Business Update

Busness Update

Fly America Act – Requirements and Training

June 20, 2018

Staff and faculty traveling on Yale business funded by the U.S. Government (grants) are required in most situations to use U.S. carrier services for all air travel. This requirement is commonly referred to as the “...

Workday Improvement - Financial Transaction Approval

June 20, 2018

Workday recently corrected a defect that required financial transaction Approvers to approve each individual line on transactions that included one or more of their cost centers. As a result of this recent fix, Approvers are no longer required to repetitively approve each individual line which...

Charges to the Location Worktag - Reminder

June 13, 2018

The Location Worktag is optional on all Workday platforms. This Worktag is meant to track the costs of any building related charges. A Location Worktag should only be used when charging expenses to a building. The one exception is for Human Resources (HR), where employees are associated with a...

New Workshop - Leaves of Absence Manager’s Training

June 13, 2018

The Absence Management Team is offering a new training workshop for managers. This one-hour training module will review:

the leaves of absence process understanding FMLA and the Yale leaves roles and responsibilities of the various parties return to work

These are currently only offered...

Fiscal 2018 Year-End Close – Kick-off Sessions

June 6, 2018

The Fiscal 2018 Year-End Closing Packet was distributed on May 17. A copy of the communication and links to the instructions are online .

At the request of Business Operations, the Controller’s Office...

2018 Biennial Movable Equipment Physical Inventory

June 6, 2018

In accordance with Federal regulations and University policy, a physical inventory of Yale’s Moveable Equipment must be taken at least every two years in order to ensure that the University has properly maintained and accurately accounted for equipment within each unit.

In completing...

Delegations for Preparing Expense Reports and Spend Authorizations Have Been Extended

June 6, 2018

This past weekend, Workday Delegation End Dates for Expense Reports and Spend Authorizations were automatically extended to June 30, 2050 for about 95% of current delegations. As a result, Alternate Delegates were removed during this extension, but are not anticipated to affect functionality. No...

Subject: Action Required: May FY18 Month End Closing Deadlines

May 30, 2018

The fiscal month-end closing in Workday will be completed on June 6, 2018, for the May FY18 fiscal period. Units are required to be closed by Tuesday, June 5, 2018 at 5:00 p.m.

In advance of this month-end closing, please note some key transaction processing deadlines:

June 5,...

Finance Datamart Information Not Updated - AHR Reports Affected

May 23, 2018


The information in the Finance Datamart was not updated last night, affecting Account Holder Reports today (5/18/18).

May data was not in balance, however, April data was correct. Therefore, we reverted back to the prior day’s data.

Transactions, balances,...

Register for Workday Reporting Information Session

May 23, 2018

The Workday Reporting Virtual Information Session Series will provide advanced topics for any Workday users who run or use reports. The list of topics is provided in the table below. Participants are encouraged to come prepared with questions for a live Q&A.

Please register...

New Report: Sponsored Award Recent Setups – Yale

May 23, 2018

For users who need to monitor Award setups, this report allows monitoring of Award modifications without getting notifications or to‐do items in Workday. It is not necessary to have the Grant Manager or Grant Budget Specialist role in order to run the report, however you will need the Cost...

Fiscal 2018 Year-End Closing Packet

May 17, 2018

Below please find links to instructions for the year-end close for the Fiscal Year ending June 30, 2018 (FY18). Although this is our first year-end financial close in Workday, the majority of the closing activities and timeline remain the same.

Two notable changes are:

The AP and...

Request to Delete PI Portfolio Schedules

May 16, 2018

The Workday Account Holder Report by Person is now the source for information around grant and non-grant accounts or activity under the control of a person. Workday PI Portfolio Reports will continue to be available for a short time, but will no longer be maintained. There is no requirement to...

View Brio Portal Access Now Automatically Granted for Certain Roles

May 16, 2018

To simplify the process for accessing and running the Workday Account Holder Report, a change was made on how View Brio Portal access is provided. If you have the Cost Center Financial Analyst role in Workday, View Brio Portal access is automatically granted. There is no need to request this...

PCard Fraud and Suspicious Activity Notifications

May 16, 2018

On June 1, 2018, Pcard holders will receive an email notification from JP Morgan Chase detailing fraud and suspicious activity to their accounts. In the past, this report was triaged through the Yale Pcard Office. Direct delivery is a quicker more efficient way to notify cardholders of a...

Salary Planner role designation - Action required by May 31

May 16, 2018

Last year a new Workday role was created to help streamline the Annual Staff Merit and Performance Review processes. We ask that you review and update the Salary Planner designees for this year’s process.

As a reminder, Salary Planners are responsible for entering information on behalf...

Effort Reporting – Retroactive Payroll Issue in PAAs

May 16, 2018

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

Confirm access for new Workday Account Holder Report by Person in DWH

May 10, 2018
Updated as of May 10, 2018 Action Required

A new Workday Account Holder Report (AHR) by Person is now available in the data warehouse.

Users will need both of the following roles to run the AHR:

Cost Center Financial Analyst in Workday View Brio Portal in the DWH: This is...

Policy Updates as of May 9, 2018

May 9, 2018

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

Policy 1307 Subrecipient - Establishing, Managing, and Monitoring Policy 3305 Expense Advances Policy 1800 Real Estate...

Two New Management Reports Added to Workday

May 9, 2018
Budget to Actuals for Management Reporting by Gift/YD/Fund Yale and Commitments by Month for Management Office Reporting - Yale

The first of two new reports now available in Workday is entitled “Budget to Actuals for Management Reporting by Gift/YD/Fund – Yale.” This report is formatted the same...

Workday P2P Functionality Update

May 9, 2018

The “My Requisitions” worklet functionality has been removed for technical reasons.

Instead, search and select the “Find Requisitions by Cost Center - Yale” report. The resulting parameters screen will auto populate your name in the “Requisition Submitted By” field. You may also specify...

New Functionality to Manage P2P Inbox Volume

May 9, 2018

New functionality is available to manage your P2P Inbox volume by creating filters with COA Worktag values.

Inbox filters can now be created with COA conditions for four additional P2P business process types:

“Change Order” “Supplier Invoice Event” “Supplier Accounts Match Event” “...

Account Holder Report by Person can now be scheduled

May 2, 2018

Scheduling for the Workday Account Holder Report by Person is now available for the April close. Reports will be scheduled using an event called “Workday Account Holder Month End Event” that will occur the weekend of May 5, 2018.

As previously communicated, the Workday Account Holder...

Manage your Workday Inbox

May 2, 2018

Search your inbox archive for historical items. Follow these easy search, sort and filter instructions:

Search, Sort and Filter your Inbox Archive:

Click the Inbox worklet to open your Inbox. Click the Inbox “Archive” tab. Click the downward arrow button. Click “...

Organizational Changes at the School of Architecture

May 2, 2018

I am pleased to announce that Regina Bejnerowicz, Lead Administrator for the School of Art will add the School of Architecture to her portfolio as of June 30, 2018. She is the first lead administrator to manage two Yale professional schools. Regina started at the University in 1984 in Transport...

Voicemail Maintenance and Outages – Saturday, May 12

May 2, 2018

On Saturday, May 12, from 8:00 a.m. – 8:00 p.m., the Yale ITS Telecommunications team will be performing maintenance to Yale’s voicemail system. The purpose of the maintenance is to improve the responsiveness of the voicemail system. Due to the large number of mailboxes, this will be a rolling...

Cost Transfer Policy Exception

April 25, 2018

The Office of Sponsored Projects will continue to permit some flexibility in adherence to the Cost Transfer Policy (1305 – Cost Transfers Involving Sponsored Projects). The original policy deviation was communicated in our...

Close out open spend authorizations with $0 balances

April 25, 2018

The Shared Services team has noticed over 100 spend authorization open balances that should be closed. Many of these are from 2017. If it has a $0 balance it has been paid back and should be closed. Many spend authorizations are for cash advances and shows as a commitment on your statements....

Changes to Prizes and Awards (PandA) Process

April 20, 2018

With graduation almost upon us, many departments are preparing to present Prizes and Awards to graduates and other students. The automated Prizes and Awards (PandA) process has been updated to integrate with Workday. An overview highlighting key changes in the PandA automated process can be...

Register for an Account Holder Report Information Session

April 18, 2018

Scheduling for the Workday Account Holder Report will be available in early May for the April close.

The Workday Account Holder Report will provide an option similar to our Oracle DWH reporting system. The report provides information grouped by COA segments in a printable PDF format....