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Workday Quick Tips
Additional Expense Items
Additional Expense Items have been added to the Expense Item and Spend Category Reference Guide job aid contained in the Administrative Resource Center (ARC).
Using Workday Search for People Names
Did you know you can search for people in Workday? You can! Use caution when using Workday's search for specific people names. Workday’s predictive search is helpful in most cases but when there are multiple people with the same name, the predictive search may not immediately display the correct person.
February GL Monthly Close
The February General Ledger monthly close deadlines are as follows...
Workday unavailable due to planned monthly maintenance - Sat. 2/20, 2 a.m. to 10 a.m.
Workday will be unavailable due to planned monthly maintenance on Saturday, February 20, from 2 a.m. to 10 a.m. Workday may be available sooner if the maintenance does not take the full 8 hours.
Internal Supplier Requests
The steps for requesting goods and services from Ohio State Internal Suppliers are the same as those from external suppliers. First, search in Buckeye Buy to see if the internal supplier has a catalog. If there is no catalog available, change your requisition type from "Buckeye Buy" to "Non-Catalog Request" before submitting it to make sure your request is routed to the appropriate service center or buyer for review. Access the Business and Finance website to find a current list of internal suppliers with catalogs in Buckeye Buy, and instructions on how to search for these catalogs. Review the Administrative Resource Center's "Find Internal Suppliers by Catalog and Inventory Status" job aid for a list of Ohio State internal suppliers, including their supplier IDs and email addresses.
FDM Translation Tool Not Intended for Long-term Use
The FDM Translation Tool was created to show how PeopleSoft and Great Plains historical data converted to initial Workday values and is not intended for long-term use. The tool shows translations at the time of conversion only, and the values are static. Users who have questions about a translation result should check with their Cost Center Manager. To learn more about the purpose and use of the tool review the job aid found in the Administrative Resource Cener (ARC). Note: The FDM Translation Tool will not be available for a few hours on Thursday, February 11 starting at 3 p.m.
Ability to Post Purchases Directly to Inventory Accounts
If you are part of an earnings unit with inventory tracked outside of Workday and have a need to directly post to Inventory Accounts when purchasing goods, assistance is available to help set this up for your unit. Please contact Tiffany Mayers by February 19 with a request and include the specific cost centers requiring this ability.
Workday Quick Tips
Reminder about FY21 plans
FY21 Plans have been loaded at the unit level into Workday, based on the Excel templates provided to Financial Planning and Analysis during July 2020. These plans are viewable in the Sources and Uses - Variance report when it is run at the CCH6 level, or for units reporting to Academic Affairs, CCH7 level.
Reminder about HIPPA and FERPA data
Do not attach HIPPA and FERPA specific data in Workday processes. To learn more about attachment requirements review the "Journal Entries" section within the Workday for Core Users: Finance FAQs, available in the Administrative Resource Center (ARC).
Collections: Past Due Accounts Receivable in Workday
Join the Office of the University Bursar’s Collections team for an upcoming training about how to manage your past due accounts receivable in Workday. If you manage an earnings operation that provides goods or services to external customers expecting payment at a future date, you should attend this course. The two-hour virtual instructor-led training will discuss why collections is an essential part of the earnings process; how the collections lifecycle works and how accounts transition to Collections at 61+ days past due; what happens when a debt is successfully collected; and several other special considerations, including when it’s appropriate to withhold an account from Collections and how to manage customer bankruptcy.
Attendees will also develop strategies for collecting on past due receivables to increase the likelihood of repayment and practice tracking accounts in collection in Workday.
This course is relevant to both units who use Workday to bill their customers and for departments who utilize external systems for billing.
Register through BuckeyeLearn today as seats are limited and only three sessions remain (February 11, February 17, and February 24).
Workday Quick Tips
- For a definitive resource for all things related to the Workday Foundation Data Model (FDM), checkout the FDM Handbook (spreadsheet download). It’s located on the B&F website, under “Type: Forms.”
- Administrative Resource Center (ARC) additions:
- For information regarding a one-time payment that was completed with incorrect costing worktags, read this FAQ item.
- For information regarding petty cash account reconciliation and replenishment, review this job aid.
- If you experience issues with round-trip (punch-out) functionality or cannot find a supplier catalog or item, please do not contact the supplier directly. Your help contact is based on your funding unit.
- For UNIV funding units, contact the Marketplace Team
- For Health System/OSUWMC funding units, contact 614-293-4357 (HELP)
When approving a Workday transaction (Requisitions, Spend Authorizations, Expense Reports, etc.) make sure you are staying within your Inbox transaction view when adding attachments/updating information. Once you are completed, you will click the Approve button and workflow will proceed to next step. If you go to Edit or Change the transaction and add an Attachment/make edits from there, you will be presented with a Submit button. When clicking Submit, workflow will restart.
Upcoming Monthly Pay
Employees will notice differences in payroll practices that result in changes to their payslips in terms of how pay is calculated and how it appears visually. Payslips should be viewable in Workday on Jan. 28 for the Jan. 29 pay day and February payslips should be viewable in Workday on Feb. 25 for the Feb. 26 pay day. After February, payslips will typically be visible five days before pay day. To learn more, visit changes impacting pay and how to access your payslip.
Also, 9/12 faculty will see different earning types displayed on their payslips throughout the year, but their net pay will not be impacted. Review a recent presention to learn more.