Business Update News from 10/2018

New Workday Reporting Updates webpage

October 17, 2018

To centralize and improve communications for Workday Reporting, a new Reporting Updates webpage is now available. Visit the site for a list of new reports, changes to reports, other reporting news, active and resolved reporting issues,...

Reminder: Documentation on Workday Reporting Roles updated

October 17, 2018

As communicated in the October 10, 2018 Business Update, the Managing Roles in Workday Training Guide has been updated.

To clarify Workday Reporting roles:

Most users can access certain Workday reports (e...

New security process may affect supplier change requests

October 17, 2018

To safeguard against fraudulent attempts to Yale’s bank account and Supplier Database, change requests submitted by existing suppliers will be validated by Yale. Yale Shared Services will contact the supplier and ask them to verify information that only the supplier’s representative and Yale...

Decommissioned Report - EMS Active Cardholders by Cost Center

October 17, 2018

The “EMS Active Cardholders by Cost Center – Yale” report is being decommissioned as of October 17, 2018.

When accessing this report from Workday, users will be prompted to use the “PCard Cardholder Report” in Tableau. You must have the Cost Center Financial Analyst role in Workday to...

Organizational Announcement - Yale Finance

October 17, 2018

Dear Colleagues,

After conducting a national search, I am very pleased to announce that Susannah Gobbi will be joining Yale as the University’s Chief Procurement Officer, reporting to me.

Susannah joins us with 20 years of experience at General Electric (GE) where she has held...

Important information on financial reports

October 17, 2018


An issue that caused inaccurate GSPS commitments has been resolved. An issue with F&A commitments on sub-awards set up in FY18 has been identified and corrected. The correction will appear on reports run on October 18, 2018. The YBT FY19 Corporation budget is...

Business Operations Town Hall Q&A

October 17, 2018

Last week, Business Operations hosted their fall town hall meeting and picnic, hosted by Jack Callahan, Senior Vice President for Operations and Cynthia Walker, Deputy Dean Yale School of Medicine. There were several questions submitted during the Q&A period, that were not addressed due to...

Active issue with Assets and Liability Report

October 10, 2018

An issue was discovered with the Assets and Liabilities – Yale Report. Spend Authorizations, with a cash advance, and personal PCard expenses that have been repaid are not appropriately offset on the Assets and Liabilities - Yale report.

The issue is being investigating. When it is...

Policy Updates as of October 10, 2018

October 10, 2018

The following policy document has been approved and is now posted on the Policies & Procedures Website . This policy document is in effect as of its listed Revision Date. The review process included discussions with...

Purchasing Goods and Services best practices - Information sessions

October 10, 2018

Do you have new staff, post-docs, and students who need to use Workday for ordering goods and services? Please join us in late October for the Workday Purchasing Goods and Services Best Practices at Yale class. Both auditorium and virtual sessions are being offered.


International payments process streamlined and training offered

October 10, 2018

Payments to Non-U.S. Payees Changes to Processes, Documentation Requirements and Fall Training

Responding to requests from the University community to streamline payment procedures, the Controller’s Office and Yale Shared Services have recently updated processes and...

Award setup delay - Office of Sponsored Projects

October 10, 2018

Award Set-Up Delay

The Office of Sponsored Projects (OSP) is currently experiencing a high volume of new award activity. This has created a backlog for the award managers of approximately twelve business days. The Award Setup Unit (ASU) is working on items logged as of...

New contract and pricing for Ready Refresh/Poland Spring Services

October 10, 2018

Procurement recently renewed the University contract with Ready Refresh/Poland Spring for its full line up of breakroom water and coffee services. This includes water filtration machines and bottled water options.

The new contract took effect October 1, 2018, but the price changes will...

Training Guide for Workday roles

October 10, 2018

Now that Workday Financials has been live for over a year, we are providing you with updated information on important topics as we get requests from the community.

To respond to a request to clarify Workday roles, the following changes have been made to training guide:

A new...

How to remove auto-generated Egencia calendar posts

October 10, 2018

Lead Administrators and Operations Managers currently receiving notifications from Egencia for travel booked by staff may also notice that these travel arrangements auto-posted to their own Outlook calendars.

To stop these automatic calendar posts,...

FY18 Year End and First Quarter Close

October 3, 2018

The general ledger for FY18 officially closed last week, and first quarter FY19 closes this week with the September month-end (see calendar section below). When you run FY19 financial reports, your July beginning balances reflect the final year-end close balances. Other...

Cybersecurity begins with you

October 3, 2018

Although National Cybersecurity Awareness Month 2018 has officially begun, protecting Yale’s data — and your own personal information — is a year-round job. Staying cybersecure is especially important as the lines between our work and personal lives become increasingly blurred.