Business Update News from 05/2019

Policy & Procedure Updates as of June 5, 2019

May 29, 2019

The following document is new and is posted on the Policies & Procedures website , as well as the Policies & Procedures drafts site . If applicable,...

Action Required - FY20 recurring payments must be submitted by June 14, 2019

May 29, 2019

All requests for FY20 new or renewal recurring payments, must be submitted no later than 5:00 p.m., on Friday, June 14, 2019 .

Details: For new recurring payments, departments must submit supporting documentation (i.e. lease, contract, or bill), a valid...

Oracle EBS Decommissioning – Updated Request Processes begin June 30, 2019

May 29, 2019
Summary

The Oracle e-Business Suite (EBS) application–Yale’s financial and human resource system prior to Workday–is being decommissioned on June 30, 2019. The data in Oracle EBS will be kept available as an archive for historical reference, reporting, regulatory compliance,...

New Checklist for COA Changes & Cost Center Moves

May 29, 2019

A new checklist has been posted on the COA website to assist departments that are working through COA changes or Cost Center hierarchy moves or reorganizations. This is to replace the Oracle-based checklist that used to be found at Form 1302 FR.13.

This form is intended to help users...

Steven Gaudreau joins Yale as Senior Director for Financial Systems and Solutions

May 22, 2019

Dear Colleagues:

I am very pleased to announce that Steven Gaudreau will be joining Yale as the senior director for Financial Systems and Solutions (formerly Business Solutions), reporting to me.

Steve joins us with over 25 years of experience in implementing, leading and...

Now available - Requisitioner training materials for purchasing policy changes

May 22, 2019

Training was recently provided to active requistioners. The recorded training sessions and supporting materials are now available online. Materials provide detailed training for requisitioners on the purchasing policy changes announced in March 2019, and sessions include: compliance, multiple...

Purchases Worklet Added to Workday Homepage for Cost Center Requisitioners

May 22, 2019

Effective May 23, 2019, a Purchases worklet icon will now appear on the Workday homepage for all employees with the Cost Center Requisitioner role. When the icon is clicked, a screen will appear to show common tasks available to the Cost Center Requisitioner as shown below.

...

Revising Airgas invoicing to avoid errors

May 22, 2019

To reduce the number of Airgas invoice errors, Procurement and Accounts Payable are working with Airgas to revise their invoicing practices. Now when Airgas submits electronic invoices, the referenced purchase order will be verified before any further processing. If the PO is non-existent, the...

Submit and Approve Outstanding PCard Expense Reports

May 15, 2019
Action Required by June 1, 2019

To prepare for year-end close, Procurement did a review of outstanding expense reports. They discovered a large amount of “draft” reports that have not been submitted and include unprocessed PCard transactions. These expense reports must be...

Fiscal 2019 Year-End Close Reminders

May 15, 2019

The Controller’s Office would like to share information and accounting reminders to support business offices during the FY2019 year-end close and with ongoing operations.

Reminders : Year-End Closing Instructions – The FY2019 year-end closing packet and...

Slim Down for Summer!

May 15, 2019

Did you know that benefit-eligible Yale faculty, staff and postdoc associates can join Weight Watchers at a subsidized rate that reduces the monthly cost by more than 50%?

The Weight Watchers Freestyle™ program is founded on a scientifically-based approach to weight management that helps...

Auto approval of purchase requisitions under $200 deferred

May 15, 2019

The initiative to auto-approve purchase requisitions $200 and under charged solely to Yale Designated accounts has been deferred.

Department feedback indicated that many requisitioners do not have the detailed knowledge of the Chart of Accounts (COA) needed to reliably submit...

Mass Closure of Inactive Purchase Orders

May 15, 2019

To reduce the volume of obsolete commitments and obligations, Procurement plans to perform a mass closure of inactive purchase orders (PO) during the week of May 27. Criteria for the mass closure will be:

Purchase Order was created on or before March 31, 2018; and Purchase Order has had no...

Policy & Procedure Updates as of May 15, 2019

May 15, 2019

The following documents have been updated and are posted on the Policies & Procedures Website . If applicable, please discuss the documents with the appropriate people in your department.

Procedure 1430 Shipping Policy Exception...

Staff Workplace Policies Moved to New Location

May 15, 2019

Yale’s Staff Workplace Policies can now be found by visiting the Staff Resources web page. Temporary redirects from the existing...

OSP no longer doing manual F&A adjustments

May 15, 2019

The Office of Sponsored Projects (OSP) will no longer do manual facilities and administrative (F&A) adjustments on business meals charged to federal projects. In addition, code...

Possible Action Required - Basecamp Access

May 15, 2019

Starting the week of May 27, Yale ITS will be removing Yale Basecamp access from individuals classified through Yale’s Identity and Data Repository (IDR) as “Gone” - former faculty and staff or individuals who have changed their primary email address since joining a Yale...

New Report Facilitates Labor Suspense Clearing

May 8, 2019

Labor Suspense Review – Yale is now available in Workday. This report pinpoints any labor charges that have worktags classified as “suspense.” The report also assists in facilitating the creation of PAAs that need to be completed to clear labor suspense.

In addition,...

Fiscal 2019 Year-end closing instructions

May 8, 2019

Below please find links to instructions for the year-end close for the fiscal year ending June 30, 2019 (FY19) and the closing calendar. The calendar of closing activities and timeline due dates have remained consistent with last year.

Highlights and/or notable changes include...

Policy & Procedure Updates as of May 8, 2019

May 8, 2019

The following documents are now in effect and are posted on the Policies & Procedures website . Prior versions of these documents, for compliance reasons, were published in March through an expedited review process (see...

Fourth Annual Cinco de Mayo Celebration

May 8, 2019

The Controller’s Office has a volunteer committee that organizes many events on the sixth floor of 25 Science Park and beyond. Last week, staff members enjoyed the food and flavors of fourth annual Cinco De Mayo Potluck–a popular event.

The committee responsible for this festive get-...

Oracle EBS application being decommissioned June 30, 2019

May 2, 2019

SUMMARY: The Oracle e-Business Suite (EBS) application–Yale’s financial and human resource system prior to Workday–is being decommissioned on June 30, 2019. The data in Oracle EBS will be kept available as an archive, but only a limited number of users in Finance...

Two New Projects set up for Rejected Cost Transfers

May 1, 2019

The Office of Sponsored Projects (OSP) is trying to make Workday processes easier for departments. When OSP rejects a cost transfer, which is crediting a sponsored award, it creates more work. OSP must process a new cost transfer, removing the credit from the sponsored award by debiting a...

Submitting check requests for the 2019 Student Prizes, Awards and Fellowships

May 1, 2019

Check requests for the 2019 Commencement Student Prizes, Awards and Fellowships must be prepared and submitted to Shared Services by May 10–to have them by commencement day. There are two different processes for payments:

one for U.S. Citizens and Permanent Residents...

Staff Appreciation Day - June 5 on Old Campus

May 1, 2019

All Yale Staff are invited to attend the 6th Annual Staff Appreciation Day Wednesday, June 5 from 11:30 a.m. – 1:30 p.m. on Old Campus.

Come out and enjoy lunch with colleagues and the Yale campus community. Featured at this year’s festivities:

Locally inspired cuisine brought to...

Information on Suspense Accounts Added to Online Accounting Manual

May 1, 2019

A new document has been added to the online Accounting Manual. It defines what “suspense accounts” are and provides general guidelines for monitoring and clearing them. The Accounting Manual is a resource that provides information and guidance for Yale staff on accounting and financial...

Policies and Procedures Process Reminder

May 1, 2019

There is a process in place for creating, revising, and updating new and existing University policies and procedures. To support that process, when a draft policy is finalized, a communication is sent via the Business Update. This includes an executive summary of any revisions to current...