Tagged: Workday

As part of year end procedures and to help ensure a successful procurement roll forward, it is recommended that units review and close out old items with remaining balances if they will no longer be invoiced. Two helpful reports are available to assist with year-end business document clean up: the "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report and the "Purchase Orders with Documents Awaiting Action" report. See the full post for more details and report criteria information.

A new desktop and mobile experience for Absence is coming to Workday on May 6. Manage Absence will allow you to easily navigate and manage absence requests in a simple calendar view. People leaders will be able to navigate to their team’s calendar view and make requests on behalf of their employees without navigating to each profile. See the full post for features and benefits.

Beginning May 1, departments and units selling goods and services on credit to customers (accounts receivable) should use the “Create Request” task in Workday to request new customer records and edits to existing records. Note, this change DOES NOT apply to Internal Order Billing (IOB) or cash sales. Communications about customer record maintenance will now include both system-generated emails and Workday notifications, rather than relying exclusively on email. You may still receive occasional emails if additional information is needed to process a request. This new process replaces the existing Qualtrics form used for customer data collection. For additional details and a job aid link, read the full post.

Effective April 1, 2025, the Deposit of Funds policy and Petty Cash Funds, Change Funds, and Cash Advance Payments policy (formerly named the Cash and Cash Alternatives Payment Methods policy) have been revised by the Office of Business and Finance. These polices provide updated guidance on how units should manage their cash activity. Review the full post for details.

FY26 Blanket order entry can begin on Monday, April 14. A new workday enhancement will be turned on the week of April 7 to allow for future dated requisitions. Prior to this enhancement, users were instructed to "current date" blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year. With this new enhancement, all FY26 blanket order requisitions should be entered as future dated requests (request date of 7/1/25). The corresponding purchase order (PO) document dates and encumbrances will also be future dated, so they are correctly recorded for FY26. The PO will be issued after the requisition is fully approved. See the full post for more information to be aware of with this enhancement, including additional reminders about the use of blanket orders.

B&H Photo will be closed for Passover beginning Friday, April 11 through Sunday, April 20. B&H will re-open Monday, April 21. Orders placed by 11 p.m. on Thursday, April 10 will ship before the holiday. On select days during the closure, customers will still be able to enter orders in the supplier website but product will not ship until April 21. See the full post for a visual calendar from B&H with more details.

The Office of Business and Finance in coordination with the University Travel Office is pleased to announce our extended partnership with Anthony Travel. Effective July 1, 2025, Anthony Travel will replace Corporate Travel Planners (CTP) as the Travel Management Company for individual business travel.

Check out the full post for new and upcoming Workday report updates as of April 7.

Data Stewards, security contacts, and administrative system contacts will be receiving an email from Digital Security and Trust – Identity and Access Security Operations with information and instructions on how to verify their area’s users for the coming year for specific Ohio State administrative systems. The system list includes Workday Financials, Human Resources, Medical Center Financials, Workday All Custom Reports, and the Student Information System. Your attention regarding this mandated annual activity is very important. The email will be sent during the week of Monday, May 5, with a requested deadline to confirm area users by Tuesday, June 3. See the full post for additional details.

Administrators should advise travelers to exercise caution when working in the Expenses Hub. Upon selecting the “Actions” button for Spend Authorizations, the banner action prompt and other instructional text should be reviewed before selecting “Ok” to confirm the correct business process is initiated. Spend Authorizations that have been prematurely closed are unable to be restored to “Approved” status and will not allow Expense Reports to be linked to the Spend Authorization.