As of Friday, May 31 , all internal supplier invoices tied to a blanket purchase order and the Office of Sponsored Programs (OSP) Grant Hierarchy will route to the Grants Shared Service Center for review. This review is to help ensure that grants are charged only approved internal billing rates, comply with the grant agreement, and have appropriate supporting documentation. If there is not adequate detail to support the charges, the Grants Shared Service Center will be sending back the transactions.
Invoices will need to match purchase order unit cost lines to ensure rates are accurate and agree to what was approved on the PO.
Invoice totals will need to be within a $300 tolerance of the approved PO amount, otherwise the invoice will need revised or canceled and a change order must be completed.
The matching validations will help prevent compliance issues on the front end when billing grants internally, though the validations will apply to all internal transactions and not only grant transactions. We highly encourage those uploading internal supplier invoices via EIB to upload the EIB in the OSU3 business tenant first to identify and correct potential errors (invoices in draft status) before submitting in Workday. Please see the EIB for internal order billing job aid found in the Administrative Resource Center (ARC) for more information. If an EIB with errors is loaded to production inadvertently, please run the "Find Supplier Invoices- OSU" report to find invoices loaded in "draft" status that need to be resolved and submitted.
Beginning Friday, March 15 , all non-PO internal supplier invoice lines over $5,000 tied to the OSP Grant Hierarchy will route to the Grants Shared Service Center for review prior to posting. This review is to help ensure that grants are charged only approved internal billing rates, charges are in compliance with the grant agreement, and have appropriate supporting documentation. If there are no published rates and/or the rates do not match what is itemized on the requisition/quote or invoice that supports billing to OSP grants, the Grants Shared Service Center will be sending back the transactions.
The Workday "Effort Certification Status Report – OSU" has been updated to ensure terminated employees are included. Previously, when using cost center or cost center hierarchy with the Org Assignment Cost Center Hierarchies prompt, terminated workers would not di spl ay. Now, terminated workers will di spl ay based on the worker position data on their last day as active employees. This change allows you to use the Org Assignment Cost Center Hierarchies prompt without missing terminated employees. Please contact OSPGrantsAccounting@osu.edu with any questions.
Currently, Purchase Requisitions, Spend Authorizations, Non-PO Invoices, and Expense Reports without Spend Authorizations are reported on the weekly grant transaction confirmation email sent out to Principal Investigators (PI) for their relevant Grants. Additionally, Misc. Payment Requests will start to be included on this report during the month of February. This is the final update and will ensure that our PIs can review all non-personnel charges against their Grants via this weekly reporting.
Currently, purchase requisitions and spend authorizations are reported on the weekly confirmation email sent out to Principal Investigators (PI) on their relevant Grants. Additionally, non-PO Invoices and Expense Reports without Spend Authorizations will start to be included during the month of October. This is to ensure that our PIs can review additional non-personnel charges against their Grants via this weekly reporting.
A new monthly Workday notification and email reminder will be sent to individuals with effort certifications pending their approval for 30 or more days.
A new Aggregate tab default view is now available. The new view: summarizes effort certification events by earnings period in one view, displays rows by Grant and Award Types (sponsor, cost share, Non OSP, Department Funded), and eliminates extra data displayed in the Details tab (for example, less relevant worktags, separate rows for each pay component, etc.).
The implementation of the new Aggregate tab view coincides with the June 2023 - August 2023 certification period published in early September 2023. It is also available for prior certifications but reports already approved do not need to be recertified.
Effective Friday, January 20 , Position Restriction costing allocations can use grants. Any new positions that are grant funded can now be set up at the Create Position step. Cost Center Managers are not required to update the previously recorded costing allocations to accommodate the new functionality.
The two Principal Investigator spend authorization and expense report notification improvements listed have been recently implemented.
Spend authorization and expense report notifications were updated to include the grant numbers from the transactions. Expense report notifications will only be sent if there is not a linked spend authorization or if the expense report total is over $500 and the cost center is not CC10982: ERIK | Office of Sponsored Programs Administration.
Based on feedback from users in the grants/research community, the “Other Funding” report within the Principal Investigator and Grants Administration dashboards now includes a new column for “Revenue.” The "Transfers In and Out" information is still in a separate column. This ensures a full view of balances is contained within this report.
