Business Update

Busness Update

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,...

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...

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.


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...

Share your Workday Tip

September 26, 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....

Founders Day - Annual Labor Guidance

September 26, 2018

Dear Colleagues,

In preparation for the celebration of...

Change to Printing of Cash Sales Tracking Slip

September 26, 2018

Cash Sales users will see a change to the way Cash Sales Tracking Slips are printed.

You will no longer see the word Download when printing your Cash Sales Tracking Slip. To print, click on the Print icon. When the Cash Sales Tracking Slip displays, click on the down arrow in the upper...

Salary and merit statements now available in Workday

September 19, 2018

This year’s merit process closed on Monday, September 17, 2018. All managers and professional staff are now able to view their salary and merit statements in Workday. Instructions, which you may wish to share with managers and staff, and a few items to note are now available.

A few...

Premium Processing Fee Increased for H-1B, O-1 and I-140 Applications

September 19, 2018

The Unites States Citizenship and Immigration Services (USCIS) has the increased Premium Processing Fee to $1,410 for H-1B, O-1 Applications. If you already submitted a check request, please cancel, and request a check for the new amount ($1,410.) If the Office of International Students &...

FYI: Changes to Gift View and Gift Reports

September 19, 2018

Please note there are few changes to be aware of when viewing a Gift or running reports that utilize the ‘Gift Hierarchies’ prompt.

Changes to Gift View Look and feel

Please ignore the new “Latest Valuation” date field displayed when viewing a Gift. This date does...

Policy Update as of September 12, 2018

September 12, 2018

The following policy documents have been approved and are now posted on the Policies & Procedures Website . These policy documents are in effect as of their listed Revision Date . The review process included discussions...

Jacqueline Tucker, Senior Director for Business Solutions to retire early next year

September 12, 2018

On September 7, 2018, Steve Murphy, Vice President for Finance and Cheif Financial Officer released the following announcement to the Division of Finance staff, lead administrators, and operations managers:

Dear Colleagues,

Please join me in congratulating Jacqueline Tucker,...

Significant detours and changes to the Yale Shuttle routes on Friday, September 14, 2018

September 12, 2018


There will be significant detours and changes to the Yale Shuttle routes on Friday, September 14, 2018, due to the Grand Prix bike race. As of noon, College Street will be closed between Elm and Crown Streets. As of 3:00 p.m., Temple Street will be closed between...

Workday Enhancements to the My Team Management Dashboard

September 5, 2018


The Workday upgrade will be live on Saturday, September 8, after 10:00 a.m. Below is an overview of those changes.

Workday Homepage - New look and feel

The homepage will be redesigned, including:

The Yale logo as the new Home...

Policy Updates as of September 4, 2018

September 5, 2018
Policy Drafts

The following draft documents of two new policies are now available for review and comment, and are posted on the Policies & Procedures Drafts Site . The review process included...

Organizational Announcement - Yale Operations

September 5, 2018

Dear Colleagues,

I write to inform you that Kathy Byington, Associate Vice President for Business Operations and Operational Excellence, has accepted a leadership position at another institution of higher education and will be leaving the University later this month....

Planned maintenance and potential outages on telephone systems - September 7 - 9

September 5, 2018


Beginning at 6:00 p.m. on Friday, September 7, through 6:00 p.m. on Sunday, September 9, Yale ITS, partnering with our external vendor, will perform maintenance to the telephone system. As work is performed, the following may occur: Incoming and outgoing telephone...

Conflict of Interest language added to three Workday processes

August 29, 2018

Recently, Procurement Conflict of Interest (COI) language was added to three Workday pages: Create Requisition, Create Expense Report and Create Supplier Request. The COI language was added as a reminder to end users of their responsibility to report any conflict of interest (see below) prior...

Workday Upgrade – Expense Report Changes Postponed

August 29, 2018


Workday is not releasing the Expense Report updates in September. Expense Report entry screens will remain the same. Information sessions in September will be cancelled.


In August, you received a communication about Expense...

Effort Reporting – Retroactive Payroll Issue in PAAs

August 22, 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....

Planned Maintenance: Sponsored Identity systems enhancements - August 30

August 22, 2018


On Thursday, August 30, ITS will perform maintenance to the Sponsored Identity system resulting in enhancements to improve user experience and reduce submission errors, including:

Addition of Sponsored Identity type descriptions in the Sponsored Identity...

Workday upgrade coming September 8, 2018 - What to expect

August 15, 2018

On September 8, Workday will be upgraded to a new version. Below you will find some helpful information to prepare you for the changes.

New look and feel

The home page will be redesigned, including:

The Yale logo as the new home button Notifications and...

Payroll Toolbox Now Available – New resource

August 15, 2018


Yale Shared Services Payroll is proud to announce the launch of the Payroll Toolbox , a one-stop self-service resource which brings together information and resources related to your paycheck and more. The toolbox is segmented by...

Important Reminders from the Controller’s Office

August 15, 2018

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

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...

Workday Account Holder Report in production

August 8, 2018

The Institutional Reporting & Analytics (IR&A) team recently deployed to production the Workday Account Holder Report (AHR) to support the monitoring of financial activity for a portfolio of accounts owned by faculty or other academic leaders. These include grants, gifts, and...