Tagged: NewsLink

Initial FY27 payroll commitments are scheduled to be run on June 20. Please be aware that due to system constraints, FY26 payroll commitments will not zero out until an integration with a journal source of "Payroll Encumbrance Accrual Reversal" runs (scheduled for July 6). Correcting entries for any over liquidations will also post on July 6. Due to this issue, encumbrance adjustments will not run between June 21 and July 6 when the year-end close work is complete. The regular encumbrance adjustments schedule will resume on July 7. Reporting for University and OSP will be affected until this date.

New approval and review steps for purchase requisitions are coming soon and will be rolled out in two phases this year (July 1 and September 1). Phase 1 will simplify approvals and shift some responsibilities, while phase 2 will fine-tune the process, clarify responsibilities, and add controls where needed.

The Travel and Expense Offices will conduct a system cleanup of aged transactions to release encumbrances, improve performance, and remove outdated items. It's important to remember that all units are responsible for reviewing and managing outstanding transactions before the July 1, 2026 deadline. Note, please do not close, approve or modify any Expense Reports or Spend Authorizations from end of business on Monday, June 29, through the start of business on July 1. Doing so will cause accounting roll forward issues that result in incorrect financial balances for the year. See the full post for more details.

Effective July 1, 2026 the Bid Waiver and Board of Trustees Resolution Waiver processes will officially transition into Workday, bringing significant improvements to how waiver requests are submitted, tracked, and approved. OSU Wexner Medical Center Employees should continue to work with their Medical Center Supply Chain team on all bid waiver needs. See the full post to learn more about what this change means for the university and what benefits will be realized.

The new Alcohol Service Pre-Approval Request in Workday will go live on on July 1, 2026, in alignment with the revised Alcohol and Other Drugs policy. The new process will provide a more consistent way to review and approve alcohol service at applicable university-sponsored events. The Workday form will guide users through event-specific questions and route requests based on the appropriate review path. See the full post for more details.

As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY26 and re-opened in FY27. An encumbrance will not roll-forward into FY27 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the guidance shared in the full post for subaward supplier contract amendments.

Please refer to the Unit Year-end Checklist (link in full post) for important year-end dates, timeline information and tasks that need to be performed. Change Order purchase orders that are in progress as of June 30 do not roll forward. Procurement and expenses close will occur at noon on Tuesday, June 30. Like last year, to avoid potential accounting issues, we are asking that no transaction approvals, changes, or cancellations occur after that time until the roll forward is complete the following day. This includes Requisitions, POs, Change Orders, Supplier Invoices (for both Internal and External Suppliers), Miscellaneous Payments and Expense Reports. It's highly recommended to have FY26 procurement and expense transactions fully approved by the end of the day on Monday, June 29. The university will not issue any purchase orders from noon on Tuesday June 30 until midnight (12 a.m.) on Wednesday, July 1. Learn more in the full post.

To prepare for the end of the fiscal year, it is critical to review costing allocations to ensure they are accurate and up to date. The Payroll Funding reports can be used to review and identify when costing allocation updates need to be made. Due to validations that restrict cross-fiscal year payroll accounting adjustments (PAAs), you will not be able to correct payroll funding with a PAA after the fact in the new fiscal year (after July 20, 2026) if the PAA does not involve an OSP grant. See the full post for the recommended costing deadlines for June FY26 along with additional details.

University Purchasing, OTDI and additional partners have worked together to make software procurement simpler, faster and more effective for colleges and units. And now we’re ready to fully roll out the new process to the university community! To assist in that effort, this online Software Management Toolkit shares helpful resources to set up colleges and units for success. Thank you for your cooperation in strengthening software management across the university.

To assist with the year-end procurement roll-forward process, the Controller’s Office is analyzing old internal and external Purchase Orders (PO) and will be closing out POs that meet these parameters during the week of May 18: 1. POs that are over 18 months old which have not been invoiced in the previous year (excluding POs for multiyear service contracts that are only billed annually, those related to construction projects beginning with “PJOSU,” OAKS type POs, and those that are FD520 grant related); and 2: POs that have a remaining balance of greater than .01 and less than $1 that have a "last activity date" prior to May 2026. To learn more, including how to see what POs will be closed as part of this process and how to reopen POs closed in error, see the full NewsLink post.