NewsLink Articles
Requisition and Purchase Order Notifications
As part of a standardization project, the business teams have been reviewing notifications for the Requisition and Purchase Order Business Processes to help create consistency across each process. These enhancements will be completed on Monday, October 9. The change described below will be made to help improve the end user experience.
- The “Requested on behalf of” will be notified if someone else (the initiator) starts a requisition on behalf of them.
- The requisition requester (and Requested on behalf of if applicable) will be notified if the amount of the requisition is changed by someone downstream.
- The requisition requester (and Requested on behalf of if applicable) will be notified if anyone other than the requester of a requisition cancels or denies the requisition.
- For Requisitions, only PCard, Inventory Replenishment and Change Order Requisitions the system will notify the requester (and Requested on behalf of if applicable) at completion of the business process. For everything else notification will go out at the issuance of a Purchase Order.
- Prior approvers will all now be notified if a subsequent approver denies the requisition.
See the full post for a reminder about how Workday notifies initiators, reviewers and approvers as a Workday transaction moves through a business process.
Planned Maintenance and Downtime for Student Apps Oct. 13 - 15
From 5 p.m. on Friday, October 13, until 11 a.m. on Sunday, October 15, multiple PeopleSoft Buckeye Link services (Campus Solutions/Student Information System) will be unavailable due to planned maintenance. This change has a longer maintenance window that differs from previous SIS planned maintenance. For most students and faculty users, the change should not be noticeable, however, there are also some additional business area impacts detailed in the full post.
Spend Authorizations Closed from Expenses Hub
Administrators should advise travelers to exercise caution when working in the Expenses Hub. Upon selecting the “Actions” button for Spend Authorizations, the banner action prompt and other instructional text should be reviewed before selecting “Ok” to confirm the correct business process is initiated.
Spend Authorizations that have been prematurely closed are unable to be restored to “Approved” status and will not allow Expense Reports to be linked to the Spend Authorization. If a Spend Authorization has been closed in error, the Spend Authorization number should be referenced in the memo or comments of the Expense Report and a new Spend Authorization should not be submitted.
This issue has been added to the Enterprise Business Solutions (EBS) gap list for consideration and improvement by Workday. For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
Travel Office Hours – Updated Teams Link
Please be advised that the MS Teams link for Travel Office Hours has been updated. Participants should use the new link to attend future office hours (beginning October 2023).
Travel Office Hours are held on the first Tuesday of every month from 10 - 11:30 a.m. Participants will review current travel updates (industry, system, policy or supplier information), observe demos of Workday travel processes and/or how to use travel suppliers for booking, and ask questions regarding guidance for policy/system issues.
How to join? Use the Teams link available in the Travel Office Hours post on the Business and Finance site.
Enhancement to Principal Investigator Weekly Transactions Email
Currently, purchase requisitions and spend authorizations are reported on the weekly confirmation email sent out to Principal Investigators (PI) on their relevant Grants. Additionally, non-PO Invoices and Expense Reports without Spend Authorizations will start to be included during the month of October. This is to ensure that our PIs can review additional non-personnel charges against their Grants via this weekly reporting.
B&H Photo Upcoming Observed Holidays
B&H Photo will be closed in observance of Yom Kippur on Monday, September 25 and also for Sukkot on Friday, September 29 through Sunday, October 8.
Purchase orders issued during the closures will still be accepted but product will not ship until B&H reopens. Please contact the Marketplace Team at BF-Marketplace@osu.edu with questions.
New Functionality to Allow Customer Deposit Attachments
Customer Deposit functionality has been updated to enable users to add attachments for supporting documentation. Customer Deposits now has a new tab to include attachments when creating, editing, or revising the deposit. Anyone who has access to create and/or edit Customer Deposits will also have access to add/change attachments on Customer Deposit transactions.
Manager Foundations Training
A new training on Ohio State’s technology platforms, tools and resources is available for managers, manager liaisons, and administrative professionals. Build your foundation and confidence in using administrative technology that assists you in performing your work and managing employees. Human Resources team members will cover topics such as HR Connection, Workday, Microsoft 365, BuckeyeLearn and others, and guide you in finding and using tools that support your work. The Zoom training is offered the third Thursday of each month starting Sept. 21, at 10 a.m. Register for any session.
Effort Certification Reminders Coming This Month
A new monthly Workday notification and email reminder will be sent to individuals with effort certifications pending their approval for 30 or more days.
Earnings Units: Sales Tax Payable
Earnings units subject to sales tax must ensure a cost center journal is recorded monthly for sales tax payable to Debit 42000 Revenue and Credit 20500 accrued sales tax. This has been added to the Monthly Unit Reconciliation Checklist.
Please enter the journal ID on the sales tax form and submit your sales tax information monthly to salestax@osu.edu.
The Controller’s Office centrally relieves this payable monthly to reflect that sales tax has been remitted to the state.