List of Topics

 Questions

 Answers

General Inquiries

Q.ChartField maintenance, journal entries, questions related to financial statements
A.Contact the Division of Accounting: (614) 292-4156.
Q.AP Payment status, non-payment, vendor questions, unresolved issues
A.Payment issues should be directed to the Division of Accounts Payable: (614) 292-6831. Unresolved issues should be directed to the Office of the Controller: (614) 292-6220.
Q.Student Loan Information
A.Student loans are the responsibility of the Office of Student Financial Aid at (614) 292-0300. Students can access their account information by calling (614) 292-EASE.
:: Top      :: Back

Accounts Payable

Q.How do I get copies of invoices?
A.Invoices are scanned and imaged by central Accounts Payable, and are available online in PeopleSoft Financials or through the Office of the Controller website "View Invoice". You must log in with your OSU name.# and password.
Q.How do I check on the status of an invoice?
A.OSU customers can view the status of an invoice by running the "Paid Voucher Report" and "Unpaid Voucher Report" via eReports or through the Procurement Inquiry pages in the PeopleSoft Financials 8.4 system. If the information cannot be found there, contact Accounts Payable at (614) 292-6831.
Q.How do I pay an invoice in foreign currency?
A.If the department has an invoice that requires payment in foreign currency, send a Foreign Draft Request Form and the invoice to Accounts Payable indicating the currency type, amount to be paid, Purchase Order number, and chartfield information, i.e., Org, fund, account, and other optional chartfield segments, if used.

If the department does not have an invoice, send a Foreign Draft Request Form to Accounts Payable with the same information.

Do not process via the Payment Request Entry Page "PREP".

Contact Diane Goubeax at (614) 688-4978 or Goubeaux.18 @ osu.edu with questions.
Q.How do I contact the Accounts Payable department?
A.Accounts Payable - Staff and Contacts
:: Top      :: Back

Asset Management

Q.How do I update an asset?
A.Instructions for updating an asset in PeopleSoft can be found on the Asset Management home page at http://www.controller.osu.edu/am/am-home.shtm#instructions.
Q.How do I receipt assets into the PeopleSoft system?
A.Instructions for receipting assets can be found on the Asset Management home page under Instructions at http://www.controller.osu.edu/am/am-home.shtm#instructions.
Q.Can I run Asset Management reports myself?
A.Yes. Asset Detail by Location, Asset Detail by Profile Category, Equipment Activity, and Physical Inventory & Equipment Review are Asset Managements reports which are available at http://ereports.osu.edu. The instructions for these reports are posted on the Asset Management home page at http://www.controller.osu.edu/am/am-home.shtm#instructions and in the PeopleSoft Assist Pages.
Q.When does Asset Management provide the Physical Inventory and Equipment Review Report (Self-Audit)?
A.The Physical Inventory and Equipment Review Report is published to eReports in the Financials\Physical_Inventory_YR folders by college and org on July 1st of each year.
Q.What is the deadline for turning in my Physical Inventory and Equipment Review Report?
A.September 30th of the same fiscal year.
Q.Is the Self-Audit the same as a Physical Audit?
A.No. The self-audit is the Physical Inventory and Equipment Review Report used by equipment coordinators to verify the existence, tag/sticker, and location of each capitalized asset. The physical audit is conducted biannually by the Physical Audit Coordinator on behalf of Asset Management.
:: Top      :: Back
Q.Can I run the Physical Inventory and Equipment Review Report in a different format?
A.Yes. The Asset Detail by Location and Asset Detail by Profile Category Report, found in ereports, have the same information as the Physical Inventory and Equipment Review Report. These reports can be run to an Excel spreadsheet or downloaded into a pivot table. Instructions for using the pivot tables can be found at https://assist-erp.osu.edu/assistereports84/WebHelp/assistereports.htm.
Q.Can I retire capitalized assets in the PeopleSoft system?
A.No. Only the Asset Management staff has access to retire UNIV capitalized assets. A retirement form must be initiated by the organization and appropriately signed and submitted to equipment inventory in order for capitalized assets to be removed from the organization's records. Retirement forms can be found at http://www.controller.osu.edu/am/am-home.shtm#forms. OSURF asset retirements must be submitted to the OSURF Asset Management department for approval.
Q.How do I retire non-capitalized assets in the PeopleSoft system?
A.Instructions for retiring non-capitalized assets can be found on the Asset Management home page under Instructions at http://www.controller.osu.edu/am/am-home.shtm#instructions.
Q.Do I have to track non-capitalized assets?
A.Organizations do not have to track non-capitalized assets in the PeopleSoft system. It is highly recommend that theft-prone items, such as computer equipment be tagged and tracked through Asset Management in the PeopleSoft system.
Q.How do I order non-capitalized tags?
A.Contact the Asset Management department at 292-6048 or amhelpdesk @ osu.edu.
Q.Do I have to pay for non-capitalized tags?
A.An unlimited number of tags are available to all organizations at no charge.
:: Top      :: Back
Q.Can I transfer capitalized assets to another organization in the PeopleSoft system?
A.No. Only the Asset Management staff has access to perform an inter-unit or intra-department transfer in the PeopleSoft system. An inter-unit transfer occurs when moving assets from on Business Unit to another Business Unit. An intra-unit transfer occurs when moving assets between organizations within the same business unit. The organization wanting to transfer equipment out of their organization is responsible for filling out an OSU Equipment Interdepartmental Transfer Form, getting it appropriately signed by both organizations, and submitting the form to Asset Management. The form is used for both types of transfers. Transfer forms can be found at http://www.controller.osu.edu/forms/forms.shtm#am. OSURF asset transfers must be submitted to the OSURF Asset Management department for approval.
Q.Can I transfer non-capitalized assets to another department in the PeopleSoft system?
A.No. The organization transferring equipment out should retire those non-capitalized assets from the PeopleSoft system. The organization receiving equipment should directly enter those non-capitalized asset into the PeopleSoft system. Instructions for Retiring Non-Capitalized Assets and Direct Entry of a Non-Capitalized Asset are located at http://www.controller.osu.edu/am/am-home.shtm#instructions. OSURF non-capitalized asset transfers must be submitted to the OSURF Asset Management department for approval.
Q.Can I donate equipment that no longer has a useful life?
A.Please defer to the Dean or Vice President of your college and the Surplus Materials and Disposal department. http://www.controller.osu.edu/smd/smd-home.
Q.How do I access the Surplus Property Management System?
A. https://surplus.osu.edu/su/public.aspx
Q.Can I sell equipment that no longer has a useful life?
A.Please defer to the Surplus Materials and Disposal department. http://www.controller.osu.edu/smd/smd-home.shtm.
Q.Can a professor keep or purchase equipment after a project is over?
A.Please defer to the Dean or Vice President of your college.
:: Top      :: Back
Q.Can I take a piece of equipment off campus?
A.The ability to take equipment off campus is at the discretion of the organization. A Permission to Use Off Campus Form must be filled out, appropriately signed, and kept in the organization's file. Permission to Use Off Campus Forms can be found at http://www.controller.osu.edu/forms/forms.shtm#permfor.
Q.Do I have to dispose of equipment through the Surplus Materials and Disposal Department?
A.Please defer to the Surplus Materials and Disposal department. http://www.controller.osu.edu/smd/smd-home.shtm.
Q.Can I download Asset Management forms, policies and procedures?
A.The asset management forms, policies and procedures are available online at http://www.controller.osu.edu/am/am-home.shtm#forms.
Q.Can I tag my own capitalized assets?
A.Yes. Contact the manager of Asset Management at 688-4788.
Q.I have a tag that is worn or has fallen off. Can I get a new one?
A.Yes. Contact the manager of Asset Management at 688-4788.
Q.Is my equipment insured when it is off-campus or at a remote location?
A.Please defer to Risk Management at http://busfin.osu.edu/riskMgt/default.aspx.
:: Top      :: Back

Division of Accounting and the General Ledger (GL)

Q.Help with the General Ledger.
A.Contact the Division of Accounting: (614) 292-4156 or by e-mail through glhelpdesk @ osu.edu.
Q.How do I set up ChartField values?
A.The New ChartField Value Request Form is designed as an Excel spreadsheet. There is one page for each ChartField segment (i.e., organization, fund, account, program, project) that is centrally maintained. The spreadsheet may be completed and sent to Chartfield-Request @ osu.edu as an attachment to an e-mail message. This message must be sent to Accounting from the e-mail account of the Senior Fiscal Officer or the Chartfield Approver.

A Financials Access Request form must also be completed when creating a new Organization value.
Q.How do I change ChartField values?
A.To close, inactivate, rename or change project end dates, send an e-mail to Chartfield-Request @ osu.edu with the appropriate information.
Q.How do I obtain a ChartField Reference Guide?
A.ChartField Reference guides are available from the Corner Store. The Stores stock Number is #53755.
Q.How can I determine if a ChartField value is valid?
A.Chartfield Informational Reports are located in eReports/Financials.

The ChartField Reference Guide (revised 6/15/00) contains valid account values as of 6/15/00. This may be useful in determining the proper numeric range for an online search.
Q.Will paper monthly reports be distributed from the PeopleSoft general ledger?
A.The Division of Accounting will distribute paper reports. You may also access and print your reports using the eReports server.
Q.How can I get my name added to the distribution e-mail list (to let me know when printed general ledger reports are ready)?
A.Contact Brenda Payne at (614) 688-3595 or Payne.11 @ osu.edu to be added to the distribution list.
Q.What is the monthly cut-off for interdepartmental billings?
A.IDB's (both online and interface) may be processed through the end of business on the second working day of the following month.
Q.What is the monthly cut-off for online journal entries?
A.Online journal entries (excluding IDB's and deposits) may be processed through 7:00 pm on the fifth working day of the following month.
Q.How do I post an entry to the prior month before the monthly cut-off?
A.Override the system default date by entering a date in the prior month or by clicking on the calendar icon and choosing the appropriate date of the prior month. This may be done only while the prior month is still open (i.e., before the appropriate cut-offs during the following month).
Q.When is the GL system available for online entries and inquiries?
A.The GL is available from 7:00 am to 7:00 pm each weekday. See http://oit.osu.edu/hrfin/systemhours.html for the current HR and Financials system hours.
Q.Will there be two closings for June at fiscal year-end?
A.Yes. The first close will follow the normal monthly close schedule. Then, period 12 (June) will re-open for adjusting entries. See year-end schedule at http://www.controller.osu.edu/acc/acc-home.shtm#calendars.
Q.Where do I find help with PeopleSoft 8.4?
A.Help is available through ASSIST at http://www.oit.ohio-state.edu/hrfin/assist.html or through e-mail at glhelpdesk @ osu.edu.
Q.How do I find keystroke equivalents?
A.Keystrokes are available through ASSIST at https://assist-erp.osu.edu/assistgl84/WebHelp/start.htm.
Q.How do I contact the Accounting department?
A.Accounting - Staff and Contacts
:: Top      :: Back

Expediting

Q.Where can I find information about a voucher?
A.Voucher information can be viewed in the Financials system in real time (see the Financials System Tips & Tools for navigation instructions). Alternatively, users may refer to the Unpaid Voucher Report (go to eReports).
Q.How do I resolve a match exception?
A.
  • Verify that goods/services ordered from supplier match what is received.
  • Communicate directly with the Supplier as the university's point of contact.
  • Monitor your area's PO lifecycle in the Financials system (See Financials System Tips & Tools and Purchase Order Report).
  • Routinely run/review Match Exception Report to identify match exception(s) for department/college area.
    • Issue Change Order Requisition as necessary.
    • Contact an Expediting associate for assistance.
Q.How do I close a purchase order?
A.Before requesting PO Closure, authorized college or departmental personnel must complete the following steps:

  1. Issue change orders in the Financials system.
  2. Enter receipts in the Financials system.
  3. Validate total amount matched equals total amount vouchered.
  4. Validate voucher activity has occurred on the purchase order.
  5. Submit request via P.O. Closure
Note: When PO Closure is requested, no further activity can be processed against the purchase order (including: change orders, credits, vouchers or receivers).
Q.How do I contact the Expediting program?
A.Expediting - Staff and Contacts
:: Top      :: Back

External Financial Reports

Q.How do I get a printed copy of the University's Financial Report?
A.Contact Tricia Privette at (614) 688-3728 or Privette.3 @ osu.edu. If you would like to be added to the annual mailing list, please indicate this.
Q.Is the Financial Report available on the webpage?
A.Yes. The FY03, FY02, FY01, FY00 and FY99 reports are available in PDF (Adobe Acrobat) format. The FY98 report is available in HTML format.
Q.Is the University included in the State of Ohio Consolidated Annual Financial Report (CAFR)?
A.Yes.
Q.How do I get a copy of the State of Ohio CAFR?
A.Call the State of Ohio, Office of Budget and Management at (614)466-4034 to request a printed copy. The report (in PDF format) is also available on their website at http://obm.ohio.gov/SectionPages/FinancialReporting/default.aspx.
Q.How do I contact the Accounting department?
A.Accounting - Staff and Contacts
:: Top      :: Back

Financial Training and Documentation

General Information

Q.What does Financial Training and Documentation offer?
A.Financial Training offers a blended learning approach by providing online courses, instructor-led workshops and "Experience" sessions. The online courses offered through Carmen and the series of instructor-led workshops focus on the on the university's fiscal procedures, covering university policies and procedures as well as how best to work with the offices that have central financial responsibility. The "Experience" sessions are facilitated by trainers and provide the opportunity for learners to practice how to complete journal entries, make deposits, create purchase orders, enter receipts, etc.
Q.What does it cost to attend the Financial Training workshops?
A.The workshops are offered by the Controller's Office as a service to the university community and are free of charge to your department. However, there is a cost to the university to provide this training. We often have people waitlisted for our workshops, so if your schedule should change and you are unable to attend this training, please cancel your registration allowing another participant to be enrolled.
Q.Who are the individuals who present the Financial Training workshops?
A.Volunteer presenters from the Office of Business and Finance and across the campus present the sequence of workshops. In addition, liaisons from areas such as the Office of Financial Services, Payroll, Accounts Payable, Student Life and the University Archivist make short presentations, answer questions for their respective areas, and serve as facilitators for the "Experience" sessions.
Q.How do I arrange to have a workshop presented in our department or college?
A.Contact Char Jessie.
Q.How do I apply to be a volunteer presenter for the Financial Training workshops?
A.We always like to hear from knowledgeable individuals who are willing to learn the necessary presentation skills! We offer a four-step train-the-trainer program to get you started. Contact Char Jessie, Program Manager of Financial Training and Documentation, or call her at (614) 292-3357 for an initial discussion.
Q.Who do I call for assistance with fiscal matters?
A.Financial Training provides a Who Do I Call? document containing a comprehensive list of contacts to call for assistance with fiscal matters.
:: Top      :: Back
Q.How do I contact the Financial Training and Documentation department?
A.Please refer to the Financial Training and Documentation - Staff and Contacts website to contact a specific staff member.
:: Top      :: Back

Workshop Content

Q.How do I find out what is presented at each workshop?
A.Our Instructor-Led Workshop Descriptions shows the description and content of each workshop. If you would like to have further detail, please contact Char Jessie at (614) 292-3357.
Q.How do I find out which workshops I should attend and in what order?
A.Our Instructor-Led Workshop Descriptions and the combined curriculum both show the recommended sequence of online and workshops. Your college fiscal officer may be your best resource to determine your training needs. In addition, you can consult the “What Training Should I Take?” document or contact Char Jessie at (614) 292-3357 for advice.
:: Top      :: Back

Prerequisites

Q.Some workshops in the series have prerequisites. If I already know the material, do I still have to attend the prerequisite workshops?
A.Prior to attending any Financial Training workshop, you must complete the four online Core Courses available in Carmen. The instructor-led workshops are recommended but not required. However, your supervisor may require you to attend one or more of the instructor-led workshops. Please discuss omitting any prerequisites with your supervisor.

Registration

Q.How do I find out how often a workshop is offered?
A.Check the OCIO Financials Training Schedule website for a complete schedule.
Q.How do I find the time and location of the Financial Training workshops?
A.The schedule of the workshops is on the website. All workshops offered by Financial Training and Documentation are held in the training facility, 271 Mount Hall on west campus.
Q.How do I register for a Financial Training workshop?
A.Financial Training uses a self registration method. Our workshops are offered under the heading “Financial Concepts and Policies. ” Please view our Enroll in Workshop tutorial for detailed instructions. Note: we often have people waitlisted for our workshops, so if your schedule should change and you are unable to attend the training, please cancel your registration allowing another participant to be enrolled.
Q.If I am unable to attend the Financial Training workshop, am I required to cancel my registration?
A.Yes. We often have people waitlisted for our workshops, so if your schedule should change and you are unable to attend the training, please cancel your registration allowing another participant to be enrolled. To cancel your registration, simply go to the self registration page and follow the steps under the section titled "Class Catalog- Get Information, Enroll or Cancel a Registration."

Note: Failure to cancel your registration within 24 hours prior to the workshop will result in a "no show" status on your transcript.
Q.What should I do if the class I want to attend is full?
A.Be sure to register and get on the "wait list." This enables Financial Training to determine the need to add an additional session if necessary.
:: Top      :: Back
Q.If I am unable to access the self registration page, who do I contact?
A.You may contact Jon Rudolph at (614) 292-8316.
:: Top      :: Back

Required Workshop

Q.Are any of the Financial Training workshops required?
A.The Controller's Office does not require you to attend the instructor-led courses. However, your college or department might require you to attend one or more of the workshops.
Q.Is there anyone that can help me determine whether I am required to attend the workshop or not?
A.If you need additional guidance regarding your training requirements, your senior fiscal officer for your college or vice presidential area can assist you.

Required Online Courses

Q.Are there any online courses that I need to take?
A.The four core online courses listed below are required as prerequisites before you are given access to the Financials system. The courses are available in Carmen:

  1. Business Expenditures
  2. Business Responsibilities
  3. Internal Controls
  4. Understand and Prevent Fraud
For information about accessing the courses, see the university's Controller's Financials Training website:

http://www.controller.osu.edu/online/online-home.shtm.asp

The website below will provide instructions on self-registration for Carmen at:

https://dcm.osu.edu/content/groups/public/@.group.customer_readiness$/documents/job_aids/ja_carmen_self_registration.pdf

Certificates and Manuals

Q.How do I qualify for a workshop certificate?
A.Each participant must attend the workshop in its entirety to be eligible to receive a workshop certificate. Certificates are distributed electronically by OCIO after you complete the workshop.
Q.How do I obtain a certificate of completion for the online Carmen courses?
A.After completing the online Carmen course, participants may download and print a proof of completion.
Q.How do I obtain a Financial Training workshop manual if I cannot attend the workshop?
A.The manuals are designed for initial use in a workshop setting, so it is best to attend the workshop and receive your manual there. If you have any questions about our manuals, please contact Char Jessie at (614) 292-3357.
:: Top      :: Back

Payment Request Entry Page

Q.How do I obtain authorization to use the Payment Request Entry Page?
A.Department submits request to OIT Data Security.
Q.How do I contact the Accounts Payable department?
A.Accounts Payable - Staff and Contacts
:: Top      :: Back

Payroll Services

General Information

Q.Why is money being taken from my total pay?
A.Money taken out of your account is either due to deductions or manditory garnishments. For details, refer to Deductions & Garnishments.
Q.When is my payday?
A.If you are paid bi-weekly, you be paid every-other Friday. If you are paid monthly, your payday is the last working day of the month. Please refer to the Pay Calendars for more information.
Q.What if I move or need to change my address?
A.You can change your address by accessing the Personal Information Summary section of Employee Self Service.
Q.My paycheck has been mailed and I have not received it. What can I do?
A.If your paycheck has been returned to the university you will receive an e-mail notification. After 5 business days you can contact Payroll Services for a duplicate check.

Paperless Pay

Q.How do I get my employee ID number?
A.Your 8 or 9 digit ID number can be obtained from your BuckID Card (if issued after 2002), Medical Center ID Badges, past pay stubs, online at Lookup BuckID, and/or your departmental Human Resources Professional.
Q.What should I do if I forget my PIN/password?
A.If you forget your PIN, refer to the Paperless Pay PIN Auto-Reset for detailed instructions.

Employee Self Service

Q.What should I do if I forget my password or am having trouble logging in?
A.Visit my.osu.edu to validate or reset your Ohio State password. If you are still unsuccessful contact 614-688-HELP for assistance.

Direct Deposit

Q.Why has my direct deposit stopped working?
A.If you have not been paid for 90 days, your direct deposit is automatically stopped. If this is the case, you must reactivate your direct deposit through the Direct Deposit section of Employee Self Service.
Q.How long does it take for direct deposit to take effect?
A.Once you submit your bank information through the Employee Self Service web site, direct deposit should be fully processed within 1-2 weeks.
Q.Can I stop this week's direct deposit?
A.Depending upon how soon your next payday occurs, we may not be able to stop the direct deposit. Please contact Payroll for assistance.

Pay Card

Q.What should I do if my card is lost or stolen?
A.Immediately call 1-888-606-7058 to report a lost or stolen card, and order a replacement. You will not lose your money if someone uses the card without your permission, provided you report the card as lost or stolen in a timely manner. This is a major benefit of getting paid with a Chase E-funds Payroll Card.
Q.What happens if I need to return a purchase made with my pay card?
A.When the merchant accepts your return, the purchase amount will be credited to your Chase E-Funds Payroll Card account; the credit will generally post to your account within 3 days.
Q.What do I do if a merchant tells me my pay card was "declined"?
A.Declines generally occur when the purchase amount is more than the available funds in your account. You may offer to pay the merchant part in cash and part with your card. To avoid declines, be sure to check the balance on your card before making a purchase.
:: Top      :: Back

PCard

Q.Where can I find information regarding PCard policies and procedures?
A.
Q.How can I verify transaction information for my area's PCard?
A.Posted transaction information is available for a specified time period in the Transaction Report (APU132DW). Go to eReports.
Q.What is the deadline for reallocating and approving transactions in the Financials system?
A.Reallocation must be completed by the designated date for the applicable month. See PCard Reallocation Calendar. Financial system approval must occur no later than 30 days from the end of the month in which the transaction was made (or as applicable to card type).
Q.Who do I call if a PCard has been lost, stolen or comprised?
A.
  1. Call the Bank, (800) 685-4039, immediately to report the lost, stolen or compromised card
  2. Contact the PCard Office to advise them of the situation and to request a replacement card.
  3. Contact the local or campus police (as applicable)
Q.How do I contact the PCard Office?
A.PCard - Staff and Contacts
:: Top      :: Back

Surplus Materials Disposal

Q.How do I dispose of old equipment?
A.You need to contact your equipment coordinator. This person is usually located in the fiscal or business office of your college or department.
Q.Can I put old equipment in the trash?
A.No. Contact Michele Tiburzi at 688-3545.
Q.What is surplus equipment?
A.Any equipment that is purchased with University funds or donated, which is no longer in service.
Q.How do I dispose of Research Foundation items.
A.No department may dispose of Research Foundation items without prior authorization of the Research Foundation. Contact Michele Tiburzi at 688-3545 for further information.
Q.How do I purchase items from Surplus?
A.Public sales are conducted at the Surplus Warehouse every Tuesday from 8:00a.m.-3:30p.m. on a first come first serve basis. Only checks and money orders are accepted as payment.

Departments are encouraged to view on Monday the department inventory available for transfer (see the "Department Inventory" tab on the Surplus Property Management System home page).
Q.What is the Surplus Property Management System?
A.The Surplus Property Management System is the online system for the disposal of surplus materials from university departments.
Q.Are the departments required to use the Surplus Property Management System?
A.Yes. Use of the system is mandatory for departments. Department authorization is required to access the system. User training is also required and is provided by the Office of the Controller.
Q.Are the system access forms available online for department and user authorization?
A.The department set up form and the user authorization form are available on the forms page of the Office of the Controller.
:: Top      :: Back

Travel

Q.Where can I find information regarding Travel policies and procedures?
A.See Travel Policies and Procedures. Alternatively, users may contact the Travel Office.
Q.How can I access data for my area's travel?
A.Travel data that has been entered into the eTravel system is available for a specified time period in the eTravel Report (TVL100DW). Go to eReports.
Q.How can I get access to the eTravel System?
A.After completing the required training, an approved System Access Request form must be submitted to Data Security to establish system access.
Q.How do I request that a closed travel request be re-opened?
A.Contact the Travel Office to request a closed "T" number be re-opened; cancelled requests cannot be re-opened.
Q.How do I contact the Travel Office?
A.Travel - Staff and Contacts
:: Top      :: Back

Working with Vendors and the Division of Accounts Payable

Q.How do I place an invoice on hold or release a hold?
A.If a department does not want an invoice to be paid, they must notify Accounts Payable via e-mail at aphelpdesk@osu.edu and request that the invoice be placed on hold. When the department approves the invoice, it is their responsibility to notify Accounts Payable (via email) to release and pay an approved invoice formerly on hold in the Financials System.
Q.How do I set up and replenish petty cash funds?
A.Petty cash funds are established and approved by the Office of Financial Services.

When Treasury Administration has reviewed and approved the request, the departments submit a Payment Request, and a check is generated to start the petty cash fund.

To replenish the fund, the department submits a Payment Request via PREP. Departments are responsible to retain receipts, and ensure necessary approvals and controls.
Q.How do “prevailing wage law” requirements affect payments to suppliers?
A.For certain large construction projects, state law requires that the university obtain certification from vendors that their employees working on the project have been paid a designated fair market, or “prevailing” wage level. To support compliance, effective January, 2010, vendor invoices for projects which meet prevailing wage requirements will workflow to the Prevailing Wage Coordinator in FOD in addition to standard workflow for departmental approval. Each invoice will remain in ‘pending’ status and will not be released for payment until approved by both a designated departmental approver and the Prevailing Wage Coordinator. This could potentially affect timing of payments for suppliers subject to prevailing wage requirements. For further information on prevailing wage, please refer to the FOD web site at the following link http://www.fod.osu.edu/vendor/index.htm or contact the Prevailing Wage Coordinator at 614 292-0174 or e-mail at prevailingwage @ osu.edu.
Q.What is "backup withholding" and how does it affect vendor payments?
A.Backup withholding is an Internal Revenue Service (IRS) mandate which requires that the university withhold and remit to the IRS 28% of a vendor's payment under certain conditions. Backup withholding is typically required when the payee has failed to provide us with a valid Taxpayer Identification Number, as determined by the IRS. Payees are issued an IRS form 1099 at year-end which includes all amounts withheld, which is also reported to the IRS. All funds withheld can be applied to the vendor's next federal tax return.

For recipients of a First B Notice, submittal of a complete and accurate OSU Accounts Payable Payment Compliance Form (substitute IRS Form W-9), is necessary in order to resolve a backup withholding status and to avoid further withholding on future payments. The form is available on the Office of the Controller web page at http://www.controller.osu.edu/forms/forms.shtm#OSUW9.

For recipients of a Second B Notice, submittal of TIN validation documentation from the IRS or the SSA is necessary to resolve a backup withholding status. If an individual, a social security number printout is required or if a business, a 147C Letter is necessary.
For assistance or further questions the contact is Diane Goubeaux at 614 688-4978 or goubeaux.18 @ osu.edu.
Q.How do I contact the Accounts Payable department?
A.Accounts Payable - Staff and Contacts
:: Top      :: Back

Unanswered Questions

Q.I have a question that is not listed here. How do I get my question answered?
A.