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Workday Go-Live and OSU Policy Updates From CSW Staff Meeting (December 10, 2020)Workday Q&ATrainingWill contract folks need to complete the Workday training?All types of OSU employees (incl. term, temp, student workers, etc.) should get at least the basic training. Non-employees generally don’t need the training.Can Eric share the name of the training to which he referred for buying things? I may have missed it.Requesting Goods and Services: The Workday Buying ExperienceIs this training useful for someone who just buys things like twice a year - or should those of us who rarely purchase just check with you all before each purchase?Each unit may want to designate one person to get the training and initiate purchases on behalf of the unit. However, every OSU employee will have the rights to initiate (as in the current eRequest system). Training will continue to be available in BuckeyeLearn after January, so if you won’t use Workday for a while, and you don’t have a “required” training assigned in BuckeyeLearn, you could wait on the training.Purchasing PoliciesOccasionally my boss will ask me to purchase a gift for a funder or potential funder. Is there a limit how much I can spend on these items? Also, has the amount we're allowed to spend on flowers for condolences, etc. changed? "Funeral" flowers for $100 is nearly impossible.OSU policy doesn’t specifically address the amount of a gift to a non-employee. The $100 limit for expression of support for employees is a continuation of current policy. Donations can be made in lieu of flowers. Flower arrangements of under $100 are available.Are ‘approved vendors’ considered ‘internal suppliers’?Internal suppliers are OSU units providing goods or services. Examples: the Blackwell, the Ohio Union, Uniprint and TechHub.IT ExpensesI see that IT purchases are listed as one of the special approval categories. Does that mean there’s a different process for these purchases?If you request an IT purchase through BuckeyeBuy, it will route automatically to Richard or Andrea for review and approval. If what you need is not available on BuckeyeBuy, reach out to them through CSWhelpdesk@osu.edu and they can help you and make a purchase on a PCard. You should not purchase IT items on your own PCard without consulting with them first. IT Expenses include any kind of software, web service, hosting service, or application in addition to equipment and supplies.TravelCan hotels still be reserved/held with PCard without using concur?The Travel Policy indicates that PCard, Purchase Order, and Reimbursement are all acceptable payment options for Lodging. Frequent travelers may request an individual PCard for travel expenses.I often reserve rooms for my boss on my card and then he pays on his when leaving. Yill this still be ok?Yes.PCardI have concern about BuckeyeBuy based on past experience with eStores. Perhaps it is really is better now. I suppose when we need an item quickly, it will still be ok to P-card purchase?Yes, PCards can be the best option for emergency or unexpected purchases. Be sure to plan ahead when possible. The technology for BuckeyeBuy is definitely an upgrade over eStores, and the University is committed to making it function well.We have a number of automated monthly payments for things we use to support the Center. One being Mailchimp, which does not offer a PO option. A PO is normally the best option for recurring charges, but if a vendor doesn’t offer a PO option and a product isn’t available in BuckeyeBuy, then a PCard is perfectly okay to use.Is there a preferred email mass communication vendor we should be using instead? Same for our auto email sender for ScreenU (Mailgun). Not at this time, there are no preferred vendors for these services.PCard- I understand that saving a PCard number on a website for repeat purchases is not allowed, but a website I use is automated so the number is saved.Either use another vendor or check the vendor’s account every week. Here is the full text in the PCard policy:PCard managers, PCardholders, and PCard users must not save or send the full PCard number in hard copy or electronically, including and not limited to emailing, faxing, texting, voice mailing, or other electronic messaging system; writing it on paper; storing it in a file; and entering it in Excel, Word, or other app/device/program. 1. When making online purchases, “guest checkout” or “do not save card number” options must be used when available to avoid storing the PCard number in a system. 2. If the PCard manager, PCardholder, or PCard user is required by a supplier to store PCard information in an online merchant site for the procurement of goods, the account must be monitored on a weekly basis for inappropriate activity.OtherIs this same presentation being give at a faculty meeting?We will look for the next opportunity to present to the faculty.HR Policy Changes (overview)For a full listing of HR policies and changes, please visit: Paid Time OffExpands 240-hour parental leave entitlement to include birth mother and other parent. Revises the eligibility for vacation donation from “life threatening illness” to “serious health condition.” Scheduling Work and OvertimeAdds differential pay to the Scheduling Work and Overtime PolicyRequires use of compensatory time within 365 days of earning it, when an employee transfers, or when an employee leaves university employment.Revises time frame for payment of compensatory time that exceeds 240 hours so that payment occurs in the pay period following reaching the maximum.Clarifies the expectation that employees receive approval to work overtime prior to working overtime. Employees who fail to receive approval may be subjected to corrective action.Revises overtime eligibility calculation so that only time worked and holiday hours are calculated. Sick, vacation, and compensatory time off are no longer part of the calculation, and references to “active pay status” were removed.RecruitmentAdds language to clarify that units must consult with Talent Acquisition to publicize job openings. Deletes language permitting postings limited to Ohio State employeesEmploymentStaff EmploymentAdded language that end of employment date must be established for temporary and term positionsAdded section regarding staff with teaching duties.Student EmploymentAdded language that student employees will be hired utilizing common start dates.Added language that a review of student employees will be prompted after 130 days of no payBackground CheckRevises and reorganizes the list of final candidates for whom background checks will be required. Adds sections to detail background check requirements for non-employees and for non-student residents.Revises language regarding background check requirements for individuals with access to restricted institutional data. Revises language regarding background check requirements for internal candidates, including candidates for interim positions. Adds language requiring units to request and receive approval by the Background Check Coordinator and the Office of Legal Affairs prior to processing the background checks that are not mandated by the policy. ................
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