Tagged: Workday for Employees

Beginning November 1, 2026, important changes will take effect regarding rental vehicle insurance coverage for drivers aged 18-20 traveling on university business. Units and travelers are encouraged to adopt these requirements as soon as possible in advance of the effective date to avoid disruptions and ensure compliance.

Effective July 1, 2026, the mileage reimbursement rate will increase from 72.5 cents per mile to 76 cents per mile for all business miles driven from July 1, 2026, through December 31, 2026. Units and service centers may need to update tasks currently in Draft or In Progress status that were created before the July 23 system update where mileage was incurred for travel after July 1 to reflect the new mileage reimbursement rate. Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.

The Travel Office is updating its review process for travel-related cash advance requests to encourage more efficient and accountable use of university funds. Under the new process, cash advance requests will receive additional review, with PCard use prioritized whenever possible. For most routine business travel, expenses such as lodging and transportation can be covered with a PCard, and travelers with one-time needs may request a temporary GET PCard. While cash advances will remain available for unique business circumstances, unit leaders are encouraged to promote early travel planning and evaluate payment options in advance.

The Ohio Department of Taxation has announced a Back-to-School Sales Tax Holiday from 12:00 a.m. Friday, August 7, through 11:59 p.m. Sunday, August 9, 2026. Qualifying items that may be purchased tax-free include: clothing priced at $75 or less per item, school supplies priced at $20 or less per item, and school instructional materials priced at $20 or less per item. See the full post for more details.

A new Costing Allocation training module (go.osu.edu/costingallocations) is available in BuckeyeLearn. This 30-minute online course explores the various ways payroll costing allocations are applied and their hierarchical stages. After completing this course, users will be able to explain the key concepts of costing allocations and describe the costing allocation hierarchy.

New approval and review steps for purchase requisitions are coming soon and will be rolled out in two phases this year (July 1 and October 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. Phase 2 has been moved from September to October to allow for training and communications to Cost Center Managers.

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.

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.

The Software Preapproval Process (SPP) is fully available in Workday and is highly encouraged for use. There are several SPP form enhancements planned for May 15, including streamlined Vendor Preapproval Form language and instructions, the addition of accessibility ratings, and a Digital Accessibility Approver-only section. See the full NewsLink post for more detail, including some background for those new to SPP or those yet to implement it in their college or unit.