NewsLink Articles
Airfare Expense Report Processing – FY23 Changes
Airfare purchased through Ohio State’s contracted travel agencies and charged to the university’s ghost card must be moved to the appropriate FDM (worktags) through an expense report.
Effective July 1, 2022 (FY23), Airfare transactions that are charged to the university’s ghost card with Corporate Travel Planners (CTP) or Concur will be submitted on an expense report by the Travel Office. Review the full NewsLink article for Travel Office expense report details and unit responsibilities.
Workday Unavailable Due to Planned Monthly Maintenance June 11
Workday will be unavailable due to planned monthly maintenance on Saturday, June 11, 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.
Three Workday Spend Authorization Reports to be Decommissioned June 30
Three Workday reports, “Find Spend Authorizations – OSU,” “Find Spend Authorization Lines,” and “Find Spend Authorization Lines for Organization” will be decommissioned on June 30, 2022.
These reports will be replaced by two new reports named “Find Spend Authorization Details – OSU” and “Find Spend Authorization Summary – OSU.”
Users with saved filters and worklet configurations for “Find Spend Authorizations – OSU,” “Find Spend Authorization Lines,” and “Find Spend Authorization Lines for Organization” are asked to delete them prior to the decommission date. Saved filters can be applied to the new reports in early June.
"Credit Card Transactions Not Expensed – OSU" to be Decommissioned June 30
The report "Credit Card Transactions Not Expensed – OSU" will be decommissioned on June 30, 2022. This report has been replaced by enhancements added to "Credit Card Transactions – OSU" which returns a more complete picture of Credit Card Transactions that are not fully expensed.
The PCard Office has created a "Report - Credit Card Transactions-OSU" job aid in the Administrative Resource Center (ARC) which users may choose to reference for this report.
Users with saved filters on "Credit Card Transactions Not Expensed – OSU" are asked to delete them prior to the decommission date. New Saved filters can be applied to the report "Credit Card Transactions – OSU" using the enhanced set of prompts.
"Find Supplier Invoices" has been decommissioned
As a reminder, Workday's delivered report called "Find Supplier Invoices" has been hidden. It was replaced with "Find Supplier Invoice Summary – OSU."
"Payroll Funding – Period Activity Pay – Expired Funding" Report
A new "Payroll Funding – Period Activity Pay – Expired Funding" report has been created to help finance users validate expired costing for Period Activity Pay Assignments. The report is available for end users and allows a user to search for period activity pay in a semester where one or more lines has an expired grant worktag associated with it.
Encumbrance Training
A new "Commitments and Obligations" virtual training has been created in BuckeyeLearn to help financial users and service centers develop a baseline skillset on encumbrances and pre-encumbrances.
Digi-Key electronics Joins Buckeye Buy June 1
Digi-Key Electronics will join Buckeye Buy on Wednesday, June 1 with a round trip (punch-out) catalog of electronic components and supplies. Contract and catalog details are available on the contract book page https://busfin.osu.edu/document/digikey-electronics.
Subaward Issues with Roll-forward Encumbrances
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY22 and re-opened in FY23.
An encumbrance will not roll-forward into FY23 if there is an active supplier contract amendment on a subaward. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the following guidance for subaward supplier contract amendments:
- Friday, June 17 - Last day to create new supplier contracts in FY22.
- Tuesday, June 28 - Last day to approve any in-flight subaward supplier contract amendments by close of business.
- Wednesday, June 29 - OSP will cancel any remaining in-flight subaward supplier contract amendments to allow encumbrance to roll-forward.
- Beginning Friday, July 1 - Resubmit any cancelled subaward supplier contract amendments. The Subaward Supplier Contract Initiator in the department can resubmit any cancelled amendments.
Please work with your Sponsored Program Officer (SPO) and Principal Investigator (PI) if you have any in-flight supplier contract subaward amendments before June 28. The goal is to avoid having these amendments cancelled before fiscal year-end.
Job Requisition Recruiting Instructions Changes
The Recruiting Instructions field in Workday was recently removed from new job requisition requests, and, as of May 26, this field has also been removed when editing a job requisition. Outlined below is a summary of the recent changes related to recruiting instructions and job requisitions as it relates to the Scheduled Weekly Hours project.
- The Recruiting Instructions field was removed on Edit Job Requisition and Create Job Requisition.
- The Job Requisition Change business process was updated to accommodate job requisitions no longer routing for financial approval and was updated so all job requisitions will route for full approval.
- The Scheduled Weekly Hours field will no longer be editable through Edit Job Requisition. If the hours need to be changed from what was initially requested, the job requisition must be closed and requested with the new hours OR the hours can be updated as part of the offer.
- Cleanup of existing and in progress job requisitions with FTE Hold Recruiting Instructions has occurred.
There is no additional action required other than being aware of the changes.