NewsLink Articles
Under Enrolled Student Account Codes Used in Error
Student employees must be enrolled appropriately in order to be exempted from retirement and Medicare withholding taxes. There are three steps that occur prior to the start of each payroll:
- Enrollment information is confirmed with the student system
- Flags to indicate that retirement and Medicare should be withheld are updated for those students identified as being under enrolled
- The account code segment of the chartfield is updated for under enrolled students from
- 60131 to 60135
- 60155 to 60156 (Work Study)
During biweekly pay period 22 (pay end date October 10th) and pay period 23 (pay end date October 24), the third step erroneously updated the account codes for student employees even when the student had been identified as enrolled. Student pay and retirement contributions were not affected. The issue was caught and corrected prior to the processing for pay period 24 (pay end date November 7). Read the full article for the steps being taken by the Controller's Office to remedy this issue.
November GL Monthly Close
The November General Ledger monthly close deadlines are as follows...
Payroll Clearing and Transition to Workday
Residual Payroll Clearing balances housed in fund 010192 will be reclassified in December.
After the December 2020 Direct Retro Distribution deadline of 12/10/20 has passed, all remaining UNIV payroll clearing balances in fund 010192 will be reclassified to general fund 011000 in PeopleSoft, prior to Workday go-live. The entries will be created and posted by the Office of the Controller based on the balances remaining on the HRB185 Post Distribution Report as of 12/23/20.
Making Purchases in Workday
The Buying Experience eLearning is available in BuckeyeLearn. This 40-minute eLearning summarizes the basic Requisition Business Process Workflow and demonstrates the basic steps to create a Buckeye Buy and Non-Catalog Requisition. While campus employees are not required to take this eLearning, it is strongly recommended for those who request goods and services. Health System authorized requesters will be assigned a one-hour Buying Experience course in BuckeyeLearn.
Important Workday Implementation Freeze Dates for November
The online Workday Calendar, provided by the Enterprise Project, shares a full listing of deadlines and system freeze dates as part of the move to Workday. Below is a listing of deadlines happening during the first half of November.
November 16:
- Last day to submit requests for adding and/or modifying procurement items (Inventory: Campus, Health System)
- Last day to submit approved Job Requisitions in PCS and HRA (Campus, Health System, OSU Physicians)
- Last day for all HRAs and Green Actions to be initiated (Campus, Health System)
November 18:
- Last day to transact with the current Office of Sponsored Programs American Express Card (Campus)
- Last day to approve Job Openings in the Position Control System (Health System)
November 20:
- Last day to add inventory cites and locations (Inventory: Campus, Health System)
- Last day to request earnings operations (Campus)
November 21:
- Last day to post Job Requisitions (Campus)
November 23:
- Last day to submit vendor addition and/or update requests to Vendor Maintenance - includes both internal and external vendors. (Supplier Accounts: Campus, Health System, OSU Physicians)
- Last day to add supplier contracts in OnBase/Meditract (Supplier Accounts: Campus, Health System)
- Last day to add and/or modify supplier catalogs (Supplier Accounts: Campus)
November 30:
- Last day to add and/or modify procurement items in PeopleSoft and eMaterials (Inventory: Campus, Health System)
- All HRAs and Green Actions must be approved (including all December transactions)
November 2020 PCard Reallocation
The reallocation deadline for November 2020 is Wednesday, November 25.
Rules Engine Freeze Date in PeopleSoft
The current auto-journal rules that were developed in Sungard to integrate with PeopleSoft are being replaced with a Rules Engine developed for Workday. As we prepare to go live with Workday in January, we are freezing changes to current auto-journal rules as well as requests for new rules on November 13.
For emergency merchant requests during the freeze period, contact Matthew Moore.4409 in Treasury Operations.
October GL Monthly Close
The October General Ledger monthly close deadlines are as follows...
Workday Deadline: Balances in PCard Clearing Account (61206)
A university-wide deadline for moving balances out of the PCard clearing account (61206) is set for December 30, 2020 (coinciding with the final reallocation deadline in Peoplesoft). These balances represent unreconciled transactions on PCards assigned to the college/department units. It is critical that all charges in the PCard clearing account be reallocated to the appropriate expense account by December 30, 2020 in preparation for the implementation of Workday. The PCard Office will continue to monitor account 61206 to ensure that charges are being cleared.
Workday Security Roles and Training
Be sure to check your BuckeyeLearn transcript for training you are expected to take to support your job duties when Workday goes live on January 3. For a complete list of the expected and recommended training needed for your assigned security roles, review the Course Assignments by Security Role matrix (Box link). Check out the Enterprise Project website for more training information.