NewsLink Articles
Simplified Period Activity Pay Format Anticipated with Workday Release
Enhanced Period Activity Pay (PAP) functions are anticipated with the Workday release on March 11. When implemented, these changes will include a subpage that simplifies data entry, particularly for graduate associate pay.
The current PAP format requires multiple rows to be entered per semester. The new layout will require only one row. By default, the system will calculate the total amount entered to be paid in equal installments over the designated pay periods. A new subpage will be available where specific amounts can be entered for each pay period.
When the Workday release becomes available in production on March 11, all existing PAP entries will automatically be displayed in the new format. Nothing is required from HR partners until new PAP entries are made for future semesters.
Tuition Assistance Key Dates Summer 2023
This article shares information about key dates for Summer 2023 tuition assistance (or fee authorization) processing as well as links to more information about the tuition assistance programs at the university.
Match Exception Basics – New Training
Match Exceptions Basics is now available in BuckeyeLearn. This 20-minute session is recommended for Ohio State employees who make purchases and work with suppliers.
This process is part of the supplier invoice process, which is part of Accounts Payable or AP. This course is meant to help staff who procure goods and services learn about the match exception process and the reasons when an invoice may go into a match exception status. This knowledge allows you to assist the suppliers you engage with to prevent or correct a match exception to be paid within the expected timeframe. We all play an important role in the procure-to-pay lifecycle when we purchase goods or services on behalf of the university.
Business Leave Job Aid Updated
The Business Leave request process has been updated to include the use of a new field: "On Behalf Of."
In the "On Behalf Of" field, enter the person’s name for whom the business leave request is being submitted; this may be the same name as the requester or another individual. This field must be populated so the request will route correctly. The Business Leave job aid, found in the Administrative Resource Center (ARC), has been updated with the new process.
Workday reporting is available to those using this process; users can find Business Leave requests they've submitted by searching for "My Requests" or requests submitted on their behalf by searching for "Requests Submitted on My Behalf."
Please note: This is not a university required process and does not replace other HR or Finance related processes (e.g., leave request or spend authorization). Please confirm with the Senior Fiscal Officer of your unit before submitting an initial business leave request to ensure your unit is using the business leave process.
Job Family, Job Family Group and Fringe Basis Added to Reporting and Analytics Environment (RAE)
To continue to improve the end user experience the data points listed below have been added to the "[CERTIFIED Workday] – Payroll Journal Line" data source in Tableau.
- Job Family
- Job Family Group
- Fringe Basis
We are also working to add these attributes into our flexible and standard payroll reports in Tableau over the course of the next two weeks. This post is available via NewsLink online.
Positions for Planning Enhancement
An additional date prompt will be added to this report called "Commitment as of Date" as another option to run the report.
To view encumbrances over a range of time you will continue to use the "Commitment End Date On or After" and "Commitment End Date On or Before" Prompts. This prompt looks at the end of the pay period for which the commitment spans. Selecting a range allows you to search for any encumbrances where the pay period end date falls within the range you selected.
Alternatively, we now have a new search option titled, "Commitment as of Date" which allows you to find encumbrances where the pay period falls within the date you specify in the prompt. This is useful to see what encumbrances exist as of the date specified in the prompt.
"Plan vs. Actuals by Plan Worktags" Report
The "Plan vs. Actuals by Plan Worktags" report is designed to allow you to view plan versus actuals activity by plan worktags. The report provides a list of unique worktag combinations and their plan to actuals variances. The report is useful to see the health of your worktag strings and their plan to actuals variances. See the full NewsLink post for details about modifications that were made to improve the user experience which will move to production during the week of Monday, March 6.
"Find Requisition Summary - OSU" Report Enhancements
The "Find Requisition Summary - OSU" report has been enhanced to include an "Approved by Workers" column in the output of the report. This enhancement now displays the names of all workers that have completed an approval for each requisition consistent with the "Find Requisition Details - OSU" report. Additionally, the Cost Center Hierarchy Level 6 prompt has been adjusted to "Cost Center Hierarchies" as it now allows for searching by various cost center hierarchy levels.
Changes Coming to Buckeye Buy Experience
Coming in May, we are making strides to improve the purchasing experience in Workday. See the full NewsLink post for a quick list of "What's Changing" and "What's Not Changing."
Workday Inbox Habits
Do you rely on your email inbox to tell you when you have tasks to complete in Workday? If so, consider making time at the beginning or end of each day to check in Workday for new and outstanding tasks and updates.
From your Workday home page, you can quickly check on outstanding tasks or updates. In the header, there will be a number displayed by the Inbox and Notification icons if you have items waiting for your action or updates to review. And unless you’ve chosen to hide your Inbox items, the Awaiting Your Action section of your home page provides a preview of your Inbox tasks as well.
Checking Workday directly for outstanding tasks and updates will avoid potential email delays and issues. If you do encounter issues with Workday emails, check out the frequently asked question: What do I do if I am not receiving email from Workday as expected?