NewsLink Articles
New Payment Card Compliance FY22 Curriculum
Business and Finance has a new version of Payment Card Compliance training for FY22 that will be available in BuckeyeLearn beginning July 1, 2021. This 30-minute online curriculum includes the training on Payment Card Compliance and an assessment on the training. The course is primarily for any individuals who handle or process payment cards on behalf of the university or the medical center or who have a role that would affect the security of cardholder data. If you are in progress in the FY21 version of Payment Card Compliance, you have until the close of business on 6/30 to complete it before that version is closed and the new version would need to be restarted. See the full NewsLink article to review the module details and access the Payment Card Compliance curricula.
New Business Travel Lifecycle Curriculum
Business and Finance has a new travel curriculum available in BuckeyeLearn. Learners are able to add all the modules to their transcript in one curriculum or search for and complete the individual pieces as needed. The course is primarily intended for travel arrangers and travelers who want more information regarding the travel process. The modules are broken into the steps of the travel lifecycle. See the full NewsLink article to review the module details and access the full Travel curricula link.
Complete eSignature training before 6/30/21
On Wednesday, June 30, the current eSignature training courses in BuckeyeLearn will be retired and replaced with updated training.
Travel Partner Series
Ohio State's Travel Office is offering four (1-hour) sessions as a part of the travel partner series with American, Delta, Southwest, and United Airlines. The sessions are designed to bring the university's travel partners to an accessible forum to discuss return to travel updates and address your questions. Check out the full Business and Finance Travel post for more details and links for joining each session.
Changes Made to "OSU - Find Assets" Report
A new prompt parameter has been added to the "OSU - Find Assets" report in Workday which will enable users to run the report by asset registered date range. The following columns have also been added to the report output.
- Date Registered
- Area
- Activities and Events
- Assignee
- Gift
- Expenditure Treatment
- Prevailing Wage
New Fiscal Year 2022 Travel Guidelines
Effective July 1, 2021, the university will allow business-related travel in line with updated health and safety requirements and our continued focus on fiscal responsibility.
Faculty and staff are expected to exercise prudent fiscal management when considering FY22 travel arrangements to determine whether in-person or virtual attendance at any event, program, or other circumstance will be most effective. Review the Business and Finance Travel post for full details.
Accounts Payable Fiscal Year-end 21 (FY22) Reminders
As FY21 nears completion, all invoices, pending approvals, and match exceptions need to be presented for payment or resolution, or be resolved by Friday, June 25, 2021. Please note, the Wexner Medical Center does not have a cut-off date.
Supplier invoices must include these key details: invoice number, invoice date, remit-to address, valid purchase order number, and invoice total. Any invoices missing key information cannot be processed and will be returned.
If you have any questions, contact the Accounts Payable customer service team: apcustomerservice@osu.edu or call 614-292-6831.
May Period Close
As a reminder for May Period Close, only the University blank book code deadline will be extended by one day (deadline will be Tuesday, June 8). However, the OSU Physicians and Health System will continue to close their books on day 5. Any intercompany transactions (including FD108 transactions) will keep the same deadline and will need to be posted by day 5.
Reminders About Attachments and Comments
It’s known that Workday users are experiencing workflow issues while attempting to edit a transaction in workflow or after approval. The Enterprise Business Solutions (EBS) team is working with Workday on a long-term solution. For the interim, please use the tips listed below.
- When a transaction is in workflow, approvers and service centers should add attachments and make comments from their Inbox view. This is typically when users first encounter a transaction that requires their attention.
- After approval, when users need make updates, such as add an attachment or leave comments, they can use the “edit” feature of the transactions related actions. Be aware that these edits will re-trigger the approval workflow if the “Submit” button is clicked.
- A way to tell if you will re-start workflow is if you click “Submit” option vs. the “Approve” or “Save for Later” option to complete your work.
- On a requisition, if you wish to add a comment, but not Approve or Send Back, you can edit the Requisitions, add a comment in the Activity Stream, click “Post” and then leave the transaction without taking further action.
- When “Save for Later” is used, the transaction will fall out of everyone else’s inbox for that step in the workflow.
This information will also be added to the Workday Finance section of the Administrative Resources Center (ARC) soon.
Asset Creation
A new validation is in place that requires the "Asset Class" and "Asset Type" fields to be populated upon asset registration. It is important that these two fields are not populated when maintaining asset shares because it removes the already populated information from the primary asset. This will enable to the audit process to be completed more efficiently.