The FY22 general ledger close, which was tentatively scheduled for Tuesday, September 20, 2022, is now projected for Friday, September 23, 2022. As a result, please note the following projected dates with regards to the close and related reporting:
The GA Sweep to run on Friday, September...Business Update
Ongoing action required: MEI assets and Cost Center best practices
September 21, 2022
Summary
As the Controller’s Office and the Yale School of Medicine Controller’s Office asset retagging teams near the end of their Moveable Equipment Inventory (MEI) assets retagging efforts, focus is shifting to the Cost Center best practices needed to keep Workday Business...
Recruitment Strategic Initiative – Requisition Planning Tool release
September 14, 2022
Summary
As the Recruitment Strategic Initiative was previously announced , the program team continues to review opportunities to streamline the recruitment process where able.
A recruiting needs...
Workday upgrade September 10, 2022 – What to expect
September 7, 2022
Summary
On Saturday, September 10, Workday will be upgraded to a new version. Please find links to helpful information to prepare you for the changes in the Details section below.
A snapshot of the changes include:
Business Process User Interface Updates – All Users...
Valimail protection for bulk yale.edu email starting September 21
September 7, 2022
Summary
As previously announced , on Wednesday, September 21 , Yale will enable services offered by...
Policy 3201 General Purchasing – FAQs and information sessions
September 7, 2022
Policy 3201, General Purchasing
On May 18, 2022, Policy 3201 , General Purchasing , was updated to include new language prohibiting transaction splitting of Purchase Orders (POs). In support of this update...
Policy and Procedure updates - August 31, 2022
August 31, 2022
The following policy documents, which previously completed their full review and approval process, are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...
Policy 3201 General Purchasing – FAQs and information sessions
August 31, 2022
Summary On May 18, Policy 3201 General Purchasing was updated to include new language prohibiting transaction splitting of Purchase Orders (PO). In support of this update,...
Yale Fleet billing updates
August 31, 2022
Summary Beginning with FY23, Yale Fleet will begin billing actual costs on a monthly basis. Billing will process between the tenth and fifteenth day of the month following the month-end-close. Details
Beginning with Fiscal Year 23, Yale Fleet will bill actual costs monthly. Billing will process...
Upcoming change to Workday’s homepage and search feature
August 31, 2022
Summary The September 12 Workday release will include changes to the homepage and search feature, giving users quicker access to the most relevant tasks, reports, and search results. A training guide covering these new features and information about other updates will be included in the September 7...
New Workday report: Subaward Prepaid Advances – Yale
August 24, 2022
A new report was recently released in Workday called “Subaward Prepaid Advances – Yale.” This report was created to assist in the management of prepaid advances on subawards.
Subaward Prepaid Advances – Yale report shows actuals related to ledger account 17008: Prepaid Expenses and Spend...
Announcing the Recruiting Strategic Initiative
August 24, 2022
As previously announced , Yale University Operations has published a multi-year Operations Strategy that supports the University’s mission by establishing...
Learning Strategic Initiative
August 17, 2022
The following communication was recently sent to Operations staff.
The multi-year...
World Travel pilot program underway
August 17, 2022
Summary
Yale Travel Management has initiated a pilot program for World Travel, Inc. (WTI), a new travel booking platform for federal grant-funded travelers that helps ensure compliance with...
Requirement to report cash transactions over $10,000
August 3, 2022
The University is required to report certain transactions to the Internal Revenue Service and the Financial Crimes Enforcement Network, where it receives more than $10,000 in cash from a single payer. This rule applies to a single $10,000 transaction as well as two or more related transactions...
Scheduled outage - University telephones excluding emergency phones - Friday, August 5
August 3, 2022
Summary Yale ITS will perform scheduled maintenance on the university telephone system (all campuses) from 7:00 p.m. on Friday, August 5, through 12:30 a.m. on Saturday, August 6 , resulting in brief (under one minute) service interruptions. Please see the details section for the...
YaleSites upgrade project update
August 3, 2022
Summary
As previously announced , under the sponsorship of the Office of Public Affairs and Communication, Yale ITS is upgrading YaleSites, Yale’s web-publishing service. The YaleSites team will...
Finance course offerings: Introduction to the Chart of Accounts - dates added
July 27, 2022
Additional course offerings have been added for the instructor-led Finance Course called the “ Introduction to the Chart of Accounts (COA) ” to be held via Zoom. Please register via the...
Policy Update: Limiting Financial Accounting Adjustments – Non-Sponsored
July 27, 2022
Summary
To support stronger financial controls over the timeliness of review, correction, and the year-end financial close, non-sponsored Payroll Accounting Adjustments (PAAs) and Accounting Adjustments (AAs) will no longer be allowed on original transactions that are over 12 months old. To...
IT Update - Basecamp service discontinued as of Thursday, September 1, 2022
July 13, 2022
Summary
Basecamp will be discontinued as an ITS service offering on Thursday, September 1 . Basecamp has seen declining usage at Yale, and its administrative tooling...
New Graduate Student Funding process goes live on Tuesday, July 19
July 13, 2022
On Tuesday, July 19, 2022 at 9:00 AM , Yale will transition to the new Graduate Student Funding (GSF) process using Banner, Workday, and a data mart for graduate school payment transaction execution. The new system uses Power BI for reporting. Training is underway. Impacted...
Dropbox individual cloud storage platform now available to Yale departments
July 13, 2022
Dropbox is an individual cloud storage platform now available to departments as a subscription service through ITS. Dropbox is approved for low-risk data and allows collaboration between those at Yale and external collaborators using the Dropbox platform.
The Dropbox subscription...
Policy and procedures updates as of July 13, 2022
July 13, 2022
The following draft documents are now available for community review and comment and are posted on the Policies and Procedures drafts website . The documents will be posted on the drafts site for a period of two (...
Policy and procedure update - July 6, 2022
July 7, 2022
The following procedure has been updated and is now published and effective. Please share the document with the appropriate people in your department. Send any questions or feedback to...
Some supplier surcharges begin July 1, 2022
July 6, 2022
Effective July 2022, several Yale suppliers will begin implementing surcharges on orders. The surcharges are the direct result of commodity cost increases, supply chain issues, and labor constraints that started in 2020, but remain significant challenges today.
The surcharge...
Procurement obligations roll forward July 13, 2022
July 6, 2022
Beginning at 5:00 p.m. on Wednesday, July 13, 2022, Yale Procurement will start a “roll-forward” process. This process will automatically update the budget date to July 1, 2022, on all purchase orders and supplier contracts with open obligations created before July 1, 2022.
Obligations...
Supporting organizations of Yale University - Annual tax notification reminder
July 6, 2022
In accordance with U.S. Treasury Regulations, certain charitable organizations established to support Yale and operated in connection with the university (referred to as “Type III supporting organizations”) are required to provide the following information to the university annually:
A...Policy update - June 29, 2022
June 29, 2022
The following updated documents are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...
Possible action required: Capital Asset Accounting and Yale School of Medicine MEI asset RFID retagging & FY22 Biennial Inventory
June 29, 2022
Summary
Having completed Phase 1 for all Cost Centers and retagged approximately 63% of Yale’s Moveable Equipment Inventory (MEI) assets, the Capital Asset...
Office of Facilities launches AssetWorks and a new service request form beginning on Friday, July 1
June 29, 2022
Summary
As previously announced , the Office of Facilities will launch AssetWorks to replace its current management system (FAMIS) on Friday, July 1, 2022.
All...