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Blank book code (activity for decentral journals) will be closing at 4 p.m. on Thursday, July 18. Please remember to take timely action on journals. As this is second close for fiscal year 2024, any journals or transfers in "Created" and "In Progress" status after 4 p.m. on July 18 will be cancelled.

As of July 18, an updated Workday notification has been created following the approval of a Subaward Supplier Contract or Subaward Supplier Contract Amendment. A notification of fully approved subaward supplier contract or supplier contract amendment goes to all the prior approvers in the workflow and the initiator. This creates consistency with other spend transactions.

All PCard Forms that support the issuance of a new PCard or adjustments to an existing PCard will be moved from DocuSign to Workday in August 2024. More information regarding the implementation date will be announced in the next NewsLink posting.

The PCard Office is offering an Information Session and Demonstration to provide guidance and resources to assist with the transition of the PCard Application and Maintenance Forms into Workday.

To address the Workday encumbrance issues associated with payroll commitments for biweekly pay period 14 (6/16-6/29), FY24 payroll commitments were closed out the week of Monday, July 8 and a new integration with a journal source of "Payroll Encumbrance Accrual Reversal" was run to clear outstanding balances in FY24. Correcting entries for over liquidations in FY25 associated with PPD14 also have been posted.

Below are details about reporting changes as of July 15.

Variance Analysis Reports Default Prompt Updates for Fiscal Year 25:

When the university asked OTDI to modernize our administrative systems with cloud-based Workday, Ohio State gained the ability to maintain a primary source of trusted data (a single source of truth) that could be shared by all of Ohio State and the Wexner Medical Center.

A new spend category has been created for warranties (SC11019). Previously, users were selecting the insurance services spend category for warranty transactions, which were routing for special category approval with Risk Management. Warranties do not require special category approval from Risk; therefore, this new spend category should be utilized for these transactions. 

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.

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.