The "Miscellaneous Payment Request" business process has been modified to route Petty Cash/Human Subjects associated with Office of Sponsored Program (OSP) Grants to the OSP accountants.
Accordingly, "Business Process Approval Times - Miscellaneous Payment Request Details" and "Business Process Approval Times - Miscellaneous Payment Request Summary" have been updated to reflect the new security role in the approval process.
A Workday supported solution will be in production during the week of Monday, February 5 , to support payment requests where a PO is not required for Non-Resident Aliens or Wires (e.g., Expense Reports, Miscellaneous Payments).
As part of the new process, users will leverage the "Supplier Invoice Request" Workday business process to request these payments. This enhanced process will reduce forms previously associated with the process and allows for more transparent tracking of requests. See the full post for notable changes as well as a list of what is not changing.
The week of Monday, February 5 , two additional approvals will be available in the Supplier Invoice Business Process listed below.
New Approval for Cash Manager – Treasury will approve any requests to external suppliers when the supplier has a Payment Type of "Manual" or "Wire" and the total invoice amount is greater than or equal to $1 Million. New Approval for Export Control Specialist is available as an ad-hoc approval for Accounts Payable to add in as needed.
The Controller’s Office and Financial Planning & Analysis (FP&A) require that all earnings operations who bill internally, publish their FY24 internal rate/fee listing on their website by February 29, 2024 . If this information is not hosted on a website, please describe exactly where the information is generally available to internal customers (e.g. catalog in Workday, eRAMP etc.). Please use this survey to submit the required information to the Controller’s Office by this date. This information will be added to the internal service provider listing available on the Purchasing website .
Important Notes: If this information is not reported to the Controller's Office by the deadline via the survey, the internal service provider will be deactivated (unable to bill) until it is provided. This information will also need to be updated and maintained with new rates as they are approved/established.In addition, historical rate information must also be maintained for audit purposes.
As a reminder, departments must use the appropriate process for internal transactions, which is the new internal order billing process. Journals and cost transfers are not to be used for earnings/internal billing activity. The department must also use the appropriate FDM structure, revenue/spend categories and ledger accounts to record activity. Any rate changes must be approved by FP&A and the Controller’s Office before being used. All rates must be calculated using appropriate costing principles.
During the week of Monday, January 29 , an enhancement for retro pay on grants for salary over the cap will change for specific job families. Currently, any retro pay on grants with salary over the cap defaults to over the cap worktags. After the change, retro pay no longer cap for the job families listed in the full NewsLink post.
Payroll Accounting Adjustments (PAAs) to move retro pay on grants with salary over the cap to the under the cap worktags will no longer be needed for employees in these job families for payroll paid after this change is made. You should continue to monitor retro pay on grants with salary over the cap for all other job families. Please contact OSPGrantsAccounting@osu.edu with any questions.
All Qualtrics senders should be aware of changes coming to how some email providers enforce new spam-prevention policies. Some users with workflow email tasks set up will need to take action. Please read below is you have...
OTDI recently enabled Copilot with commercial data protection, a secure version of the Copilot AI tool that can be used by university faculty and staff. Copilot is a chatbot that uses public online data to provide you with information. The main benefit of logging in with your Ohio State credentials to use Copilot with commercial data protection is additional security. In addition, when you log in c onversations aren’t stored and Microsoft can’t access any customer data.
Supply Chain business process notifications continue to be reviewed to help create consistency across each process. The business process notification enhancements detailed in the full post will be implemented during the weeks of January 15 and January 22 .
To assist with the Year End Procurement Roll Forward process, the Controller’s Office will soon be analyzing and closing out old internal and external Purchase Orders (PO) which meet the following parameters:
POs that are over two years 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 OSU-PJ and those that are FD520 grant related). A mass close of old POs meeting the above-listed parameters will occur the last week of February. After the mass close is complete, this process will occur regularly on a 6-month closure cadence (during the last week of December and the first week of June). To see what POs will be closed as part of this process, run the "Find Purchase Order Details – OSU" report, and filter using the above parameters and the "last invoice date" column. In addition, once POs are mass closed, if there is a true need, they can be reopened by the service center if the transaction is within the same fiscal year.
The template to upload internal billing supplier invoices via EIB is changing. Beginning at 5 p.m. on Wednesday, January 31 , users are required to use the new template. The current template will not work after 5 p.m. on January 31. The current information found at the Supplier Invoice for Internal Billing EIB Template Upload (EIB) link in the Administrative Resource Center (ARC) will be updated at that time.
What's changing? We are adding columns to the end of the EIB template to allow for additional worktags that are allowed on the requisition: Grant Treatment, Sponsor, CSI Code, Prevailing Wage & Academic Period.
