NewsLink Articles
Workday Unavailable Due to Planned Monthly Maintenance Nov. 19
Workday will be unavailable due to planned monthly maintenance on Saturday, November 19, from 2 a.m. to 10 a.m.
Kronos and external dormakaba time clocks will be available, but employees using Workday to clock in and out should enter their hours once Workday is available again.
Health System Supply Chain users should note important information contained in the full NewsLink article.
Department Fiscal Payroll Processing Calendar and Period Close Reminders
As a reminder, the Fiscal Year 2023 Period Close calendar and Department Fiscal Payroll Processing calendar have been combined into one single calendar. The calendar can be found on the Controller’s website both under Business Processes within the Period Close and the Payroll Accounting pages. As an added reminder, close for expenses and procurement occurs at 5 p.m. on the last business day of the month.
New Business and Finance Training and Help Resources
New Business and Finance training and help resources have been recently made available.
Supplier Invoice Basics:
A new Supplier Invoice Basics 15-minute course is available in BuckeyeLearn. This session is recommended for Ohio State employees that make purchases and work with suppliers.
This process is part of Accounts Payable or AP. This course is meant to help staff that procure goods and services learn about the supplier invoice process to help make sure the suppliers you engage with get paid in the expected timeframe.
PCard Process: Tips and Tricks webpage:
New tips and tricks information on the PCard 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.
Reimbursement (Non-Travel) Process: Tips and Tricks webpage:
New tips and tricks information on the Reimbursement (Non-Travel) 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.
Upcoming Finance and Supply Chain Reporting Updates
Coming Soon: Plan Versus Actuals by Plan Worktags:
A new report that compares plan to actuals variances by plan worktags has been developed in Workday and will be migrated into production the week of 11/14/22. The report shows plan to actual variances by each unique combination of: Balancing Unit, Cost Center, Fund, Program, Project, Activities and Events, and Assignee.
Note: The Grant and Gift worktags were omitted from this report as plan is not loaded down to these dimensions.
Coming Soon: Find Journal Lines – OSU Payroll Detail:
A worktag titled 'Fringe Basis' began generating in FY23 Fringe Benefit Journal Lines. The worktag provides additional visibility into the earning code the fringe benefit expense is associated with. To provide additional transparency in reporting, the new worktag will be added to Find Journal Lines – OSU Payroll Detail as a column.
Coming Soon: "Credit Card Transactions – OSU" Enhancements:
Enhancements are coming soon to the "Credit Card Transactions – OSU" report to show the Merchant City (U.S. and Canada Only), and Merchant Country data provided by the Merchant when processing the credit card transaction.
Note that these two fields are provided by the Merchant therefore the data integrity solely relies upon the Merchants classification of the charge.
Participate in International Fraud Awareness Week!
November 13 - 19 is International Fraud Awareness Week, which means it’s the perfect time to brush up on your fraud detection abilities. Learn how to spot common holiday-related and CEO scams and brush up on your abilities to detect and report phishing emails on the Cybersecurity for You (C4U) awareness platform. C4U offers learning activities and actionable techniques to help you live a safer digital life. Not only can you learn how to secure your digital life, but each activity completed gets you one step closer to obtaining a variety of digital rewards!
Cybersecurity Days Community Forum Recordings Available
Did you miss the chance to join Ohio State's Cybersecurity Days Community Forum last month? Well, you’re in luck, as the full recording of the day’s events have been posted to the Cybersecurity Days 2022 Community Forum YouTube playlist.
The videos feature informative talks by Amy Geiger, North American Cyber Security Lead, Accenture; Terin Williams, Cyber Security Advisor, Department of Homeland Security - Cybersecurity & Infrastructure Security Agency (CISA); and Helen Patton, Chief Information Security Officer (CISO), Security Business Group at Cisco. Also featured are sessions on public-private partnerships and the importance of cybersecurity education with Lori Mesi, Secondary Pathways and Partnerships, Dublin City Schools; Scott Sweet, Teacher, Dublin City Schools; and Connie Matthews Reynolds, Founder/CEO of ReynCon.
BuckeyePass to Protect Sponsored Guest Process
Because stolen, compromised or damaged information can lead to unwanted and unnecessary consequences for both staff members and the university, Ohio State is increasingly expanding the use of multifactor authentication. The Sponsored Guest account process will be the latest system to adopt BuckeyePass protection on November 16.
Salary Over the Cap Visibility Changes
A Workday enhancement was released to production during the weekend of 10/22. Previously, if a grant expired, the Salary Over the Cap (SOC) bubble was no longer visible. Workday released an enhancement where the SOC bubble will now remain visible even if the grant expires.
This enhancement applied to all events in the future, but not in the past. This means we will still not have visibility for transactions that expired prior to the 10/22 release date.
The inability to report on Salary Over the Cap worktags is still an outstanding Workday issue.
OnBase Reporting and Job Aids Now Available
OnBase automates the pairing of invoice detail lines with purchase order detail lines prior to posting an invoice in Workday. New resources are now available to help provide additional visibility and support around this process.
OnBase Job Aid - A new OnBase job aid has been created for OnBase users. The guide provides information about basic OnBase functionality and navigation.
Reporting - Enhanced reporting has been made available to Tableau users with access to the Finance and Supply Chain >> Spend domain. A new folder entitled "OnBase Invoices" houses the "OnBase/Unposted Invoice Search" report. This report provides basic invoice information about invoices held in OnBase, prior to the invoice posting to Workday.
Cost Center Director and Senior Fiscal Officer Transaction Process Flow Routing Updates
To ensure transactions are not skipping the review/approval steps for Cost Center Managers and Department Leaders when a Cost Center Manager or Department Leader is initiating or having a transaction initiated on their behalf, the following alternate routing updates are being made in Workday.
- Cost Center Manager steps will route to Cost Center Director when there is no Cost Center Manager to assign.
- Department Leader steps will route to Senior Fiscal Officer when there is no Department Leader to assign.
These updates will also keep the steps in the business process from going unassigned due to there being no security assignment for the Cost Center Manager and Department Leader roles. This change was made for Spend Authorizations and Expense Reports on Thursday, October 27. The change was also made for Supplier Invoice Requests, Requisitions, and Miscellaneous Payments on Thursday, November 10.