Coming in October 2023, Internal Service Providers (ISPs) will use a new process in Workday to invoice other internal departments or units at Ohio State. The Internal Order Billing (IOB) process replaces the need to create an Internal Service Delivery (ISD) to bill other internal departments and units for both the university and the Health System.
This functionality benefits end users, earnings units, and central Finance. It aligns the Internal Order Billing process with other standard procure-to-pay processes, improves transparency of internal order billings for end users, and streamlines and improves monthly close processes and reporting. See the full post to learn about go-live timing, what's changing, how affected parties should prepare, and where to find help resources.
The Spend Authorization Roll-forward Journal was processed to roll-forward spend authorization encumbrances for FY24. In your FY24 Financials, these pre encumbrances will post on the journal source titled "Spend Authorization Roll Forward" for any non-expensed spend authorizations as of the June cut off with remaining encumbrances.
The Asset Registration and Asset Transfer business processes have been updated to include a "To Do" step at the end of each process. This step will instruct the Cost Center Asset Tracking Specialist to complete the required Off-Campus Stewardship Form if the location on the business asset is "Remote Location." Per Ohio State policy, this form must be completed for all trackable assets taken off campus or assigned to an individual for off-campus use.
The new Business and Finance unit monthly reconciliation checklist is now 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 .
The detailed FY24 period close and department fiscal payroll processing calendar is combined into one single calendar. It has been published and is now available on the Controller's website .
Functionality was implemented in late May to provide an easier process to pay 9-month faculty new hires who begin working prior to August 15 .
A reason of "Faculty Early Start" has been added to Period Activity Pay (PAP). This may only be used for full-time 9-month tenure, clinical or research track faculty in their first year of employment. The early start must begin on or after May 15 and must be for service between May 15 and August 14 . The PAP cannot be initiated until the 9-month hire is complete in Workday. The workflow for this PAP reason is the same as other PAP reasons.
Please note that the equity roll-forward of FY24 beginning equity balances will not occur until after second close, which is at 5 p.m. on the evening of July 20, 2023 . As a result, reporting will be affected until the equity roll-forward occurs.
The Enterprise Business Solutions (EBS) team has been working closely with Workday to resolve a known issue related to Miscellaneous Payment Requests. EBS received reports from Accounts Payable of a high volume of Manual Send Backs, automated by Workday, when certain attributes were updated on the Payee record while Miscellaneous Payment Requests were "In Progress." Workday delivered a fix to our preview tenant and once testing by EBS is complete, the fix will be deployed to Workday production. We appreciate your patience as we have worked to resolve this issue.
