Updated Business & Finance processes in response to COVID-19 as of April 6, 2020
Visit the comprehensive Wexner Medical Center site with details for Ohio State University faculty, staff & students.
During this unprecedented point in time, colleagues throughout Business & Finance are undertaking measures to ensure business continuity while keeping the health and well-being of our university community top of mind.
New Financial Controls Enacted as of March 23, 2020
Ohio State has implemented new controls on cash reserves and restrictions on procurement spending -- as well as a temporary hiring pause -- as financially prudent steps in response to the coronavirus outbreak (COVID-19).
These actions will allow the university to assess the operational and budgetary impacts of our coronavirus response.
All university leaders are being asked to control discretionary spending, including procurement activity, in case the COVID-19 effects are with us for an extended period of time. Every area of the university should make all attempts to retain as much of its current (FY2020) budget as possible.
The university is implementing several steps to aid with this process:
- Each senior fiscal officer will become the level 2 approver for procurement activity in his or her college/unit to ensure proposed purchases are strictly necessary.
- In addition, any spending (including planned spending) of current cash reserves must be approved by either the provost (for all academic units), the chancellor (for the Wexner Medical Center) or the university's chief financial officer (for all support units excluding the Office of Academic Affairs).
For information on the hiring pause, see the Office of Human Resources coronavirus webpage.
Mail & Deliveries
Research Supply Delivery – Essential
Central Receiving and Mail Services remain open to support Main Campus and will try to make the delivery. If the delivery of a perishable package is not successful, an email will be sent to the contact with instructions for pickup by will call.
Research Supply Delivery – Non-essential
Delivery will be attempted, undeliverable packages will be held at Central Receiving. Packages can not be forwarded to your remote work address.
Mail Services remain open to support Main Campus. Incoming USPS mail must be stopped or redirected by you or your department by completing one of the forms found here.
General Deliveries from 3rd Party
If your package is being delivered directly by Amazon, UPS, FedEx, etc., please contact your vendor for the tracking number so that you can track it. If packages are re-routed to Central Receiving, they will be held for future scheduled delivery. Questions should be directed to the 3rd party.
Water Delivery Changes
Magnetic Springs Water Company has recently made adjustments to deliveries due to COVID-19. Effective March 25, Magnetic Springs will place all University accounts on a “will call” basis until at least the end of June. What this means is: Magnetic Springs will only deliver to locations that call or email saying that they need water. They will be on campus one day a week, more if needed, to make these deliveries. Magnetic and the University believe this is the best way to continue delivering and keeping employees safe in this time of uncertainty. If you have any questions, please call 614-421-1780 or email email@example.com
Deposits, Checks & Purchasing
Stores & Receiving Building are currently open to accept deposits at 2650 Kenny Road. Business hours are M-F 7:30 am-4:00 pm. For questions, please contact Treasury Management or Accounts Payable.
Accounts Payable team members are teleworking with business hours from M-F 7:30 am-4:30 pm. Check Runs and Pick-ups are only on Tuesdays, between 1:00 pm and 4:00 pm at 2650 Kenny Road. Questions should be directed to firstname.lastname@example.org
Purchasing staff are currently teleworking with business hours from M-F 8:00 am-5:00 pm. Please contact Purchasing Customer Service at BF-PRSM-OSUPUR@osu.edu or visit the web for more details.
Surplus Services have been temporarily suspended due to the State of Emergency at the University. Per Ohio’s “Stay-At-Home” order, ALL GovDeals pickups have been suspended. Ohio State Surplus will hold your items free of charge during this time. GovDeals accounts will not be negatively affected. We will contact all buyers awaiting pickup once appointment scheduling has resumed. Currently, there are no set dates for the Public Sale or Department Transfer Day.
Please contact us with any questions or concerns: email@example.com
Internal Audit remains committed to assisting departments with financial/operational audits, information systems audits and compliance, and to that end are planning to work with their clients as much as possible to continue to do audits in progress.
Given the challenges, the Internal Audit staff are cognizant and understanding of work that can be done through email and via phone conversations. Clients should contact their applicable audit staff. Staff are set up to be responsive to email and office phone numbers, which have been forwarded to their personal phones.
Office of University Bursar
All Bursar processes are currently operational, however in-person service has been suspended. Check payments are currently processed once a week on Thursdays. Students should mail checks to P.O. Box 183248, Columbus, Ohio 43218-3248 or pay online. There is no fee for online check payments. Online credit cards incur a 2.75% convenience fee.
Check refunds are being directed to a student’s permanent address. Students expecting to receive a refund should be encouraged to sign up for direct deposit at Buckeylink.
Students are encouraged to email Buckeyelink at firstname.lastname@example.org or call 614-292-0300.
Former students or customers with past-due debt should be directed to the University Collections by calling 614-292-1056 (option #2) or email email@example.com
Housing, Dining and Recreation Fees Refunds
While the coronavirus outbreak (COVID-19) has disrupted Ohio State’s spring 2020 semester, the university remains committed to supporting students as they pursue their academic and career goals.
Refunds for housing and dining fees for students who vacated the residence halls will be issued on April 3. Recreational fees refunds apply to all students. The credited amounts represent the remaining 45 days of spring semester (calculated from March 16). BuckID funds and Dining Dollars will be rolled over as detailed on the University Dining Plans(link is external) page.
Students are encouraged to set up direct deposit in My Buckeye Link. If direct deposit is set up by April 2, an electronic funds distribution will be made. All other refunds will be mailed to the student’s permanent address on file.
Courses have resumed, and students can continue to make progress toward their degrees thanks to the hard work of our faculty and staff, who have shifted course work to virtual formats. Therefore, students will not receive refunds for tuition or other related fees. Students will receive full academic credit for successfully completing their courses.
Questions or concerns?