NewsLink Articles
New Journal Entry EIB template - Update Now
The template to upload journal entries via Enterprise Interface Builder (EIB) has been updated as of 5 p.m. on Wednesday, September 15. You must use the new EIB template available in the Administrative Resource Center as the previous template is no longer supported.
The change includes the addition of a “Central Correction No ACP” option in the template’s journal source drop-down menu. This journal source is to be used by a few users already identified on the central accounting team for correcting entries that do not need the grants ACP process run or a non-OSP transaction correction that needs to bypass custom validations.
Workday Buying Experience Office Hours
Representatives from the Grants Shared Service Center and the Procurement Shared Service Center will be available to address top questions received from Workday users.
Sessions are planned for Wednesdays at 1 p.m. on September 29, October 13, and October 27.
Prepaid Supplier Invoices
A recent update has been made to allow the Cost Center Accountant, Accountant and Accounting Manager roles to mark supplier invoices as prepaid and create amortization schedules.
An example of this instance would be if a department has a monthly subscription that they pay once a year. An Invoice comes in January 1 and it would be marked as prepaid and amortized from January 1 to December 31. The change is marking supplier invoices prepaid via accounting adjustments after the invoice is paid. If a unit doesn’t have prepaid invoices, there is no change for them. But if they have invoices that are prepaying expenses and want to reclassify it from an expense account to a prepaid balance sheet account, Cost Center Accountants in the units can do this.
Review the Prepaid Supplier Invoices Job aid available in the Administrative Resource Center.
Additional Ad-Hoc Approver Functionality Available
Additional Approvers for requisitions, purchase orders, supplier invoice requests, miscellaneous payments, spend authorizations, and expense reports have been updated.
- Senior Fiscal Officer and Senior Leader roles are no longer constrained by Cost Center (anyone in roles can be picked when needed regardless of Cost Center on the transaction).
- Principal Investigator and Co-Principal Investigator (both unconstrained) are now available.
- New role for Additional Administrative Approver (unconstrained) for additional ad-hoc approvers when needed. This should only be used when the additional approver is not in the standard workflow for the transaction. Assignment to Additional Administrative Approver should be requested through standard access request process in ServiceNow.
Journal Sources Help Materials Updated
Two journal-related items in the Administrative Resource Center (ARC) have been newly added or revised.
The System-generated Journal Source Guide shows the operational journal source name and the type of data that is posted automatically by the system once a business process is complete. This helps with analyzing data for use with reporting.
The existing Journal Source Quick Reference Guide has been renamed Manual Journal Source Quick Reference Guide. Its purpose is to help users determine which journal source is appropriate when working with manual journal entry.
Register for Cybersecurity Days 2021
Registration is open for Cybersecurity Days 2021—October 6 and 13!
Each October, The Ohio State University presents a multi-day, technical and awareness conference, Cybersecurity Days. Sessions are offered for all skill levels because cybersecurity awareness is important wherever humans and technology connect. Access the Cybersecurity Days website for more info about registration, speakers and topics.
The 2021 Cybersecurity Days event is open to Ohio State students, faculty, staff and invited guests free of charge. If you're an Ohio State University Wexner Medical Center (OSUWMC) staff member, please use your name.# on the registration form.
Research Reporting Updates
- Award Co-Principal Investigator data has been added to eActivity Reporting in the Reporting and Analytics Environment.
- PI Portal Benefit Rates for FY22 have been updated and benefits are now reporting correctly.
- PI Portal balances may not be correct if purchases included capital equipment. Please use Workday report "Budget vs Actuals by Object Class" for accurate balances.
National Payroll Week September 6 - 10
National Payroll Week begins on Monday, September 6! Well, at Ohio State it begins after Labor Day on Tuesday, September 7. Take a moment to give some thanks to our colleagues in Payroll Services in honor of National Payroll Week. Our Payrolll friends ensure you receive your paycheck accurately and on-time, every time.
You say you’ve never heard of this holiday? Beginning in 1996, the American Payroll Association (APA) founded National Payroll Week to coincide with the celebration of Labor Day. We've given a NewsLink shout out to National Payroll Week for many years as a way to give thanks while adding some variety to the usual deadline and system change information shared.
Did you know that through payroll withholding, America’s workforce and our payroll professionals contribute, collect and report 70% of the annual revenue of the U.S. Treasury, amounting to roughly $2.4 trillion per year? See the full article to learn more and even enjoy the NPW theme song!
Previous Fiscal Year Purchase Orders
The Office of the Controller and the Enterprise Business Solutions (EBS) team are aware that open purchase orders in previous fiscal years may not have rolled forward into fiscal year 2022 to fully reflect encumbrances. The teams are working to determine the root cause and to find a resolution. They will provide updates when available. Questions or concerns, please reach out to CTL-FDMRequests@osu.edu.
Quarterly IDP Training Review - September 2021
The Institutional Data Policy (IDP) course is required annually for anyone with access to restricted data which includes those who will have access to Workday beyond using self-service features.
To support the training requirements of the policy, there is a quarterly review to confirm Workday users with access beyond self-service features have fulfilled IDP training requirements. The next quarterly review take place in September. Anyone subject to the quarterly review who has not completed IDP training within the past 365 days at 5 p.m. on Thursday, September 30, 2021 will be limited to self-service access only.
You will receive additional communication in September if your current IDP training will expire before or on Thursday, September 30, 2021. See the full NewsLink article to learn how to review your completed training and determine the exact date when your current IDP training expires.