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To address the Workday encumbrance issues associated with payroll commitments for biweekly pay period 14 (6/16-6/29), FY24 payroll commitments were closed out the week of Monday, July 8 and a new integration with a journal source of "Payroll Encumbrance Accrual Reversal" was run to clear outstanding balances in FY24. Correcting entries for over liquidations in FY25 associated with PPD14 also have been posted. Reporting for personnel encumbrances should now be back on track and we will resume the regular encumbrance adjustments schedule starting July 15.

Below are details about reporting changes as of July 15.

Variance Analysis Reports Default Prompt Updates for Fiscal Year 25:

When the university asked OTDI to modernize our administrative systems with cloud-based Workday, Ohio State gained the ability to maintain a primary source of trusted data (a single source of truth) that could be shared by all of Ohio State and the Wexner Medical Center.

A new spend category has been created for warranties (SC11019). Previously, users were selecting the insurance services spend category for warranty transactions, which were routing for special category approval with Risk Management. Warranties do not require special category approval from Risk; therefore, this new spend category should be utilized for these transactions. 

The template to upload journal entries via Enterprise Interface Builder (EIB) is changing. Beginning at 5 p.m. on Friday, July 12, you will need to use the new template. The current template will not work after 5 p.m. on July 12. The current information found at the Upload Journal Entries (EIB) in the Administrative Resource Center (ARC) will be updated at the time.

Please note that the equity roll-forward of FY25 beginning equity balances will not occur until after second close, which is at 5 p.m. on the evening of Thursday, July 18.  As a result, reporting will be affected until the equity roll-forward process is complete.   

In an effort to improve travel data analytics, the Travel Office has coordinated updates with the FDM team (effective Monday, July 1) to separate expense items into distinct spend categories for enhanced reporting. Careful consideration should be made when selecting expense items or spend categories that can affect travel expense data and downstream reporting.

Initial FY25 payroll commitments were run on Sunday, June 23. Please be aware that FY24 payroll commitments will not zero out until a new integration with a journal source of "Payroll Encumbrance Accrual Reversal" runs on Friday, July 12. Correcting entries for any over liquidations will also post on July 12.

Enhancements have been made to the "Find Requisition Summary - OSU" and "Business Processes Awaiting Action - Requisition Detail" reports. New report fields that have been added to the output of each report are specific to requisitions with new supplier registrations. The new fields include those listed below.

• Date First Email was Sent to Supplier
• Date Second Email was Sent to Supplier
• Date Application was Received from Supplier

The Expense Office has launched a new webpage that provides guidance and resources for processing Non-Travel Reimbursements and Miscellaneous Payments including links to processing tools and job aids, reporting options, frequently asked questions, and news updates.