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.
Internal Order Billing 1 and 2 have been updated. If you were in progress in this training you should have received and email from the training team advising that you will need to restart the course because the previous link will no longer be active.
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.
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 .
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.
A new university wide contract, Drop-off Catering services, was recently awarded to 18 suppliers by the Sourcing Team offering an array of foods available in Buckeye Buy. Check out the full NewsLink post for the complete supplier list, the criteria used for vetting the suppliers, and links to details provided through the Business and Finance site.
New charter bus services contracts have been awarded through a competitive bid process. These contracts are available in Buckeye Buy Marketplace Quotes for university-wide use and are primarily intended for trips originating within Ohio.
The order of preference for securing chartered transportation services is listed below.
OSU TTM (Internal provider) Contracted Bus Companies – Miller, Cardinal, Baron’s Contracted Broker – STM Non-contracted providers
Ohio State users are expected to exhaust internal or contracted options before pursuing non-contracted supplier use. It is recommended to use the broker, STM, for out of market trips, rather than evaluating and setting up a local charter supplier for a single-use situation.
A more detailed breakdown, including equipment and contact information, can be found on the contract book page .
During the upcoming Academic Recess, several Procure to Pay (P2P) services will be suspended, including General Warehouse, Surplus, Mail Services, and Outbound shipping via UPS and FedEx.
Central Receiving and Gas Warehouse will also be closed but will have limited staffing available to process expedited shipments and compressed gases for use at Wexner Medical Center, Health Science Clinics, and critical University Research.
Normal campus deliveries will resume Tuesday, January 3, 2023 . Please plan accordingly if you are expecting a critical shipment during the Academic Recess. Make arrangements for delivery prior to or after the closure to safeguard your shipment.
The Central Purchasing team has produced a Competitive Bid Waiver Process Guide . The guide is a valuable resource for those preparing to request a waiver of the competitive bidding on the purchase of goods and/or services. A detailed description of the supporting documentation required of requestors and suppliers and tips for the proper entry of a bid waiver requisition in Workday are included.
The Frequently Asked Questions section addresses who is involved in the processing of waiver requests, and best practices for requesting waivers on multiple year purchases and requesting changes on purchase orders tied to existing waivers. A separate section also addresses requirements pertaining to competitive bid waiver requests related to The Office Of Sponsored Programs purchases.
