As you may be aware, the U.S. government has imposed tariffs on goods ordered from foreign nations. The tariffs are often paid by the supplier directly, and then those costs are passed on to the consumer (i.e. the university). If you are experiencing this, here is the university’s instructions on how to handle them.

To pay for a tariff hitting a purchase order:

• Create a separate line on the requisition
• Spend category – SC10652 – Tax not Excise Property or Sales
• Commodity Code – 93161609 – Tariff or Duty

Note: Tariffs may come in on separate invoices and may require a change order to add to the purchase order.

The Procurement Shared Services Center (PSCC) processes our spend authorizations and expense reports. The PSSC recently reached out with additional information they would like included in our spend authorizations. Please review the following information and contact Tiffany Garner with any questions.

Add Supporting Information:

1. Justification: This is a thorough business purpose that includes who, what, where, when and why.
2. Documentation
   • Flight estimates for business-only travel (sans personal time) AND flight estimates for flights that include personal time
     Per policy, “Travelers should incur the lowest reasonable travel expenses that meet business need …” When adding personal time, it is important to use the least expensive business-only flight estimate that meets business travel needs.
   • Conference/event brochure/information (noting dates, location and purpose)
     *PDF attachments are the industry standard. Links are not acceptable, as they can be broken/removed.
   • Conference/event agenda
     *PDF attachments are the industry standard. Links are not acceptable as they can be broken/removed.
   • Lodging
     Using the destination field in the SA form will allow the GSA rate for that area to be pulled in. If the rate exceeds the GSA, an alert will appear.
   • Transportation estimates
     Ground and Mileage
   • Per Diem Pre-Trip
     Be sure to note the departure and return times as they can affect the allowable per diem meals for the travel dates.
   • Travel Comparison Worksheet
     If the traveler deviates from the normal travel mode/time, a comparison worksheet should be used. This can be used to compare driving vs. flying, flying outside of the business only travel dates or car rental vs. driving a personal vehicle.
   • Any other expected expense items
     Add explanation and documentation when available.

It is important to change the Ship-To address for service items requested in Workday. If the default address of 2650 Kenny Road (OSU Stores and Receiving) is used and the items aren’t shipped there, the warehouse employees will not be able to mark the item(s) as received and payment to the vendor will be delayed. Tiffany Garner has created a step-by-step guide for correctly entering this information into Work Day purchasing requests and it can be found on the college’s Business Office website, which can be found by clicking on this link: Procurement | College of Optometry Business Office (osu.edu)

Workday has two major releases of enhancements and new functionality annually. Below is information about the second release of 2023, named 20232R2 by Workday, that occurred Sept. 9.

One of the most notable changes is renaming of the “Inbox” to “My Tasks.” Although your Inbox will be renamed My Tasks, how you get to it from your home page will not change. The preview of tasks waiting for you to take action and the appearance of the Inbox icon in the header will be the same as they are today.

Also, when you use the Requisitions App to order good and services, you’ll notice the following changes:

• Requisition Details will persist and display additional information, including your default Deliver To, Ship To, and worktag values, as shown below. Click Edit Details (a new button that replaces the Settings icon) to update your defaults.
• To improve performance, requisitions from the last six months will be displayed. Click Edit Filters to change the date range or apply other filters (for example, the type of requisition or supplier).

For managers, there are several changes to your view of the home page as well:

• A Quick Review option has been added for some absence tasks Awaiting Your Action, including time off requests; click the Quick Review button to review and take action on the task without leaving your home page.
• The Your Team section has been removed; updates that would have been displayed there (like upcoming absences for your team) will be in the Timely Suggestions section.
• An Important Dates section has been added that will include events like upcoming time off and anniversary dates for your team members; at the bottom of the Important Dates section is a link to your Team Calendar that you can use to see planned absences for your team a week or a month at a time.

For a full review of the changes to Workday please follow this link to an article in the Administrative Resource Center (login required), Workday 2023R2 | Administrative Resource Center (osu.edu).

The new Expenses Hub is live within the Workday Menu options. The Expenses Hub is a central location to review and manage your expense-related tasks and transactions. This area will also display transactions that require your attention. A two-minute overview video is available in BuckeyeLearn(link is external) that shows how to access the new Expenses Hub and what is included in this new Workday resource.

This week Kate Horton demonstrated the new procedures to enter requests in Workday during a series of lunch and learn opportunities. It covers how to enter in Supplier Website requests, Catalog Requests and Non-Catalog Requests for the May 2023 Workday update. If you missed the presentations, you can access a recording by clicking the following link to the Business Office Work Day web site. Requisition Experience in Workday, Demo – May 2023 | College of Optometry Business Office (osu.edu)