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One of the methods used by the Office of Technology and Digital Innovation (OTDI) to safeguard Ohio State’s restricted data (e.g. student, alumni, faculty and staff information, patient medical records, research data, etc.) is the annual review of user access for the university Workday Financials, Human Resources, Medical Center Financials, and Student Information Systems (SIS).

The template to upload journal entries via EIB is changing. Beginning at 5 p.m. on Thursday, April 21, you will need to use the new template. The current template will not work after 5 p.m.

Starting April 25, for those who order special order gases from the UNIV Gas Cylinder Warehouse, there are new instructions for Workday requisitions. This new internal supplier process will allow the orders to be emailed to the Gas Warehouse and will help streamline the process. These differ between on campus and off campus locations, so read carefully.

There is a new inbox filter for Workday that can be used for requisitions at the CCH7 cost center hierarchy level.

The naming convention for this filter is XCF_EMI_Requisition_Final_CCH7. The instructions for using the filter are in the Create, Edit and Apply an Inbox Filter job aid.

When creating a new inbox filter:

Encumbrances for blanket purchase orders associated with fiscal year 2023 will first post to fiscal year 2022 until a manual job is run at month-end to move the encumbrance into fiscal year 2023. The process will look for any blanket purchase orders created after 4/18/22.

The Clinical Trials Reference Document on the Administrative Resource Center (ARC) has been updated to provide a high-level overview of the current process for grants with clinical trials. Most of the steps take place outside of Workday, though they impact what happens in Workday. A few comments about accounting are now included throughout the overview.

The Institutional Data Policy (IDP) course is required annually for anyone with access to restricted data which includes those with access to Workday beyond self-service features. See IDP Training on the Cybersecurity site for more information.

New tips and tricks information is being added to the Business and Finance website which will provide users with an overview of business processes and a crosswalk to additional resources. The first item being added is Supplier Invoice Process Tips and Tricks.