NewsLink Articles
Revised: Personal Expense Checkbox on Expense Report and Repayment Process
After identifying significant accounting issues with negative expense report balances since this original update was shared, a custom validation was added to prevent an expense report from being submitted with the Personal Expense checkbox selected.
When a personal expense occurs on one of the university’s payment tools (e.g., PCard), there are timely actions that must be taken to document repayment within 7 business days of the purchase. Refer to the Repayment Process for Personal Expense Charged to University Payment Tools (PCard) job aid for step-by-step guidance.
For additional questions or assistance, contact Travel or PCard at 614-292-9290.
Payroll Expense Reporting Available in Tableau
In response to user requests, payroll expense reports are now available in Tableau (link: https://dataviz.rae.osu.edu/#/workbooks/6448/views). A dashboard (titled Payroll Expense Details) was created under the Finance and Supply Chain/Financial Accounting/General Ledger domain in Tableau.
The dashboard contains two worksheets:
- Prepopulated Cumulative Payroll Actuals and Encumbrances provides unique worktag string and employee/position general ledger year-to-date expense results based on parameters selected in the prompt and returns associated remaining encumbrances.
- Prepopulated Monthly Payroll Actuals provides unique worktag string and employee/position general ledger expense results by accounting period.
Encumbrance Logic Change on Financial Reports
In response to feedback regarding encumbrance logic, all financial reports (i.e. Sources and Uses suite, Equity Balances) will be updated to reflect the new encumbrance logic. The new logic will now be static in nature; once a fiscal period is closed the ending encumbrance number for the period will never change. The previous logic reflected fluid encumbrances and constantly updated. Expect the financial reports logic to be updated by July 29, 2022 (this does not affect grants reporting).
As a reminder, encumbrance training is available in BuckeyeLearn to help financial users and service center develop a baseline skillset on encumbrances and pre-encumbrances.
Requisition Exceptions Report Enhancement
The Requisition Exception report is used to identify after the fact exceptions on requisitions. The report now only returns one row per approved requisition where "after the fact" is the requisition type.
The prompt has also been enhanced to allow users to search for exceptions based on Cost Center Hierarchy Level 6,7, and 8. The dates on the report have also been corrected so users can run the report based on requisition approval dates as opposed to when a requisition was created.
The results page has been cleaned up to return pertinent header level information about the requisition.
Enhancements Coming Soon: Expense Report Exceptions Report
Enhancements for the Expense Report Exceptions report will be available in Production no later than August 1, 2022. The report has been enhanced to provide additional functionality and usability. See the full NewsLink article for a listing of enhancements.
“Find Expense Reports - OSU," “Find Expense Report Lines,” and “Find Expense Report Lines for Organization" to be decommissioned Aug. 31
Three Workday reports, “Find Expense Reports - OSU,” “Find Expense Report Lines,” and “Find Expense Report Lines for Organization” will be decommissioned on August 31, 2022.
These reports will be replaced by two new reports named “Find Expense Report Details - OSU” and “Find Expense Report Summary - OSU,” which will be available in Production the last week of July.
Users with saved filters and worklet configurations for “Find Expense Reports - OSU,” “Find Expense Report Lines,” and “Find Expense Report Lines for Organization” are asked to delete them prior to the decommission date. Saved filters can be applied to the new reports in late July.
Find Cash Advances - OSU
The report "Find Cash Advances - OSU" will be decommissioned on July 29, 2022. The report attributes have been added to "Find Spend Authorization Details - OSU" which will return a more complete picture of Cash Advances.
Users with saved filters on "Find Cash Advances - OSU" are asked to delete them prior to the decommission date.
Workday Period Activity Pay Security Enhancements
As part of HR Optimization efforts, on Friday, July 15, enhancements were applied for Period Activity Pay (PAP) to assist with streamlining the business process for both Cost Center Managers and HR Consultants. See the full NewsLink article for details about the enhancements that were implemented.
9/12 Costing Allocation for August
For the month of August, departments are charged for one half of the nine-month rate for their nine-month faculty. To properly expense August salary, best practice is to use the costing dates of 08/15/2022 to 08/31/2022. This will ensure that costing prorates properly for the half month of pay. Please refer to the Advanced Costing Allocations for 9/12 Faculty job aid in the Administrative Resource Center (ARC) for additional details.
Planned Maintenance and Downtime for Student Applications July 17
This item is being shared on behalf of our Office of Student Academic Success colleagues. From midnight to 4 a.m. on Sunday, July 17, the following PeopleSoft Buckeye Link (Campus Solutions/Student Information System) services will be unavailable.