Recurring Payments (Invoices)

    Definition

    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.

    Key Information
    • 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
    To Start
    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
    Request Recurring Payment is Established
    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)
    Edit/Cancel a Recurring Payment
    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
         
    Monitor an Invoice
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Run reports as needed
    • Find Supplier Invoices – Yale
    Workday Roles Required
    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.

    Policies and Procedures