Recurring Payments (Invoices)

Recurring payments, also known as recurring invoices may be established for transactions of fixed amounts that occur at regular intervals (e.g., monthly, semi-annually), over a specific period (e.g., one year). Utility payments, which may vary in amount billed may also be set up as recurring payments.

  • Accounts Payable (AP) only establishes recurring payments for future-based payments
  • Requests to establish a recurring payment may be submitted to the Finance Support Center (FSC) at askfinance@yale.edu

Order of Work Action to Take Essential Process Details/Helpful Tips
1 Gather Information
  • Gather lease, contract or account information
  • Confirm the COA to be charged with your business office
  • Verify that supplier is set-up and active in Workday

Order of Work Action to Take Essential Process Details/Helpful Tips
1 Submit a request to establish a recurring payment
  • Submit request to the FSC at askfinance@yale.edu
  • Include the following information:
    • Supplier name
    • Supplier payment address
    • Start and end dates of recurring payments
    • Payment Amount (if amount will vary, indicate this in your request)
    • If the payment is related to a signed agreement (e.g., contract, lease)

Order of Work Action to Take Essential Process Details/Helpful Tips
1 Submit a request to edit/cancel a recurring payment
  • Submit request to the FSC at askfinance@yale.edu
  • Include the following information:
    • A complete explanation of your reason for the edit/cancellation
    • Supplier name
    • Amount of each payment

Order of Work Action to Take Essential Process Details/Helpful Tips
1 Run reports as needed
  • Find Supplier Invoices – Yale

If You Need To: Request the Following Role:
Submit a Request No role required
Approve
  1. Cost Center P2P $1K Approver
  2. Cost Center P2P $10K Approver
  3. Cost Center P2P Unlimited Approver

Speak to your supervisor regarding the appropriate dollar threshold for this role.
Monitor/Run Report(s)
  1. Cost Center Financial Analyst
  2. Cost Center P2P Inquiry

See full list of Workday Roles.