The Office of Business and Finance welcomes your feedback on revisions to the Deposit of Funds policy and Petty Cash Funds, Change Funds, and Cash Advance Payments policy (currently named the Cash and Cash Alternatives Payment Methods policy). These policies are open for university-wide feedback through October 27 on the University Policies website. Visit the “Policies Under Review” tab to view an overview of the policy changes and the proposed revised policies.
This is a reminder to everyone that the Auditor of State Training is due by Tuesday, October 29 . An email was sent out to all employees from the Office of Business and Finance. As a reminder, Ohio Senate Bill 91 recently amended Ohio Rev. Code 4113.52 to require all state employees, with few exceptions, to report alleged fraud, theft in office or misuse or misappropriation of public money to the state. House Bill 33 then amended Ohio Rev. Code 117.103 to require all state employees, which includes public university employees, to complete training on Ohio’s fraud-reporting system as directed by Ohio’s Auditor of State.
The "Cost of Sales" worktag changes listed below are coming soon.
Validations on Expenditure Treatment (ET101)
Next month, Workday validations will be placed in various spend business processes to ensure the cost of sales expenditure treatment worktag can only be utilized by approved university earnings operations (Funds FD120, FD121, FD122 and FD200). As a reminder, use of the ET101 expenditure treatment drives the transaction accounting to the cost of sales ledger account (61020). Please refer to the university earnings operation policy for additional guidance and the full definition of cost of sales.
Inactivation of Cost of Sales Spend Category (SC10258)
The Cost of Sales Spend Category (SC10258) will be inactivated for future use, as it does not meet the definition of spend category. ET101 plus the appropriate earnings fund value should be used to designate cost of sales.
The Nelnet Commerce Manager training is a half-hour course and introduction to using Nelnet Commerce Manager. Nelnet Commerce Manager is a simple but flexible option for accepting credit card payments online. As a payment collection gateway, a website or an existing application can redirect customers to Commerce Manager to securely process credit card transactions or integrate payments through a Qualtrics survey. Commerce Manager can also be set up as a standalone site to sell simple individual items (for example, a ticket to a fundraising dinner) or to collect customer information (order number, invoice number, etc.) and accept payment in an amount entered by the customer. This course includes demonstrations using the tool including finding a transaction, canceling a transaction, processing a refund, and building and running a report. These processes are documented in a new Nelnet Commerce Manager job aid in the Administrative Resource Center (ARC).
As of July 18 , an updated Workday notification has been created following the approval of a Subaward Supplier Contract or Subaward Supplier Contract Amendment. A notification of fully approved subaward supplier contract or supplier contract amendment goes to all the prior approvers in the workflow and the initiator. This creates consistency with other spend transactions.
Two helpful reports are available to assist with year-end business document clean up that was first shared in April ( see original post ).
The "UNIV Remaining Encumbrances - Requisitions, POs, Spent Authorizations" report helps end users identify transactions and their encumbrances that will roll forward at the end of the fiscal year.
The "Purchase Orders with Documents Awaiting Action" report helps end users identify in progress and draft documents which require action before a PO can be closed. This report will only return purchase orders if one or more specifc criteria are met. See the full post for the criteria and more details.
Beginning on Friday, May 24 , delegation will be enabled on several Workday business processes. Prior to this change, delegation was only enabled on time tracking and financial business processes. These changes will make the functionality available to human resources business processes.
If you have a step in the process, you will be able to use the "Request Delegation" task to temporarily delegate your work to an appropriate individual because you will be out of the office or otherwise unavailable to complete or approve transactions in Workday. Delegation will be available for the business processes listed below. See the full post for a delegation job aid link as well as more details about the benefits of this expanded functionality.
Add Additional Job Assign Costing Allocation (Cost Center Manager was added with the position control project) Change Job Change Organization Assignments for Worker Create Payroll Accounting Adjustments Edit Position Edit Position Restrictions Job Requisition Offer Period Activity Pay Request Compensation Change Request One-Time Payment
Effective May 24, 2024 , a revised interim Earnings Operations policy will be issued. Changes were made to advance compliance with current Office of Management and Budget Uniform Guidance, the authoritative set of rules and requirements for federal awards management, and thereby reduce the risk of waste and misuse of federal funds. These changes are listed below.
Refreshing the definitions of the different types of earnings operations. Requiring earnings operations to use the proper accounting processes. Requiring earnings operations to post their fees publicly. Providing guidance around the tracking and recording of capital assets. Requiring ERIK approval of any earnings operation that plans to charge federal grants.
To compliment the changes in the policy, a training on Earnings Operations is available in BuckeyeLearn.
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY24 and re-opened in FY25.
An encumbrance will not roll-forward into FY25 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing guidance for subaward supplier contract amendments as detailed in the full post .
This is a reminder that the purchase and management of cellular services is the responsibility of the individual business units. Units should perform a full review of all cellular services provided, including hot spots, internet services, and cellular/data services for their units to ensure that these services meet the requirements as outlined in the Expenditure Policy , and have appropriate business purposes documented in each transaction and a determination of a taxable impact.
If the service does not meet the criteria outlined in the policy, the unit will need to submit a policy exception request through the B&F policy exception process . In addition, the Office of the President will need to approve any Senior Vice President requests and the Office of the Provost will need to approve any Dean requests.
Once the list of the individual receiving the service with the needed business purpose is compiled, it must be reviewed with the Payroll Tax Office to determine any taxable impact. Read the full post for more details.
