To ensure the appropriate accounting for projects, it is important that considerations made to determine if project is Capital or not. To aid departments and units in making these determinations a detailed guidance document has been added to the B&F website.
For Capitalizable Building Improvements to qualify for capitalization, project expenditures must exceed $100,000 (excluding moveable equipment, which is capitalized separately) and represent significant alterations, renovations, or structural changes that increase the usefulness of the building, enhance its efficiency, or extend its original useful life. See the full post for more details, including what capitalized building projects entail.
To clarify the usage of the two project request sheets within the Project Intake and Capital Planning instance of Adaptive Planning, the Office of Technology and Digital Innovation (OTDI) will be completing the system enhancements described in this post, effective Thursday, February 15 . See the full post for more details about the renamed sheets.
In addition to the system enhancements mentioned in the " Adaptive Planning – Project Intake and Capital Planning " post, updates to the review process for projects managed in e-Builder that are requested on the All Other Projects sheet will also go into effect on Thursday, February 15 . There are no process changes to project requests on this sheet that do not need to go through e-Builder. See the full post for details about projects managed in e-Builder.
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.
A new series of reports has been released to help end users identify transactions that are still in draft status or have been submitted, but are pending approval steps. These reports also offer metrics to show the amount of time the transaction has been pending an approval step as well as length of time spent in progress. The business processes included in the new reports are Requisitions, Spend Authorizations, Expense Reports, Miscellaneous Payment Requests, Supplier Invoice Requests, Supplier Invoices and PO Change Orders.
There are two different styles of reports, a "Summary" version and a "Detail" version. The report naming conventions are "Business Processes Awaiting Action - (Transaction Type) Summary" or "Business Processes Awaiting Action - (Transaction Type) Detail." Additionally, a dashboard and a report group are available. Additional features are listed below.
The summary-style reports display the security groups awaiting action, number of transactions, days since assignment and days in progress. The detail-style reports display one row per transaction and include the security group and persons awaiting action, days since assignment and days in progress. Basic funding information is also displayed in this reporting. The dashboard, "Business Processes Awaiting Action - Finance/Supply Chain" displays all summary-style reports. The report group "Business Processes Awaiting Action Report Group" allows end users to enter one set of prompts and have all reports download into one Excel file.
A new report is now available for end users to view journal line detail on income statement reporting. The report "Find Journal Lines - OSU - Posted Journals by Amount Type" can be used to find the journal line details behind the data columns in reporting such as Equity Balances by Balancing/Carry Forward Worktags and Sources and Uses.
The Tableau "Financial Balances Summarization" report has been updated on "Project" field. Now, project and project phase code amount will be added in "Project" field.
Starting the week of January 29 , the “Find Supplier Invoice Details – OSU” report will be enhanced with a new "Line Memo" field in the output of the report. The line memo field includes details associated with a purchase for the line. Some internal billing teams are leveraging this field to provide additional clarity in the invoicing for their customers (e.g. tag number, date order was placed, order number, etc.) to verify the customer is billed for the correct record.
The university check run during the December holiday week will remain as normal. The check run will be on Thursday, December 28 with pick-up between 1:00 p.m and 4:00 p.m. Please ensure appropriate approvals are in place for expected checks.
Customer deposit transactions created and submitted on or after Friday, December 1 will have a transaction ID generated called "Customer Deposit ID." The Customer Deposit ID will be like other transaction IDs within Workday and will uniquely identify the deposit. The Customer Deposit ID will be preceded by "CD" and it will be followed by 8 numeric digits. The new Customer Deposit ID will be displayed on various deposit-related reports. Multiple cash sales can continue to be tied to a single customer deposit transaction. In such a scenario, the Customer Deposit ID will appear on all of the associated cash sale transactions under “Deposit Detail” section.
