NewsLink Articles
Workday Unavailable Due to Planned Quarterly Maintenance July 23
Workday will be unavailable due to planned quarterly maintenance on Saturday, July 23, from 2 a.m. to 2 p.m.
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.
Payroll Encumbrances for 9-month Faculty
Encumbrance updates for 9-month faculty (the adjustment to convert encumbrances from 12 months to 9 months) are still being calculated. Updates are anticipated to be finalized by mid-July.
Prepaid Airfare Ghost Card Selection with Corporate Travel Planners/Concur
Effective July 1, 2022, only one prepaid credit card is available to select when purchasing airfare through the contracted travel agency (Corporate Travel Planners) or their online booking tool (Concur).
Units will no longer be impacted by independent calculations of sponsored sources that have earned rebate by card selection errors for airfare. After airfare is purchased on the university’s prepaid credit card and processed on an approved Expense Report, OSP will identify expense lines that contain grant worktags and process a journal on a monthly basis to credit the expense from rebate earning restrictions. There may be a delay between when the initial expense post and the rebate credit.
Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.
Spend Authorization Mass Close
Beginning in July 2022 and annually thereafter, the Travel Office will be conducting the Spend Authorization Mass Close process to release pre-encumbrances on aged Spend Authorizations.
Eligibility for mass closure is based on the return date on the Spend Authorization header being at least 1 year prior to the Mass Close process date (e.g., any Spend Authorization with a return date of July 2021 or before).
To ensure proper closure of open and aged Spend Authorizations, units must take the following actions by July 15:
- Cancel any “draft” or “in progress” Spend Authorizations that are not intended for approval
- Cancel any “draft” or “in progress” Expense Reports that are not intended for approval
Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.
Airfare Expense Report Processing
Beginning July 1, 2022, the Travel Office will absorb the process of expensing airfare transactions purchased through Corporate Travel Planners (CTP) or Concur. This does will NOT include Athletics or Group airfare transactions.
The Service Center (UNIV) or Cost Center Manager (Health Systems) is responsible for:
- Changing Worktags (if applicable)
- Verifying any personal travel combined with business (including cost comparison adjustments)
- Reviewing for policy requirements
- Approving in a timely manner (including Traveler certification)
Expense Reports should not be cancelled or sent back for adjustments.
Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.
Schedule to Run the 120 Day Award Closeout Report To Reduce Run Time
With the volume of data now in Workday, users are experiencing system performance issues when running the 120 Day Award Closeout Report. We recommend users schedule the 120 Day Award Closeout Report to run during off-hours (in the evening, overnight, or during the weekend). Scheduling the report during non-peak hours will reduce the amount of time it takes to run the report. The report also remains available for viewing within Workday for the number of days you specify when scheduling the report.
Procurement Office Hours for FY23
The University Procurement/AP open Office hours will continue monthly through FY23. Each monthly session will be held at 1 p.m. on the third Thursday of each month. Use the MS Teams link to join.
Check the full NewsLink article to see the schedule.
"Credit Card Transactions – OSU" Enhancements
The "Credit Card Transactions – OSU" report has been enhanced to provide more flexibility and details to assist areas in researching and resolving unexpensed transactions. See the full NewsLink article for a summary of enhancements.
Policy Updates and Browser Cache
Many policies have been updated across Business and Finance, including minor revisions and substantive changes. Some people have reported seeing outdated policy documents due to information being saved in their web browser history. The policies.osu.edu site will show the last edit date of the policies, and the document that you view should have the same revision/edit date (found at the very bottom of the policy).
If you see an outdated revision, please use the steps shared in the full NewsLink article as a guide to clear old information from the browser.
Finance and Supply Chain Drop-In Office Hours
Two drop-in office hour sessions will be available in July. The sessions will be focused on year-end needs and allow units to stop in if there are questions related to finance or supply chain as we approach year-end close. No formal agenda or material will be presented.
- Drop-In Office Hours (Finance and Supply Chain) Session 1 of 2, Wednesday, July 6 from 1 - 2 p.m. Use the MS Teams link to join.
- Drop-In Office Hours (Finance and Supply Chain) Session 2 of 2, Tuesday, July 12 from 1 - 2 p.m. Use the MS Teams link to join.