Business Update

Effort Reporting – Retroactive Payroll in PAAs

January 23, 2019

When a change is identified in the effort certification process, a pre-populated Payroll Accounting Adjustment (PAA) is automatically created. The PAA routes to the Inbox of the Cost Center Payroll Accounting Adjustment Specialist(s) assigned to the worker’s home cost center....

New employees must fill out I-9 forms by first day of employment

January 23, 2019

Form I-9 is a U.S. government required document used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States....

Important changes to retirement processing in Workday for faculty and staff

January 23, 2019

Aetna is the new administrator for Yale’s Retiree Medical Plan and the retiree self-service benefit portal. Retirees can enroll online or call Aetna’s service center at 800-338-4533.

Centers for Medicare and Medicaid...

Tech Air and Airgas increasing prices on liquid helium

January 23, 2019

Due to unprecedented challenges facing the international helium market, Tech Air and Airgas have notified the University that liquid helium prices will increase.

Multiple domestic sources have seen either unplanned shutdowns or delayed startups that have kept supply lagging behind...

Update: Duplicate PCard transactions discovered in Workday

January 16, 2019

Due to an error at Mastercard, duplicate Purchase Card (PCard) transactions were loaded into Workday on January 2, 2019. Upon discovering the duplicates, the card issuing bank loaded offsetting credits on January 3, 201919. A thorough analysis of the PCard transaction data, for posting dates...

Policy and Procedure updates as of January 16, 2019

January 16, 2019

The following policy and procedure documents have been revised and are now posted on the Policies & Procedures Website .

Revised -...

Oracle decommissioning - June 2019

January 16, 2019


The Oracle system, Yale’s financial and human resource system prior to Workday, is being decommissioned in June 2019. Data in Oracle will remain available as an archive to a limited number of individuals in Finance and Human Resources only. This change will not impact the Data...

Change in MLK Holiday Payroll Schedule

January 16, 2019

Due to the Martin Luther King (MLK) holiday, weekly deadlines will be changed for the week ending January 19, 2019. Please note the following timecard approval deadlines.

My Time (Kronos) Sign off Deadline:

Tuesday, January 22, 2019, 5:00 p.m. Please check with...

Requirement to Report Cash Transactions over $10,000 – Reminder

January 16, 2019

The University is required to report certain transactions to the Internal Revenue Service and the Financial Crimes Enforcement Network when 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....

Workday Report Enhancement

January 16, 2019

A new column has been added to the report “Financial Management Budget to Actuals for Management Office Reporting – Yale.” ​ The new column is called “Add Beginning Balance to Budget Column Description of Change.”

In FY18, the beginning balance was not loaded into the budget total due to...

Financial Data Mart

January 9, 2019

The Campus Financial Reporting Steering Committee is working on improving financial reporting for the Business Operations community. Work is underway on a data mart which will provide business office staff with easier access to financial data from Workday, a capability that we hope will improve...

Duplicate PCard transactions discovered in Workday

January 9, 2019

Duplicate Purchasing Card (PCard) transactions were recently discovered in Workday. The affected load dates were January 2 and 3, 2019.

Please do not process transactions within Workday for the dates mentioned above. A message will be posted on the Workday banner once the issue has been...

Retirement savings program updates and asset transfer – March 4, 2019

January 9, 2019

To: Participants of the retirement savings program

A reminder package will be mailed to your TIAA address of record with important information about the upcoming changes to the Yale retirement savings program.

Key dates and deadlines

March 1: Last day to...

Internal Service Provider Revenue and Spend Categories no longer allowed on Capital Projects

December 19, 2018

Effective January 1, 2019 Internal Service Provider (ISP) Revenue Categories (RCs) and Spend Categories (SCs) will no longer be allowed on Capital Projects . The reasons are as follows:

ISP RC’s and SC’s are meant to offset each other and net to zero...

Improvements made to Accounts Payable confirmation emails

December 19, 2018

The Accounts Payable (AP) team is making changes to improve auto-generated confirmation emails. Currently, invoices submitted to AP create an auto-generated ‘do not reply’ email confirming receipt of an invoice with a confirmation number added to the subject line.

The team received...

New Mileage Reimbursement Rates as of January 1, 2019

December 19, 2018
IRS Mileage Rate Change

Effective January 1, 2019, the standard mileage rates for the use of a car, van, pickup or panel truck will be:

58 cents per mile for business miles driven 20 cents per mile driven for medical or moving purposes 14 cents per mile driven in service...

New HCM Workday reports

December 19, 2018

The following Salary Projection reports are now available in Workday. Reports must be scheduled to view “new year” salary projections in the Modeling worksheet. Additional information on report scheduling can be found in the...

Purchase order invoice matching improved

December 19, 2018

Improvements have been made to the process of matching purchase orders with invoices in Workday. Previously, Workday was unable to import multi-line invoices that should match to a service-type (standing) purchase order.

As of December 13, multiple invoice lines will be consolidated into...

New HCM Workday reports

December 19, 2018

The following Human Capital Management (HCM) Salary Projection reports are now available in Workday. These reports must be scheduled to produce the Modeling worksheet which contains “new year” salary projections. Running these reports, and not scheduling them, will only generate data and will...

Benefits to receiving your W2 electronically

December 14, 2018

While making your benefit elections during Benefits Annual Enrollment, we hope that you will take a moment to elect to receive your W-2 electronically if you did not already consent to do so last year. Beyond simplifying your personal tax filings, this method will ensure the following benefits...

Update on FY18 GA Sweep – Impact on FY19 activity and reports

December 12, 2018

On September 27, 2018, a communication was sent to Planning Unit Lead Administrators indicating that certain GA balances in June 2018...

Three Workday reports recently enhanced

December 12, 2018

Previously, the “Book” prompt defaulted to “Management” on the three reports listed below. Only transactions from the management book were returned. An enhancement was recently made allowing individuals to change the filter so the “external” reporting book is visible.

Detailed Transactions...

Adding and removing the manager role in Workday

December 12, 2018

There is an easy way, with fewer steps, for business offices to quickly change the manager of everyone in a supervisory org in Workday.

To do this, remove the manager role of the supervisory org from the current manager, and then assign the manager role of that supervisory org to the...

Holiday recess schedules & adjusted deadlines

December 5, 2018

Several Yale offices will close at 5:00 p.m. on Friday, December 22, and reopen Wednesday, January 2. The following is a brief summary of systems availability, adjusted deadlines, and support services related to this period. Please read on for information about specific areas....

Policy Updates as of December 5, 2018

December 5, 2018

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts Site . The review process included discussions with the process owners and end users...

Payroll Obligations created for PDF Sub Allowances

December 5, 2018

On November 30, payroll obligations, for individuals currently paid PDF Sub Allowances, were created in production. The payroll obligation procedure has been updated to reflect the addition of this pay component. No action is required. The...

Create your Workday Talent Profile – Calling all M&Ps

December 5, 2018

Managerial & Professional staff - share your talents, skills, and more

Yale University is a hub of great talent. Documenting all that talent is a goal of University leadership. To accomplish this, we need your help. Managerial & Professional employees are asked...

Coming soon: Better error messages in Workday

December 5, 2018

In an effort to make error messages essages more clear, concise, and actionable, Workday has rewritten many error and warning messages. These updated error messages will be delivered to production with the December 7, 2018 service update.

Why are we changing Workday error...

Submit cell phone requests before December 11

December 5, 2018

To request changes to cell service, including adding international cell phone coverage, please visit the IT Service Portal by 5:00 p.m. on Tuesday, December 11, to allow adequate time to fulfill...

Share your Workday Tip

November 28, 2018

Starting next week, we will feature a Workday Tip in each Business Update. If you have a tip you would like to share, send it in. We will feature it here and collect all the tips on the Workday website.

View some example tips....