase orders during August close and September close. Internal purchase orders for August will be closed on Tuesday, September 5 (as opposed to 8/31), and internal purchase orders for September will be closed on Monday, October 2 (as opposed to 9/29). This will ensure there is adequate test data in the training tenant.