Please continue to refer to the Unit Year-end Checklist, found on the Business and Finance website's Controller page, for important year-end dates, timeline information and tasks that need to be performed. Procurement and expenses close will occur at Noon on Monday, June 30. Similar to 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 FY25 procurement and expense transactions fully approved by the end of the day on Friday, June 27, 2025.
Tagged: Procurement
FY25 Year-end Timelines – Important Information
Juliette Lonsert | May 16, 2025Subaward Issues with Roll-forward Encumbrances
Juliette Lonsert | May 16, 2025As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY25 and re-opened in FY26. An encumbrance will not roll-forward into FY26 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.New Reporting Updates as of May 5
Cristina Cardenas | May 2, 2025These reporting updates are current as of May 5. The "Due Date" field has been removed on the prompt and output of both the "Reports Find Purchase Order Summary - OSU" and "Find Purchase Order Details - OSU" reports. In addition, a new column has been added to the output of the "Business Processes Awaiting Action - Asset Detail" report. The new column displays the Business Process Type. This has been added to allow users to identify and obtain metrics for the type of event that is awaiting action more easily.FY25 Year-end Business Document Clean Up
Cristina Cardenas | May 2, 2025As part of year end procedures and to help ensure a successful procurement roll forward, it is recommended that units review and close out old items with remaining balances if they will no longer be invoiced. Two helpful reports are available to assist with year-end business document clean up: the "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report and the "Purchase Orders with Documents Awaiting Action" report. See the full post for more details and report criteria information.FY26 Important UNIV Blanket Order Processing Information: Time Period - April 14 to June 30
Cristina Cardenas | April 4, 2025FY26 Blanket order entry can begin on Monday, April 14. A new workday enhancement will be turned on the week of April 7 to allow for future dated requisitions. Prior to this enhancement, users were instructed to "current date" blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year. With this new enhancement, all FY26 blanket order requisitions should be entered as future dated requests (request date of 7/1/25). The corresponding purchase order (PO) document dates and encumbrances will also be future dated, so they are correctly recorded for FY26. The PO will be issued after the requisition is fully approved. See the full post for more information to be aware of with this enhancement, including additional reminders about the use of blanket orders.B&H Photo April 2025 Holiday Schedule
Christine Keough | April 3, 2025B&H Photo will be closed for Passover beginning Friday, April 11 through Sunday, April 20. B&H will re-open Monday, April 21. Orders placed by 11 p.m. on Thursday, April 10 will ship before the holiday. On select days during the closure, customers will still be able to enter orders in the supplier website but product will not ship until April 21. See the full post for a visual calendar from B&H with more details.New and Upcoming Reporting Updates
Cristina Cardenas | April 1, 2025Check out the full post for new and upcoming Workday report updates as of April 7.Important FY26 Blanket Order Entry Changes
Richard Hunter | March 7, 2025FY26 Blanket order entry can begin on Monday, April 14, 2025. A new workday enhancement will be turned on the week of April 7th to allow for future dated requisitions. Prior to this enhancement, users were instructed to current date blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year.
Employee vs Independent Contractor Classification
Richard Hunter | February 6, 2025Requirements have been updated to provide guidance on how employee vs independent contractor work at Ohio State should be classified.
Grants Reporting Updates
Richard Hunter | February 6, 2025Report Enhancement: Find Journal Lines - OSU - Posted Journals by Amount Type: The "Find Journal Lines - OSU - Posted Journals by Amount Type" report has been enhanced with an additional field for "Object Class" in the output of the report.
Grant - FDM Values Report Enhancements: The output of the report "Grant - FDM Values" has been enhanced to include four additional columns. Those columns include the Award Line From Date, Award Line To Date, Prime Sponsor Type, and Sponsor Type.