Starting in September (during August month-end close), initiators and approvers of journals and fund transfers that are in a "created" or "in progress" status on business day 4 will see new Workday alerts/notifications. It is important to take immediate action on these items prior to 4 p.m. on business day 5 to avoid these entries being canceled or moved to the next period.
Beginning with goods and services provided in October, Internal Service Providers (ISPs) should now use the new Internal Order Billing (IOB) process in Workday to invoice other internal departments or units at Ohio State. In addition to being aware of the resources and key dates and described below, review the original NewsLink post for this change .
Internal Service Delivery (ISD) should still be used to bill for goods and services provided in September. The ISD process will be decommissioned on October 31, 2023 . All ISDs must be submitted by 5 p.m. on October 31 .
In order to support training for the new Internal Order Billing process go-live in October, the Controller's Office will be slightly delaying the closure of internal purchase orders during August close and September close. Internal purchase orders for August will be closed on Tuesday, September 5 (as opposed to 8/31), and internal purchase orders for September will be closed on Monday, October 2 (as opposed to 9/29). This will ensure there is adequate test data in the training tenant.
This is a reminder that the new unit monthly reconciliation checklist is available for download and is intended to be a guide to assist units in the development of the processes necessary to ensure an effective internal control environment. While it is not required to be utilized, if a unit chooses not to implement these procedures, their own procedures need to be identified and implemented to appropriately identify and mitigate financial risk within the college/unit and to be compliant with the Fiscal Stewardship policy .
Please note: The checklist is routinely updated due to changes in business processes and reporting enhancements, so it is important to frequently check the Controller's Office website to ensure you are using the latest version. If you have downloaded previous versions and want to see the new version, you may need to clear your cache first to see the updated version.
As part of the new internal order billing process which goes live on October 1, 2023, units will see purchase order encumbrance amounts liquidate based on the internally billed/supplier invoice amounts. Therefore, the new process will accurately reflect the balances on financial and grants reporting. Once we are transitioned to the new process, the Controller’s office will no longer do a mass monthly close of internal purchase orders.
The Flexible Payroll Expense Data report allows users to customize worktags for payroll expenses. The tableau report interface for the custom worktag selection will be enhanced to improve the end user experience. Instead of users selecting the "select column" icon from the top right of the report, now all the column selections will appear above the column’s headings and will remain displayed. Attend the August 2023 Office Hours for a demo of the enhanced view. In addition, check out the full NewsLink post to see a visual comparison of the old and new report interface.
A new series of reports will soon be released to provide approval times for each approval step on various transaction types. These transaction types include Requisitions, Spend Authorizations, Expense Reports, Miscellaneous Payment Requests, Supplier Invoice Requests, Supplier Invoices, and Purchase Order Change Orders.
For each transaction type, two different report styles will be available. The " Detail " reports will provide the amount of time the transaction spent pending approval from each approval step in the workflow, as well as the approving workers for each transaction. The " Summary " reports will provide a high level overview of the average approval times for each approval step per cost center hierarchy. These Summary reports will also be placed on a dashboard so that all of the reports can be housed in one location.
Look for a forthcoming Newslink article to be published once the reports are released.
Three new reports are available in Workday that are based on existing reports, but are configured to allow for trending and comparison of financial information on a monthly and annual basis. See a description of each new report below.
Equity Balances by Balancing/Carry Forward Worktags - Monthly Trending:
This report is configured to provide income statement activity by month for a specific Fiscal Year based on the Fiscal Year for the period selected in the report prompt. The report will return a new set of "Sources and Uses" columns for each month/period in the Fiscal Year that was selected.
Equity Balances by Balancing/Carry Forward Worktags - Annual Trending:
This report is configured to provide three years of income statement activity in the style of the Equity Balances reporting suite. The report uses the period selected, and then returns period year to date activity for the selected Fiscal Year, and the two previous fiscal years.
Sources and Uses - Annual Trending:
This report is configured to provide three years of income statement activity in the style of the Sources and Uses suite. The report uses the period selected, and then returns period year to date activity for the selected Fiscal Year, and the two previous fiscal years.
New tips and tricks information on the Requisitions 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.
