As a reminder, the Fiscal Year 2023 Period Close calendar and Department Fiscal Payroll Processing calendar have been combined into one single calendar. The calendar can be found on the Controller’s website both under Business Processes within the Period Close and the Payroll Accounting pages. As an added reminder, close for expenses and procurement occurs at 5 p.m. on the last business day of the month.
New Business and Finance training and help resources have been recently made available.
Supplier Invoice Basics:
A new Supplier Invoice Basics 15-minute course is available in BuckeyeLearn. This session is recommended for Ohio State employees that make purchases and work with suppliers.
This process is part of Accounts Payable or AP. This course is meant to help staff that procure goods and services learn about the supplier invoice process to help make sure the suppliers you engage with get paid in the expected timeframe.
PCard Process: Tips and Tricks webpage:
New tips and tricks information on the PCard process has been added to the Business and Finance website . This provides users with an overview of the business process and a crosswalk to additional resources.
Reimbursement (Non-Travel) Process: Tips and Tricks webpage:
New tips and tricks information on the Reimbursement (Non-Travel) process has been added to the Business and Finance website . This provides users with an overview of the business process and a crosswalk to additional resources.
Coming Soon: Plan Versus Actuals by Plan Worktags:
A new report that compares plan to actuals variances by plan worktags has been developed in Workday and will be migrated into production the week of 11/14/22. The report shows plan to actual variances by each unique combination of: Balancing Unit, Cost Center, Fund, Program, Project, Activities and Events, and Assignee.
Note: The Grant and Gift worktags were omitted from this report as plan is not loaded down to these dimensions.
Coming Soon: Find Journal Lines – OSU Payroll Detail:
A worktag titled 'Fringe Basis' began generating in FY23 Fringe Benefit Journal Lines. The worktag provides additional visibility into the earning code the fringe benefit expense is associated with. To provide additional transparency in reporting, the new worktag will be added to Find Journal Lines – OSU Payroll Detail as a column.
Enhancements are coming soon to the "Credit Card Transactions – OSU" report to show the Merchant City (U.S. and Canada Only), and Merchant Country data provided by the Merchant when processing the credit card transaction.
Note that these two fields are provided by the Merchant therefore the data integrity solely relies upon the Merchants classification of the charge.
A Workday enhancement was released to production during the weekend of 10/22. Previously, if a grant expired, the Salary Over the Cap (SOC) bubble was no longer visible. Workday released an enhancement where the SOC bubble will now remain visible even if the grant expires.
This enhancement applied to all events in the future, but not in the past. This means we will still not have visibility for transactions that expired prior to the 10/22 release date.
The inability to report on Salary Over the Cap worktags is still an outstanding Workday issue.
To ensure transactions are not skipping the review/approval steps for Cost Center Managers and Department Leaders when a Cost Center Manager or Department Leader is initiating or having a transaction initiated on their behalf, the following alternate routing updates are being made in Workday.
Cost Center Manager steps will route to Cost Center Director when there is no Cost Center Manager to assign. Department Leader steps will route to Senior Fiscal Officer when there is no Department Leader to assign.
These updates will also keep the steps in the business process from going unassigned due to there being no security assignment for the Cost Center Manager and Department Leader roles. This change was made for Spend Authorizations and Expense Reports on Thursday, October 27. The change was also made for Supplier Invoice Requests, Requisitions, and Miscellaneous Payments on Thursday, November 10.
The two reporting enhancements listed are now in production.
Find Miscellaneous Payment Request Summary – OSU - This report has been enhanced to include the Accounting Date, and Reconciliation Status as both a report prompt, and output field.
Find Expense Report Details – OSU - This report has been enhanced to include the Merchant Name transmitted to the bank for Expense Report lines associated with PCard Purchases.
As a result of user community feedback, the "Equity Balances by Balancing/Carry Forward Worktags" report will receive two updates.
A new column titled "Total Sources" will add the "GFA Activity (includes GFA original & net revisions & student reimbursement)" and the "YTD Sources/Other revenues-Transfers" together into a new column. The "Total Spendable Balance" will now add the "Beginning Balance," the "GFA Activity (includes GFA original & net revisions & student reimbursement)," and the "YTD Sources/Other revenues-Transfers" in columns together. It will also be moved to follow the newly created "Total Sources" column. Historically, the "Total Spendable Balance" only added the "Beginning Balance" and the "GFA Activity (includes GFA original & net revisions & student reimbursement)" columns together.
