Process change for requesting updates to account certification roles

Effective February 21, 2022, departments and central university units will be able to assign and modify the Account Certification Reviewer and the Account Certification Approver roles for the account certification over which they have responsibility without assistance from General Accounting. As of that date, department business offices and central university units will be responsible for editing those roles in a timely manner by using the Assign Roles business process in Workday, a business process already in use for other assignable roles. Please do not initiate any role changes until the current certifications for which you are responsible have been approved and submitted.

Refer to the Balance Sheet Ledger Account Reconciliation & Certification policy for details about the university’s reconciliation and certification procedures. In accordance with the policy, the same individual should not prepare and approve a reconciliation. As such, the same individual cannot be assigned to be both the Account Certification Reviewer and the Account Certification Approver of one certification. The policy describes the responsibilities associated with each of these roles.

The Account Certification Reviewer and Account Certification Approver are assigned to the Account Certification sets (a combination of Ledger Accounts and Worktags), and not to the Cost Center Hierarchy or Company. Please keep in mind that role assignments are at a detailed COA level, and the Account Certification set may include Cost Center, Planning Unit, Program, Project, and/or Fund as it relates to a Ledger Account being reconciled and/or certified.

The steps for updating account certification roles are located under Managing Roles in Workday. Once there, please click on the Training Guide link. Then, scroll to the bottom of the page and you will see a separate topic entitled: Processing Updates to Account Certification Roles. By clicking on that description, you will be navigated to the steps to follow.

Questions about the Balance Sheet Ledger Account Reconciliation & Certification process can be directed to General Accounting at controller.genacct@yale.edu. Questions about the Assign Roles - Add/Remove process should be directed to askfinance@yale.edu.