Please remember to take prompt action on in-progress or created journals before business day 5 of month-end close. This will help limit the high volume of transactions that the Controller's Office needs to move and/or cancel to close the period. Workday notifications issue a reminder to take action on journals on business day 4, and reminder emails are sent to the Cost Center Manager distribution list on day 5 as an additional reminder. The FY25 period close calendar can be found on the Controller's website for download .
There is a new Supplier Invoice Request course available in BuckeyeLearn that instructs users on how to create a Supplier Invoice Request. This 20-minute course reviews the Supplier Invoice Request process.
There is a Workday case open due to reported issues where journal EIBs are stuck in a queued status for a few hours before being created. If you notice that you are affected by this issue, please do not resubmit the EIB, as it will slow things down further and duplicate journals will be created that need to be cancelled. When this occurs, please be patient, the queued EIB journals eventually get created after a few hours and you will be able to submit them at that time.
To view the status of journal EIBs, navigate to your Workday inbox and click "Archive." The status of the journal EIB will show as "in progress" when it is processing, and "successfully completed" once the journal is created. Once created, you will be able to view the journal and submit it for approval.
Below are details about reporting changes in production as of July 29. See the full post where indicated for more specifics.
Business Assets Reporting:
The "OSU - Find Assets" report now features a new Asset Description prompt. This text field allows users to enter a description, returning assets that begin with the specified value. This enhancement streamlines the search process, ensuring more accurate and relevant asset retrieval.
Find FDM Requests Report and Security Enhancements:
The "Find FDM Requests" report has recently been enhanced to include a prompt for the Initiator's CCH6 as of the "Date Initiated" value. On the output of the report, the column "Initiator's Unit" has been replaced with the "Initiator's CCH6 as of Date Initiated." This change was made to help capture the correct CCH6 for which the request was entered even if the initiator no longer works in that unit.
Additionally, the security groups permitted access to run this report have been expanded to include the roles as listed in the full post . Please note, in order to see the request on the output of the report, users will need to have one of the security roles listed in the full post for the organization of the initiator. For example, if the initiator's organization is the company The Ohio State University, someone with the Cost Center Accountant role for that company will be able to view the request. However, someone with that same role but for the organization OSU Health System would not be able to view that request.
All PCard Forms that support the issuance of a new PCard or adjustments to an existing PCard will be moved from DocuSign to Workday on Monday, August 12 .
Additional information and resources will be posted at the PCard webpage on the Business and Finance site prior to the transition. The PCard Office also offered an Information Session and Demonstration of the new Workday forms and submission process. See the article at the PCard webpage for a link to the recorded session.
For questions, contact the PCard Office at pcard@osu.edu or 614-292-9290.
Blank book code (activity for decentral journals) will be closing at 4 p.m. on Thursday, July 18 . Please remember to take timely action on journals. As this is second close for fiscal year 2024, any journals or transfers in "Created" and "In Progress" status after 4 p.m. on July 18 will be cancelled.
As of July 18 , an updated Workday notification has been created following the approval of a Subaward Supplier Contract or Subaward Supplier Contract Amendment. A notification of fully approved subaward supplier contract or supplier contract amendment goes to all the prior approvers in the workflow and the initiator. This creates consistency with other spend transactions.
All PCard Forms that support the issuance of a new PCard or adjustments to an existing PCard will be moved from DocuSign to Workday in August 2024. More information regarding the implementation date will be announced in the next NewsLink posting.
The PCard Office is offering an Information Session and Demonstration to provide guidance and resources to assist with the transition of the PCard Application and Maintenance Forms into Workday.
Join the Information Session and Demonstration on Wednesday, July 24 (2- 3 p.m.). Check out the full Business and Finance PCard article for more details and the link for joining the session.
For questions, contact the PCard Office at pcard@osu.edu or 614-292-9290.
To address the Workday encumbrance issues associated with payroll commitments for biweekly pay period 14 (6/16-6/29), FY24 payroll commitments were closed out the week of Monday, July 8 and a new integration with a journal source of "Payroll Encumbrance Accrual Reversal" was run to clear outstanding balances in FY24. Correcting entries for over liquidations in FY25 associated with PPD14 also have been posted. Reporting for personnel encumbrances should now be back on track and we will resume the regular encumbrance adjustments schedule starting July 15 . The Positions for Planning report has also been updated to reflect the new fiscal year 2025.
Below are details about reporting changes as of July 15. See the full post where indicated for more specifics.
Variance Analysis Reports Default Prompt Updates for Fiscal Year 25:
Due to the new fiscal year, multiple reports (as listed in the full post ) have had the "Budget Plan Name" and "Forecast Plan Name" default prompt values updated to reflect the new fiscal year. It is important to note that until the plan/forecast lines have been loaded into Workday no activity will show in the plan/forecast sections of the report. For more information on the timing of the plan line uploads reach out to your Senior Fiscal Officer or FP&A analyst.
Find Journal Lines – OSU - Posted Journals by Amount Type Enhancements:
The "Find Journal Lines – OSU - Posted Journals by Amount Type" report has been enhanced to provide additional operational insights for financial entries. A new prompt has been added for Supplier, which can be used to return journal lines which contain the prompted supplier on the journal line. Most commonly this will be from Supplier Invoice activity and includes external and internal suppliers. Expense Payee has been added to the output of the report. This returns the corresponding Expense Payee for Spend Authorization Cash Advance, and Expense Report journal activity.
The "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report will be enhanced to include a section for supplier contracts on the output of the report. This will include a column for the number of supplier contracts with remaining encumbrances as well as the obligation amount remaining. With this addition, the report name will be amended to "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations, Supplier Contracts."
Other changes include adjusting the default date to June 13, 2025 for the prompt "Spend Authorization Return Date On or Before." When drilling into the details on the output of the report, an additional column has been added for each transaction type. The transaction type and the corresponding drillable details column information is listed in the full post .
