This is a reminder that the purchase and management of cellular services is the responsibility of the individual business units. Units should perform a full review of all cellular services provided, including hot spots, internet services, and cellular/data services for their units to ensure that these services meet the requirements as outlined in the Expenditure Policy , and have appropriate business purposes documented in each transaction and a determination of a taxable impact.
If the service does not meet the criteria outlined in the policy, the unit will need to submit a policy exception request through the B&F policy exception process . In addition, the Office of the President will need to approve any Senior Vice President requests and the Office of the Provost will need to approve any Dean requests.
Once the list of the individual receiving the service with the needed business purpose is compiled, it must be reviewed with the Payroll Tax Office to determine any taxable impact. Read the full post for more details.
Please refer to the downloadble Unit Year-end Checklist for important year-end dates, timeline information and tasks that need to be performed. Procurement and expenses close will occur at Noon on Friday, June 28 . 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 . We highly recommend having FY24 procurement and expense transactions fully approved by the end of the day on June 27 .
Starting at noon on Friday, June 28, 2024 , the university will start a "roll-forward" process, which will run until the process is complete. System slowness may be experienced during this time and reporting may be impacted as the process runs. This process will automatically update the budget date to July 1, 2024, on all purchase orders, requisitions and supplier contracts with open obligations created before July 1, 2024. Obligations based on the remaining balance, not yet invoiced, will be moved to FY25. Invoices matched to these POs and supplier contracts following the “roll-forward” will carry a July 1, 2024 budget date. Please continue efforts to close out as many old items with remaining balances as possible to help with the roll forward process .
Beginning with FY25, Memorandum of Understanding (MOU) agreements which lock internal fees for a set period must be adjusted for any annual changes in rates over the life of the MOU. To be compliant with federal Uniform Guidance regulations for specialized service facilities ( 2 CFR 200.468 ) which applies to all internal service providers, federal grants must be charged the lowest rate based on the FP&A approved internal rate that is published and in effect for that fiscal year.
Earnings operations billing federal grants that have existing MOU agreements in place can honor them through the end of next fiscal year, ending June 30, 2025. MOU and Statement of Work (SOW) arrangements are still acceptable for industry sponsored research. The Grants Shared Service Center will still be executing MOUs with FDC to cover construction projects.
The Earnings Operations course is an introductory module into Earnings Operations for fiscal staff, managers, and Senior Fiscal Officers (SFOs). The module includes information on defining an Earnings Operation, the roles and responsibilities, establishing a rate and cost recovery, the monitoring requirements, and closing an Earnings Operation. Completion requires passing the assessment with an 85% or higher. This course is required for those that have fiscal responsibilities for earnings units.
Below are details about recent and upcoming reporting changes as of May 6.
"HR for Finance - Job Requisition Status" Enhancements:
New prompts will be added to the "HR for Finance - Job Requisition Status" report, effective the evening of May 6. The new prompts will allow users to run the report based on a date range for job requisition fill dates or job requisition close dates. If you populate both the fill date and close date range prompts, the report will return results that are within either of those date ranges.
The "Business Processes Awaiting Action - Supplier Invoice Detail" report has been enhanced to now include a column on the output of the report for "All Match Exception Reasons." This same column has also been added to the drill detail on the "Business Processes Awaiting Action - Supplier Invoice Summary" report.
"Find Journal Lines - OSU - Posted Journals by Amount Type" Enhancement:
The "Find Journal Lines - OSU - Posted Journals by Amount Type" report has been enhanced to now include a column on the output of the report for the "Miscellaneous Payee" and "Miscellaneous Payee ID" when applicable.
"Asset Management - Net Book Value" Enhancement:
This report will be enhanced Monday May 6 so that assets that have been disposed of in the current fiscal year with a transaction effective date in a prior fiscal year will still be included in the report output. To accomplish this, Asset Disposal Accounting Date has been added to the report filter, this will require an update to any saved filters to start picking up these assets in your results. There have been three additional columns added, Asset Disposal Accounting Date, Asset Cost Accounting Date, and Asset Cost Transaction Effective Date.
Enhancements to Teams and Outlook will enable you to do more and to improve your workflow when using these tools. Enhancements include a new “Discover” feed being introduced in Teams, an update to the To Do app in Microsoft Outlook Mobile, and more. Read on for more details about upcoming enhancements.
As of May 2, Manage Participants has the Edit Role feature. With this tool you can now change the role of your course participants at any time. For more information, visit the Teaching and Learning...
The Office of Technology and Digital Innovation (OTDI) will be hosting its next Informational Microsoft Office Hours on Tuesday, June 11 from 2:30-3:30 p.m. There is no cost to attend this session, but you must register to attend. This session is designed for faculty and staff within the university; instruction provided does not apply to staff using the medical center version of Office 365.
This session is structured around use cases or unique scenarios submitted by YOU. Hearing your user stories and scenarios enables us to tailor instructional content to your unique needs. We will demonstrate specific features to spark new ideas on how you might use Microsoft tools to enhance your processes and workflows.
