Ohio University

Business Matters

Business Matters

Annual Cash Handling Course Reminder

First Name
Polly
Last Name
Mitchell
October 28, 2020

All employees (including students) that handle payments must complete the Cash Handling & Credit Card Security Awareness training annually to stay up to date on all requirements.    Employees who have never taken the training may register through the Professional Development webpage.  If you have previously taken the course, there is no need to re-register.  Please log in to Blackboard and click on Organizations. Next, click on Accounting Certificate, then Core Courses to access the Cash Handling & Credit Card Security Awareness 2020-21 course.  Employees can enroll students that work within their department by emailing Carole Gilkey at gilkey@ohio.edu with a list of all students needing access.

In addition to the training, staff and students should also review the standard credit card handling procedures and  PCI Information Security Guidelines.

Questions? Contact Finance Customer Care at financecustomercare@ohio.edu

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All employees (including students) that handle payments must complete the Cash Handling & Credit Card Security Awareness training annually to stay up to date on all requirements.    Employees who have never taken the training may register through the Professional Development webpage.  If you have previously taken the course, there is no need to re-register.  Please log in to Blackboard and click on Organizations. Next, click on Accounting Certificate, then Core Courses to access the Cash Handling & Credit Card Security Awareness 2020-21 course.  Employees can enroll students that work within their department by emailing Carole Gilkey at gilkey@ohio.edu with a list of all students needing access.

TIme and Effort Reporting Reminder

First Name
Polly
Last Name
Mitchell
October 28, 2020

Ohio University is required to document procedures and maintain supporting documentation for the distribution  of an individual’s effort to sponsored agreements in accordance with federal regulations as defined by the Office of Management and Budget (OMB) Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance).  Uniform Guidance, paragraph 200.430 (i), provides that records must reasonably reflect 100% of the activities for which an employee is compensated by the University.  Any individual who performed work on a federally funded project or serves as the project’s principal investigator must certify effort, unless in their absence, this task is delegated to a designee.  Uniform Guidance requires that the designee must have a suitable means to verify the distribution of effort for the individual who performed work on a federal award. The effort certification form documents this requirement in accordance with Uniform Guidance. 

Ohio University’s reporting periods for effort certification are: 

  • Fall Semester August 16 – December 31 
  • Spring Semester January 1 – May 15 
  • Summer Semester May 16 – August 15 

The next Effort Certification period is for Summer Semester 2020-21 and will be sent to departments starting November 17. 

An Effort Reporting dashboard is available on the Finance dashboard, under the Grants tab. This dashboard can be used to view the payroll details included in the Effort Certification.

Questions? Contact the Grants Accounting Office at finance.grants@ohio.edu.

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Ohio University is required to document procedures and maintain supporting documentation for the distribution  of an individual’s effort to sponsored agreements in accordance with federal regulations as defined by the Office of Management and Budget (OMB) Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance).  Uniform Guidance, paragraph 200.430 (i), provides that records must reasonably reflect 100% of the activities for which an employee is compensated by the University.  Any individual who performed work on a federally funded project or serves as the project’s principal investigator must certify effort, unless in their absence, this task is delegated to a designee.  Uniform Guidance requires that the designee must have a suitable means to verify the distribution of effort for the individual who performed work on a federal award. The effort certification form documents this requirement in accordance with Uniform Guidance. 

Equipment Inventory Updates

First Name
Polly
Last Name
Mitchell
October 28, 2020

 For the last several months, the University has restricted access to campus for most departments. This has led to a backlog on the normal Equipment Inventory procedures, such as green tagging new equipment and Quarterly/Biennial inventory reviews.

Each CFAO will receive a list of the current Equipment Inventory contacts. We are asking each CFAO to let us know which equipment contacts are working on campus (vs remotely). Equipment Inventory will work with those who are on campus to tag any newly received equipment and complete the normal Equipment Inventory asset reviews.

Questions?  For green tag questions, please reach out to finance.equipmentinventory@ohio.edu.  For red tag questions, please reach out to Michelle Allison at finance.grants@ohio.edu.

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 For the last several months, the University has restricted access to campus for most departments. This has led to a backlog on the normal Equipment Inventory procedures, such as green tagging new equipment and Quarterly/Biennial inventory reviews.

Cost Center Lookup Changes

First Name
Polly
Last Name
Mitchell
October 28, 2020

 Changes were recently made to the Cost Center Lookup Dashboard in OBI to exclude cost centers that have been disabled or end dated.  The dashboard was also modified to show only three-segment cost centers and removing activity and function from the view.  If you are unsure which activity or function should be used for your transactions, please contact your CFAO or their delegate(s) for assistance.  Remember, this lookup does not display all valid cost center combinations, only those that have been used in the system and are available in BobcatBUY and Concur.

To request a new cost center for those systems, please submit a ticket to financecustomercare@ohio.eduTo check the validity of a combination of segments in Ebiz, please use to the Account Validation Tool .  Refer to the Quick Reference Guide to learn more about the Account Validation Tool.

Questions?  Contact Finance Customer Care at financecustomercare@ohio.edu

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 Changes were recently made to the Cost Center Lookup Dashboard in OBI to exclude cost centers that have been disabled or end dated.  The dashboard was also modified to show only three-segment cost centers and removing activity and function from the view.  If you are unsure which activity or function should be used for your transactions, please contact your CFAO or their delegate(s) for assistance.  Remember, this lookup does not display all valid cost center combinations, only those that have been used in the system and are available in BobcatBUY and Concur.

Important Payment Reminders for Thankgiving Break and Winter Break Closure

First Name
Polly
Last Name
Mitchell
October 28, 2020

As we wind down the calendar year, it is important to start planning for Thanksgiving and Winter Break Closure (WBC) payments. Since the University will have a modified operating schedule during this period of time, as a result of the mandatory furlough days, please keep in mind the following information:

  • If you have invoices that need paid before Thanksgiving Break and / or WBC, please ensure when you are submitting invoices to Accounts Payable that you include the following verbiage in the subject line: “For Payment Processing Before XX” where XX is either Thanksgiving Break or Winter Break Closure. If there are Form Requests that need payments processed before these closures, please submit a ticket to Finance Customer Care with the Form Request number.
Department Submission to AP for Processing Scheduled Check Run Payment Processing Dates
Friday, 11/20/2020 by 10am Tuesday, 11/24/2020 at 10am Payments scheduled through 11/30/2020 will be paid on this check run
Tuesday, 12/15/2020 by 10am Thursday, 12/17/2020 at 10am Payments scheduled through 1/6/2021 will be paid on this check run
Next regular check run after Thanksgiving Tuesday, 12/1/2020 at 10am  
Next regular check run after WBC Thursday, 1/7/2020  

Accounts Payable has made special arrangements to address necessary payments (ex., utilities, benefits, and payroll taxes) during the break periods so that there is no interruption to operations.

Questions?  Contact Finance Customer Care at financecustomercare@ohio.edu

Purchasing and Contracts

The Purchasing and Contracts departments are also sharing the key dates for Requisition and Request for Bids in preparation of the Thanksgiving and WBC periods: 

Departmental Submission to Purchasing and Contracts Deadline Notes
Requests for Bid or Proposal needed before Thanksgiving Break Monday, 10/19/2020 Complex proposals may take longer to process, please plan accordingly
Service Agreement requisitions in BobcatBUY to be processed before Thanksgiving Break Friday, 11/6/2020  
Non-Catalog requisitions for approval in BobcatBUY to be processed before Thanksgiving Break Friday, 11/6/2020  
Requests for Bid or Proposal needed before WBC Friday, 11/20/2020 Complex proposals may take longer to process, please plan accordingly
Service Agreement requisitions in BobcatBUY before WBC Friday, 12/4/2020  
Non-Catalog requisitions for approval in BobcatBUY before WBC Friday, 12/4/2020  

Adhering to these dates is especially important regarding any software purchases, as the negotiation of terms and conditions related to licensing issues can often take several business days to resolve with the supplier. Our ability to contact you to discuss any underlying issues could be important in expediting the approvals for contracts. If you are planning time off prior to or after the break periods, please let us know who we can work with in your absence or how to contact you during this time. Otherwise, if issues come up and we cannot reach you (or your designee), the contract will have to wait for your return to the office. Please be aware that complex contracts may require additional time to finalize so please plan ahead.

Catalog requisitions will be processed automatically on day of submission; however, it is recommended that you have those orders submitted by December 11, 2020 to allow for processing time by the supplier and delivery time. Many suppliers are extra busy during this time of year so plan accordingly to allow sufficient time to receive items before closure periods.

Finance Customer Care

During Thanksgiving holiday break and Winter Break Closure, the Finance Customer Care email will be monitored for emergency only issues (financecustomercare@ohio.edu).  The mailbox will be checked twice a day, each business day during the break periods, to address emergency only issues.  All other issues will be addressed when the University officially opens for business.

Questions?  Contact Finance Customer Care at financecustomercare@ohio.edu

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As we wind down the calendar year, it is important to start planning for Thanksgiving and Winter Break Closure (WBC) payments. Since the University will have a modified operating schedule during this period of time, as a result of the mandatory furlough days, please keep in mind the following information:

Shred-It Update

First Name
Polly
Last Name
Mitchell
October 28, 2020

Effective September 10, 2020, Shred-It has announced a change in their dedicated Ohio University sales representative.  All requests for pickups or confidential shredding bins should be directed to Jean Cantrell at Jean.Cantrell@stericycle.com.  Jean has replaced Michelle Caudill who served as OHIO’s representative since the beginning of our contract with Shred-It. 

Shred-It pickups will continue to operate on an appointment only basis until at least June 30, 2021, at which point we will re-evaluate the situation.  Departments will not be billed for any missed service dates. 

Questions? Contact Finance Customer Care at financecustomercare@ohio.edu.  

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Effective September 10, 2020, Shred-It has announced a change in their dedicated Ohio University sales representative.  All requests for pickups or confidential shredding bins should be directed to Jean Cantrell at Jean.Cantrell@stericycle.com.  Jean has replaced Michelle Caudill who served as OHIO’s representative since the beginning of our contract with Shred-It. 

New PCard Release Delayed

First Name
Polly
Last Name
Mitchell
October 28, 2020

During the August Business Forum, it was announced that we were anticipating the release of new purchasing cards (PCards) in mid/late October. Given the announcement of the Phase II plans and a large number of faculty and staff working continuing to work remotely to decrease density at our locations, the PCard issuance has been delayed until spring 2021. The current pcard provider, JP Morgan Chase, has extended the current agreement with the University until June 30, 2021.  

If your current PCard expires during fiscal year 2021, the PCard Administrator will contact you when your new card arrives. As announced previously, if you need your new PCard (because you use it on a regular basis), you can arrange a date and time to pick up the card. Cards are distributed by appointment only.

When the new PCards are distributed in the spring from the new PCard provider, cardholders will be required to sign a new cardholder agreement and complete mandatory training before they pick up their new PCard in the spring. More details related to training materials and card distribution will be forthcoming in future newsletters and at future Business Forums.

Questions?  Contact Finance Customer Care at financecustomercare@ohio.edu.

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During the August Business Forum, it was announced that we were anticipating the release of new purchasing cards (PCards) in mid/late October. Given the announcement of the Phase II plans and a large number of faculty and staff working continuing to work remotely to decrease density at our locations, the PCard issuance has been delayed until spring 2021. The current pcard provider, JP Morgan Chase, has extended the current agreement with the University until June 30, 2021.

The Parking Spot Updates

First Name
Polly
Last Name
Mitchell
October 28, 2020

During these uncertain times, most University travel is still suspended, however, there are some exceptions.  As updates are made, we will be certain to inform you so that you are ready when travel is allowed.  The Parking Spot at the John Glenn International Airport in Columbus is a preferred provider offering discounts for both business and personal travel for OHIO employees.

There are many perks available for those enrolled in the Parking Spot’s program.  If you enroll now, you will be automatically upgraded to Gold Status through January 2021. 

The perks included are:

  • 25% discount in Columbus
  • 10% discount in all other markets
  • Discount is valid for both business and leisure travel

Please note, you must now be enrolled in the Parking Spot Executive program, as business cards are no longer accepted to receive the discount.  Click the link to enroll in the Parking Spot Executive Program.  When prompted, enter the Corporate Code Ohio2428 when creating your account. 

Questions?  Contact travel@ohio.edu.

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During these uncertain times, most University travel is still suspended, however, there are some exceptions.  As updates are made, we will be certain to inform you so that you are ready when travel is allowed.  The Parking Spot at the John Glenn International Airport in Columbus is a preferred provider offering discounts for both business and personal travel for OHIO employees.

System Access: Oracle E-Business Suite

First Name
Polly
Last Name
Mitchell
October 28, 2020

CFAOs are responsible for approving and monitoring access to Oracle EBIZ responsibilities for users assigned to their planning unit.  In order to make that process easier and more convenient, a new dashboard has been created to assist in this process. The following user roles are to be monitored and adjusted, in accordance with planning unit business needs and personnel changes, by the CFAOs:

  • OUHR:Individual Compensation Distribution
  • OUHR:Assignment Costing
  • OUHR:BUMS Planning Unit
  • OUHR:BUMS Planning Unit All
  • OUJE:Journal Entry Tool
  • OUFMS:View Only

All other EBIZ responsibilities are the responsibility of the module owners (i.e. AP, HR, GAFR, etc.) 

To help CFAOs/module owners ensure that appropriate access is maintained, a new dashboard has been created in OBI called Oracle E-Business Suite User Access.  This dashboard will be published to users who have access to the HR dashboards.  Please note, users who have limited PEDS only access will not be able to view this dashboard.  For more information about this dashboard, please view the attached Oracle E-Business Suite User Access dashboard Quick Reference Guide. 

CFAOs/module owners should immediately request termination of access for any employee transferring to another position that no longer requires the access.  If transferring out of the department, access should be ended, and the new department can request access back if it’s necessary for their job. 

OIT will initiate routine access audits at least two times a year as well.  CFAOs/module owners are responsible for reviewing the access list and responding to the OIT tickets with any changes that may be necessary.  If no changes are necessary, a response must still be recorded so that the audit can be marked complete. 

If you need to request or change access for an employee, please submit a request to the OIT Service Desk.  Questions? Contact Misty Riffle at rifflem@ohio.edu

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CFAOs are responsible for approving and monitoring access to Oracle EBIZ responsibilities for users assigned to their planning unit.  In order to make that process easier and more convenient, a new dashboard has been created to assist in this process. The following user roles are to be monitored and adjusted, in accordance with planning unit business needs and personnel changes, by the CFAOs:

Journal Entry Template (JET) - Correction Reminders

First Name
Polly
Last Name
Mitchell
October 28, 2020

60 Day Rule for Corrections

Please remember that correction journal entries are to be uploaded within 60 days of the original transaction date. Correction journals require an original GL Transaction date for GL entries or Grants Expenditure Item Date for Grants entries as well as a 60 Day Correction Reason, if the original transaction’s effective date for GL entries or Expenditure Item Date for Grants entries is more than 60 days prior to the correction. Special circumstances for late entries must be documented in the 60 Day Correction Reason field in JET.  The journal entry will be reversed if it is late and the circumstances are not appropriate for a late entry.

Everyone should be reviewing their accounts on a regular basis to identify corrections in a timely manner.

Valid and Invalid Reasons for Late Corrections

We’ve been asked by customers to provide some examples of valid and invalid reasons for making a correcting journal entry. Please see below for the most common examples:

Examples of valid reasons for late corrections are: Correction requested by Finance via Footprints ticket #XXXXXX; Moving transaction to correct object code per Finance; Correcting function code.

Examples of invalid reasons are: Just found out that wrong account string was used; Didn’t have access to JET; Didn’t use correct activity code (unless directed by Finance); Charged wrong organization.

Additional Information for Correction Entries

To process a correction entry, you will need to know the Journal Category and effective date of the original transaction. For GL entries, you can find this information in the Transaction Export tab of the OBI Finance dashboard. You can search for a transaction using segments, descriptions, or vendors. For more information on GL Transaction Export in OBI, see the Transaction Export reference guide.

The transaction below is an AP transaction with an original GL effective date of 7/7/20. You would use the category Corrections-AP and the original GL transaction date of 7/7/20 when processing a correction for this transaction. Since the correction would be within 60 days of the original transaction, no correction reason is needed. PLEASE TAKE CARE TO ENTER THE CORRECT ORIGINAL TRANSACTION DATE IN THE GL ORIGINAL TRANSACTION DATE FIELD IN YOUR ENTRY. Finance is auditing the accuracy of these dates.

Screen shot on correction of entries

To see detail for individual Grants transactions, use the Expenditure Inquiry option on the Grants tab of the Finance dashboard. You can search for transactions using Project, Task, Award or Expenditure information (and several other categories). For the transaction shown below, the original Expenditure Item is 7/9/2020 and the category for a correction JE would be Corrections – Pcard/Concur.  For more information on Grants Expenditure Inquiry, see the Expenditure Inquiry reference guide.

Searching by PTA

For more information on JET, Correction Entries or navigating OBI, please visit the JET webpage and the OBI Training webpage

Questions? Contact financecustomercare@ohio.edu.

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60 Day Rule for Corrections

Please remember that correction journal entries are to be uploaded within 60 days of the original transaction date. Correction journals require an original GL Transaction date for GL entries or Grants Expenditure Item Date for Grants entries as well as a 60 Day Correction Reason, if the original transaction’s effective date for GL entries or Expenditure Item Date for Grants entries is more than 60 days prior to the correction. Special circumstances for late entries must be documented in the 60 Day Correction Reason field in JET.  The journal entry will be reversed if it is late and the circumstances are not appropriate for a late entry.

Everyone should be reviewing their accounts on a regular basis to identify corrections in a timely manner.