NewsLink Articles
Research Reporting Office Hours Follow Up
Thanks to so many of you for attending the recent Research Reporting Office Hours session. The recording and PowerPoint deck are available on OneDrive at Research Reporting Office Hours. Please note that the presentation begins at 11:20 in the recording.
Improvements to Workday Grant Management Released
A number of changes have been implemented this month based on input from the Ohio State research community about Workday. The changes include:
- Emeritus Faculty can now be added as PIs on grants.
- Permission to view award attachments was granted to anyone with Grant Administration dashboard access.
- The Personnel and Non-Personnel Expenditures section in Grants Administration and Principal Investigators Summary dashboards now only includes direct costs. The F&A can be viewed in the Budget vs Actuals by Object Class section.
- We are aware of encumbrances issues on the Other Funding report and working on a fix. At the same time, this report will also be added to the Grants Administration dashboard to mimic PI Summary dashboard. The changes will be coming soon.
In addition, please revisit the Oct. 1 post regarding the Budgets vs Actuals by Object Class, which now includes new language to clarify those updates.
To learn more about reports that are helpful for grant administration, please attend the Research Reporting Office Hours on Tuesday, October 26.
Projects Sources and Uses Report
The Projects Sources and Uses report has been enhanced to include prompts that will allow users to search by project groups (Capital, ebuilder, MCI, OPS) and project statuses (Approved, Canceled, Closed, etc.).
The report hierarchy display on the output of the report has also been updated to show all projects directly, when the report is run, to reduce the need to drill-down into detail.
Changes Coming to the Purchase Order Remaining Balance Report
Over the next several weeks, changes will be made to the “Purchase Order Remaining Balance Report.” See the full NewsLink article for the extensive list of changes.
Default Clearing Fund
Update to original post: The fund is now active, and a job aid is available in the Administrative Resource Center (ARC).
To aid departments with heavy research and student populations, a new FD101 Default Clearing Fund has been established to track payroll expenses that have unallocated costing. The fund and work associated will be migrated to Workday production during the week of October 25th and will be available for use beginning Monday, November 1, 2021. Additional information and a brief demo will be presented in the October 19 Finance Office Hours.
Finance October Office Hours
The next Finance Office Hours session will be held from 11 a.m. - 12:30 p.m. on Tuesday, October 19. Use the MS Teams link to join.
Approver Delegation
Delegation is the ability in Workday for approvers to assign their transactions to other individuals for a short period of time (e.g. out of office). Transactions must only be delegated to those individuals with the appropriate level of signature authority. The Senior Fiscal Officer will be required to monitor delegations on a monthly basis through review of a “Delegation History-OSU” Tableau report. A Delegations job aid is available that explains the delegation process and the business processes where delegation is functional. (https://admin.resources.osu.edu/workday/workday-for-managers-and-leaders/delegations)
A demonstration will be presented at the Finance Office Hours on October 19, 2021.
Federal Work Study Business Process
A journal was created to clean up outstanding equity balances for Federal Workstudy students on GR100794 in department Cost Centers. At year-end, it was noticed that after running equity balances, there was negative equity appearing on this grant. The journal has provided revenue to these combinations to clear the department equity balances. Moving forward, at month end, 75% of eligible workstudy earnings will be moved to the worktags listed so this issue will stop.
- CC12981 - General University | Student Financial Aid
- Fund: FD521 - FD521 Grants and Contracts Non Sponsored Federal Fund
- Grant: GR100794 - GR100794 OE Federal Work Study Program
- Balancing Unit: BL1377 - General University | Student Financial Aid
Graduate Tuition Assistance Expenses to Post 10/19
Expenses related to the tuition assistance benefit for eligible graduate students (graduate fee authorizations or GFA) are posted during the ninth week of the semester. For Autumn 2021, expenses will post on Tuesday, 10/19.
More information – including troubleshooting tips – about tuition assistance expenses is available in the Finance Considerations section of the Graduate Fee Authorization job aid in the Administrative Resource Center.
Research Reporting Office Hours
Representatives from across the university will demonstrate the use of five of the most useful Workday reports you need to answer common questions about your grants during an office hours session on Tuesday, October 26 from 10 a.m. - 11:30 a.m. We will also discuss the differences between the Workday Grant Administrator Dashboard, PI Portal, and the use of Tableau.
With so much material to cover, we will have limited time for questions unrelated to the content, but we want to address your concerns. Please submit your questions using this form: https://osu.az1.qualtrics.com/jfe/form/SV_6x40aY6cSm6V0Ee.
Use MS Teams to join. The session will be recorded.