Functionality was implemented in late May to provide an easier process to pay 9-month faculty new hires who begin working prior to August 15 .
A reason of "Faculty Early Start" has been added to Period Activity Pay (PAP). This may only be used for full-time 9-month tenure, clinical or research track faculty in their first year of employment. The early start must begin on or after May 15 and must be for service between May 15 and August 14 . The PAP cannot be initiated until the 9-month hire is complete in Workday. The workflow for this PAP reason is the same as other PAP reasons.
The detailed FY24 period close and department fiscal payroll processing calendar is combined into one single calendar. It has been published and is now available on the Controller's website .
The Enterprise Business Solutions (EBS) team has been working closely with Workday to resolve a known issue related to Miscellaneous Payment Requests. EBS received reports from Accounts Payable of a high volume of Manual Send Backs, automated by Workday, when certain attributes were updated on the Payee record while Miscellaneous Payment Requests were "In Progress." Workday delivered a fix to our preview tenant and once testing by EBS is complete, the fix will be deployed to Workday production. We appreciate your patience as we have worked to resolve this issue.
New Inbox Filters for Workday were created mid-June for use on requisitions, match exceptions, supplier invoice requests, supplier invoices, spend authorizations, expense reports, and miscellaneous payment requests. The filters are specifically for tasks within the CCH8 cost center hierarchy. Additional explanation about the filter naming conventions along with a link to a “Create, Edit, and Apply an Inbox Filter” job aid can be found in the full NewsLink post.
Previously, Workday planned maintenance reminders have been shared as normal NewsLink blog posts which were distributed with Workday core users just prior to any scheduled maintenance and downtime date.
While information transparency is always a goal at Ohio State, so is data security. To help streamline our Workday maintenance information while also keeping the details secure, going forward the Workday planned maintenance schedule will be posted on a secure Workday Maintenance page (it.osu.edu/workday/maintenance). This page will include information about Workday maintenance that is planned monthly, quarterly, and semiannually (feature releases).
An enhancement will be added to the output of the "Find Requisition Summary – OSU" report to now display a column for the CCH7 and CCH8 that correspond with the cost centers used on requisitions. This will be done to provide more sorting options and to be consistent with other reports in the procurement suite.
The "Sources and Uses – Variance Analysis" report will be updated the week of June 12 to auto expand the Sources and Uses to the Ledger Account Hierarchy level when the report is rendered. This will change the way the report is displayed by default, but can be collapsed if desired by using arrow/carrot toggles on the left side of the report.
This year, a new central journal will be processed to roll-forward spend authorization encumbrances. A new journal source titled Spend Authorization Roll Forward* will be posting encumbrances for FY2024 in the amount of non-expensed spend authorizations with remaining encumbrances.
The BuckeyeLearn training for Commitments and Obligations has also been updated with the new process. For more information, please review the updated spend authorization section in training or the June 2023 Finance Office Hours recording.
*Note, an incorrect journal source name was initially shared in the June 12 NewsLink email.
As previously communicated , to avoid potential accounting issues, please do not approve any requisitions, supplier invoices, purchase orders, change orders, or expense reports after noon on Friday, June 30, 2023 . It is highly recommended to have everything approved on Thursday, June 29, 2023. These activities may resume on July 1. To ensure that POs are included in the 6/30 roll-forward, change orders not processed by close of business on June 29, 2023 will be cancelled by Ohio State Purchasing.
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY23 and re-opened in FY24. An encumbrance will not roll-forward into FY24 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 guidance and deadlines for subaward supplier contract amendments as shared in the full NewsLink post.
