NewsLink Articles
Business and Finance Policy Hosting Changes
Policies owned by Business and Finance will no longer be hosted on the B&F website. Instead, they will be hosted by the University Policy Office at policies.osu.edu. The B&F website information will continue be available as usual since the document links will be changed to point to the new host. However, any personal browser bookmarks will need to be updated. The website work should be completed by Friday, January 27.
Grants Can be Used on Position Restriction Costing
Effective Friday, January 20, Position Restriction costing allocations can use grants. Any new positions that are grant funded can now be set up at the Create Position step. Cost Center Managers are not required to update the previously recorded costing allocations to accommodate the new functionality.
Payroll Encumbrance Adjustments
Update:
The Workday issue with payroll encumbrance adjustments has been resolved and the Controller's Office ran the process successfully on February 18. Payroll encumbrance balances now represent approved activity through that date.
Original post:
The Controller's Office is currently unable to run payroll encumbrance adjustments due to an issue within Workday. Workday plans to deliver a fix the weekend of February 10, and it will require testing before going into production. All payroll encumbrance balances represent approved activity through January 3. Any changes to hires, terminations, funding, FTE, or pay rates after January 3 will not be reflected in the General Ledger or in the "Positions for Plan" reporting until the issue is resolved. We apologize for any inconvenience. The payroll encumbrances will be updated as soon as possible.
Coming Soon: "Workers on Leave for Cost Center Managers" Report Enhancement
The "Workers on Leave for Cost Center Managers" report is being enhanced to return workers on leave that have "active" leave on or after the date the report is run through the end of the fiscal year. This will allow units to see future dated leaves that may impact their fiscal year encumbrances. The change will be migrated into production the week of January 23.
"Find Journal Lines – OSU Payroll Detail" Report Enhancement
To provide additional reporting attributes, fields for "Fiscal Year," "Fiscal Period," and "Job Code" will be added to the "Find Journal Lines – OSU Payroll Detail" report output on Tuesday, January 24.
In addition, a new "Pay Component/Fringe Basis" report prompt will be added. The new prompt is a freeform field that can be used to return all rows associated with an earning. This change will help show fringe rates associated with an earning code.
“Find Credit Card Transactions for Worker Organization Assignments" Report to be Decommissioned Feb. 28
The "Find Credit Card Transactions for Worker Organization Assignments" Workday report will be decommissioned on February 28.
Individuals can utilize the report “Credit Card Transactions – OSU” as the replacement to the decommissioned report.
Users with saved filters for the report are asked to delete them prior to the decommission date.
"Find Spend Authorization Summary – OSU" Report Enhancements to Better Track Spend Authorizations Requiring International Travel AOU
The "Find Spend Authorization Summary – OSU" report has been enhanced to provide additional flexibility and insight into tracking the completion of the International Travel Acknowledgement of Understanding (AOU).
The fields listed below have been added to the report output.
- "International AOU Required" - Shows "yes" if the Spend Authorization requires completion of the AOU questionnaire.
- "International Travel AOU Acknowledgement Date" - Shows the date selected on the questionnaire if completed. If the questionnaire has not yet been completed, this will be blank.
In addition, a checkbox has been added to the prompt (Spend Authorizations with International AOU Only), that when selected will only return results in the report that include an International Travel AOU questionnaire. To view only "in-process" Spend Authorizations, it is also recommended to use the status prompt filter as well.
Workday Unavailable Due to Planned Monthly Maintenance Jan. 14
Workday will be unavailable due to planned monthly maintenance on Saturday, January 14, 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.
Unmapped Fringe Benefits Issue
Please be aware that the HR team has been completing a clean-up on positions retroactively, involving changes between staffing models (position management to job management, or vice versa). This may cause financial users to see unmapped fringe benefits on reports. Unfortunately, there have been cases where this has affected sponsor billing as well. The Enterprise Business Solutions (EBS) team is aware of the issue and is actively working to investigate the impact so that a central correction can be completed. There is no other fix right now unless it is completed centrally, and end users are being made aware that a resolution is in the works.
Collibra Data Catalog License Expires Dec. 22
The license agreement for Collibra, the university’s data catalog tool, expires on December 22.
The current license agreement with Collibra expires on Thursday, December 22, and the system will be inaccessible beginning this date. The Data Governance team is currently exploring options to support the university’s data governance needs, though a final solution will not be announced until sometime in 2023. In the meantime, all data currently stored within Collibra will be preserved for the next tool. Additionally, users can continue to submit metadata via ServiceNow or by contacting the team at datagovernance@osu.edu and they will hold onto it until a new tool is selected.
Once a vendor has been selected to host the data catalog, an announcement will be made. Users can reach to datagovernance@osu.edu with any questions.