Business Update

Yale Shared Services (YSS) Daily Update

February 23, 2017

Yale Shared Services (YSS) is currently processing transactions for these YSS receipt dates:


Receipt Dates

Unit | Transaction

Amtrak Booking Issue in Egencia Tool - RESOLVED

February 21, 2017

Last week there were functionality issues with Egencia. When travel arrangers attempted to book Amtrak on certain browsers—Chrome and Internet Explorer—they were prevented from completing the reservation. Egencia has since resolved this bug, and normal functionality has returned.

If you...

ITS Monday Morning News - February 20

February 20, 2017

This week Monday Morning News announced that it will be published on the first Monday of each month. Its next edition will be on March 6. The deadline to submit articles and announcements for March 6 is February 24. Thereafter, the submission deadline will be the third Friday of the month....

Amtrak Booking Issue in Egencia Tool - Use Firefox

February 17, 2017

If you are attempting to book Amtrak through Egencia on Chrome or Internet Explorer, there is an issue that will prevent you from completing the reservation. Please use Firefox as your browser until the issue is resolved. For issues or questions, please email...

Couldn't attend the Finance Professionals Forum? See what you missed.

February 14, 2017

Hours before unveiling Yale’s expanded Center for Teaching and Learning, Provost Ben Polak addressed Yale Finance employees at the second quarterly Finance Professionals Forum , held Jan. 27 at 25 Science Park. Without the finance...

Business Operations Community Meeting (BOCM) - February 21

February 14, 2017

The Business Operations Community Meeting (BOCM) will be held Tuesday, February 21, from 2:00 p.m. - 4:00 p.m ., at the Sterling Hall of Medicine (SHM), C-wing, 333 Cedar Street , in lecture hall C 428. Light refreshments will...

Agenda for Business Operations LEAD Meeting - February 20th

February 14, 2017

Based on feedback from lead administrators and operations managers, Business Operations will hold monthly LEAD meetings with both lead administrators and operations managers in attendance . The meeting on February 20th, will be held at The Anlyan Center...

Lead Administrators: By March 15, please submit Workday Financials role assignments

February 9, 2017

As discussed at the LEAD meeting on January 30, Workday Financials role assignments for your department are due Wednesday, March 15th .

Please refer to the Role Mapping Guide,...

Workday Financials team meets with University Cabinet

February 9, 2017

In the move toward simpler, more effective financial management at Yale University, [email protected] program leaders met recently with the University Cabinet to review Release 4 Go-Live Financials and System Impacts. The January 25 meeting gave University leaders a high-level overview of the ongoing...

New online forms for Egencia traveler group and meeting setup

February 9, 2017

No more paper! Yale travel planners who need to set up a meeting or traveler group can now use these online forms, which replace the paper forms on February 10.

Meeting setup form...

Yale Fleet Management Update

February 8, 2017
Snowstorm coming: Vehicle prep Forecasters are predicting up to 14 inches of snow statewide over the next 48 hours. Yale Fleet Management strongly encourages departments to ensure their university vehicles are fully fueled by the end of the day today. In addition, temperatures are...

Office of Sponsored Projects Newsletter, 2017, Volume 1, Issue 1

February 2, 2017

The Office of Sponsored Projects ( OSP ) has published its latest edition of OSP News & Updates: 2017, volume 1, issue 1 . Please share with your faculty...

Yale ITS urges Apple device owners to update iOS

February 2, 2017

Significant security vulnerabilities have been identified in Apple iOS mobile operating systems and are categorized as critical. These vulnerabilities affect iPhones, iPads, and iPod Touch operating systems. Yale ITS strongly advises updating these devices to the most recent version (10.2.1) as...

Increased threshold for capitalization effective 7/1

February 2, 2017

Effective July 1, 2017 the capitalization threshold for Capital Projects will increase to $100,000. (Currently the threshold for capitalization is $50,000.) Departments should take this change into consideration when developing their operating budgets for Fiscal Year 2018. Questions regarding...

Reminder: fiscally responsible tipping

February 2, 2017

The use of Yale Dining’s catering service is the preferred option for catering events and no tipping is allowed under those circumstances. If an outside vendor caters/delivers food and a tip to the delivery person is appropriate, an amount up to a maximum of a 10% gratuity is considered fiscally...

NIH Proposal Review and Submission Activities for February Deadlines

January 27, 2017

The NIH R01 February 5th deadline, which falls on a Sunday, has been extended until Monday, February 6th. Please make note the following review and submission activities:

February 3rd Proposal Review and Submission Activities

The OSP Proposal team will:...

ITS to retire Identity Finder application in late January

January 23, 2017

In early 2017, Yale will phase out its Identity Finder software and replace it with an updated utility. In the past, faculty and staff used Identity Finder to scan their computers annually for sensitive data such as credit card numbers, Social Security numbers, and banking information. Beginning...

Announcing the [email protected] Introduction to Worktags Video

January 19, 2017

The [email protected] team is excited to announce the launch of the Introduction to Worktags video that provides an overview of Worktags, which are the building blocks of the charging...

Business Operations Community Meetings (BOCM) to start in February

January 18, 2017

There will be no BOCM meeting in January. BOCM meetings will reconvene in February. BOCM co-chairs Jenna-Claire Kemper and Christopher Galatioto will forward more details about the February BOCM agenda, meeting date, and location as soon as possible.

Please contact...

OSP Training: Financial Reporting and Closeout - January 19

January 10, 2017

The Office of Sponsored Projects (OSP) will hold a Financial Reporting and Closeout training on January 19, 2017. The Financial Reporting and Closeout training is geared towards administrators who are responsible for the financial reporting and closeout of sponsored awards.

If you’ve...

Yale names new CIO, John Barden

January 9, 2017

In a recently issued message, Senior Vice President, Jack Callahan, announces the new Associate Vice President and Chief Information Officer, John Barden, who will join the university in March 2017.

Dear Colleagues,

Provost Ben Polak and I are pleased to welcome John Barden, who...

Reminder of requirement to report cash transactions over $10,000

January 5, 2017

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. Such reporting is required on Form 8300 within fifteen (15) days following the transaction....

System Integration Testing Is Under Way!

December 20, 2016

The [email protected] program started System Integration Testing (SIT) in late October. Now at the halfway mark, testing is well under way with six weeks to go. As testing team lead Jason Shuff summarized, test validations are extensive. More than 1,600 Financials test scenarios have been...

Office of Sponsored Projects Newsletter, volume 3, issue 1

December 20, 2016

The Office of Sponsored Projects (OSP) Newsletter, volume 3, issue 1, is now available at OSP Newsletter, volume 3, issue 1.

Please share with your faculty...

IRS mileage rate change for 2017

December 15, 2016

Effective January 1, 2017, the standard mileage rates for the use of a car, van, pickup or panel truck will be:

53.5 cents per mile for business miles driven 17 cents per mile driven for medical or moving purposes 14 cents per mile driven in service of charitable organizations

The new...

Overview of Workday Grant Mapping

December 9, 2016

Further information about the conversion of grants from Oracle to Workday has been provided to help department business offices refine their Workday Chart of Accounts (COA) structures and mappings for historical conversions.


New Sponsored Identity system is now available

December 8, 2016

The new self-service Sponsored Identity (SI) application is now available for requesting and managing Sponsored Identities. A Sponsored Identity request is required for all individuals who do not meet the criteria of being a Student, Employee, or Contingent Worker and have a valid business...

Out of pocket expenses greater than 120 days

December 8, 2016

Out of pocket expenses currently greater than 90 days or 90 days at the break (December 22, 2016) should be entered into EMS now. There will be NO exceptions for expenses going over the 120 days during the University break which occurs December 23, 2016 through January 3, 2017.


New Lead Administrator for Yale Athletics-Arthur Samuelson

November 29, 2016

Arthur Samuelson has been promoted from operations manager to lead administrator, director of Finance and Administration for Yale Athletics, beginning December 1 st . As the strategic business partner to Tom Beckett, the senior athletics director for Yale Athletics, Arthur...

Workday Financials Fall Awareness Sessions Update

November 29, 2016

Mark your calendars! The [email protected] Program is hosting many Workday Financials awareness-building sessions throughout the remainder of November and December. The presentation is geared for faculty and staff members who are curious about how the second major release of Workday functionality,...