Effective April 1, 2025 , the Deposit of Funds policy and Petty Cash Funds, Change Funds, and Cash Advance Payments policy (formerly named the Cash and Cash Alternatives Payment Methods policy) have been revised by the Office of Business and Finance. These polices provide updated guidance on how units should manage their cash activity.
FY26 Blanket order entry can begin on Monday, April 14 . A new workday enhancement will be turned on the week of April 7 to allow for future dated requisitions. Prior to this enhancement, users were instructed to "current date" blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year. With this new enhancement, all FY26 blanket order requisitions should be entered as future dated requests (request date of 7/1/25). The corresponding purchase order (PO) document dates and encumbrances will also be future dated, so they are correctly recorded for FY26. The PO will be issued after the requisition is fully approved.
Other important information to be aware of with this enhancement:
Future dated requisitions should not be entered for more than a year in advance, except for multiyear service contracts. Please contact purchasing to discuss entry for multiyear service contracts. FY26 blankets that are not future dated will be sent back for corrections. If users begin invoicing the future dated blanket early (e.g., start invoicing a FY26 blanket in FY25), it results in a mismatch because the liquidation will happen in the current year, but the encumbrance is in the future year. As a reminder, blanket orders are supposed to be used in the fiscal year they are intended for. If a FY26 blanket requisition is inadvertently entered with a current year FY25 request date, FY25 is where the encumbrance will remain until the June year end procurement roll forward. The Controller's Office will no longer be rolling forward purchase orders at the end of April and May. If a unit does not want to wait until June for the encumbrances to be correctly shown in FY26, they should do a change order. If needed, future dated requisitions can be tied to future dated supplier contracts (Example: a blanket requisition is entered in May for a 7/1/25 start date, and a new contract is signed in May but is not effective until 7/1/25). The Create Blanket Purchase Order job aid will be updated in coordination with the functionality being turned on, the week of April 7 .
See the full post for additional reminders about the use of blanket orders.
B&H Photo will be closed for Passover beginning Friday, April 11 through Sunday, April 20 . B&H will re-open Monday, April 21 . Orders placed by 11 p.m. on Thursday, April 10 will ship before the holiday.
On select days during the closure, customers will still be able to enter orders in the supplier website but product will not ship until April 21. See the full post for a visual calendar from B&H with more details.
Data Stewards, security contacts, and administrative system contacts will be receiving an email from Digital Security and Trust – Identity and Access Security Operations with information and instructions on how to verify their area’s users for the coming year for specific Ohio State administrative systems. The system list includes Workday Financials, Human Resources, Medical Center Financials, Workday All Custom Reports, and the Student Information System.
Your attention regarding this mandated annual activity is very important. The email will be sent during the week of Monday, May 5, 2025 , with a requested deadline to confirm area users by Tuesday, June 3, 2025 .
Sources and Uses by Cost Center will be updated the week of Monday, March 24 . Pre-encumbrance activity will be added to the Encumbrance column so both are captued within the same column. The column name will change from Encumbrance to Pre-Encumbrance/Encumbrance.
The Principal Investigator Transactions Report is now available in Workday which allows Grants Administrators the ability to view non-personnel transactions initiated for their PIs for a given date range. The report mimics the weekly non-personnel transaction report that PIs receive from Workday. The report is a new tool to help Grants Administrators when reviewing Workday transactions with their PIs.
To access the Principal Investigator Transaction report, the individual will either need the "Faculty and Grants Administrative Analyst" (for PIs) or "Grants Administrator Analyst" (for Grants Administrators/Staff) security role in Workday.
Stemcell Technologies Inc. joins Buckeye Buy with a supplier website catalog of scientific research products at academic discount pricing. The catalog offers Bulk Import” and “Retrieve a Quote” options on the landing page for quick order entry.
A downloadable year-end checklist for Finance and Supply Chain activities" is available under the "I want to..." heading found on the Business and Finance website's Controller page . The checklist includes important dates and action items for FY25 year-end.
Workday plans to release a new user interface for payroll costing allocations as part of the March 15 2025R1 update.
The changes will provide a new display for the "Proposed Costing Allocations" tab that enables users to perform the functions listed below.
Add, edit, remove, and sort ranges of costing allocations by start date or end date Copy costing allocations of a specified date range
The updates also include an "Existing Costing Allocations" tab where users can view the items listed below.
Existing costing allocations for the specified costing criteria An empty grid when a worker doesn’t have any costing allocations
The two tabs will be accessible from the user’s inbox whenever the Assign Costing Allocation task is used as a subprocess (for example, as part of the Create Position or Hire Process).
Workday is planning to add a new Salary Over the Cap (SOC) Default Costing Allocation Details grid with the new user interface for payroll costing allocations, as part of the March 15 2025R1 update.
This gives users a new option to specify SOC costing defaults instead of entering SOC costing overrides in the SOC "Bubble" for each individual costing allocation where SOC applies. The SOC costing overrides can still be used at the individual costing allocation level. A summary of these new levels of functionality is listed below.
The new SOC default costing allocation overrides the Default Org assignment. The SOC “Bubble” costing will override the SOC default costing allocation. If the bubble or the SOC default costing allocation are not used, the SOC will use the default Organization Assignment.
The new grid will display columns for each primary worktag and group any additional worktags into the Additional Worktags column.
