NewsLink Articles
November 2020 PCard Reallocation
The reallocation deadline for November 2020 is Wednesday, November 25.
Rules Engine Freeze Date in PeopleSoft
The current auto-journal rules that were developed in Sungard to integrate with PeopleSoft are being replaced with a Rules Engine developed for Workday. As we prepare to go live with Workday in January, we are freezing changes to current auto-journal rules as well as requests for new rules on November 13.
For emergency merchant requests during the freeze period, contact Matthew Moore.4409 in Treasury Operations.
October GL Monthly Close
The October General Ledger monthly close deadlines are as follows...
Workday Deadline: Balances in PCard Clearing Account (61206)
A university-wide deadline for moving balances out of the PCard clearing account (61206) is set for December 30, 2020 (coinciding with the final reallocation deadline in Peoplesoft). These balances represent unreconciled transactions on PCards assigned to the college/department units. It is critical that all charges in the PCard clearing account be reallocated to the appropriate expense account by December 30, 2020 in preparation for the implementation of Workday. The PCard Office will continue to monitor account 61206 to ensure that charges are being cleared.
Workday Security Roles and Training
Be sure to check your BuckeyeLearn transcript for training you are expected to take to support your job duties when Workday goes live on January 3. For a complete list of the expected and recommended training needed for your assigned security roles, review the Course Assignments by Security Role matrix (Box link). Check out the Enterprise Project website for more training information.
Important Workday Implementation Freeze Dates for October
In case you've missed it, the online Workday Calendar provided by the Enterprise Project, shares a full listing of deadlines and system freeze dates as part of the move to Workday go-live.
Important Workday implementation freeze dates for October include:
October 28: Last day to submit bulk/buy inventory requests for December 2020 and January 2021. (Campus, Health System and OSU Physicians).
October 31: Last day for decentral users to send update requests to Asset Management. (Campus).
Procurement Agreements in OnBase
This new process will replace the BF-PUR-Agreements email. However, this email, will still be available for questions.
Your service center contacts will process the procurement agreements in OnBase for you.
Please visit our website for additional information, including the Procurement Agreements job aid. The training session for Procurement Agreements in OnBase was recorded and is availabe through BuckeyeLearn.
Updated PCard Forms
In preparation for Workday and the inclusion of Office of Sponsored Program (OSP) cards to the PCard Program, the PCard Application and Maintenance Form have been updated.
Effective October 1, 2020, Principal Investigators (PI) will be able to order a PCard designed to replace the current AMEX cards. Based on card selection, the forms will workflow through DocuSign for Senior Fiscal Officer (SFO) approval and OSP (when applicable). Although the OSP cards can be ordered in October, usage is not permitted until after Saturday, December 26, 2020 to ensure transactions are loaded into Workday.
Other features have been adjusted in the PCard Forms to accommodate the transition to Workday.
If you have any questions, please contact the PCard Office at pcard@osu.edu or 614-292-9290.
DocuSign behind BuckeyePass
On Monday, October 19, Ohio State's eSignature service (DocuSign) will now be protected by a multifactor authentication service, BuckeyePass (Duo). Ohio State is expanding its use of multi-factor authentication to increase the level of security that prevents unauthorized individuals from accessing university information.
eSignature is a university service that uses DocuSign, a digital application allowing users to securely sign, initial and enter other information on an electronic document rather than a physical copy. BuckeyePass is a multifactor authentication service provided to Ohio State faculty, staff, students and student employees. It helps protect your account even if your password is stolen.
October 2020 PCard Reallocation
The reallocation deadline for October 2020 is Thursday, October 29.