Business Update News from 06/2019

Purchase Order Closures Suspended July 1 – 15, 2019

June 26, 2019

To prevent potential accounting issues, Procurement will not close FY 2019 purchase orders between July 1 and July 15, 2019.

After 5:00 p.m. on July 15, Procurement will roll forward any purchase order (PO) with an open balance created prior to July 1 to the new fiscal...

Reminder – Oracle EBS Decommissioning on June 30, 2019 review new processes

June 26, 2019

This is a reminder that 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The data in Oracle EBS will be kept available as an archive for historical reference, reporting, regulatory...

Requesting Access to Legacy Data Warehouse

June 26, 2019

Effective July 1, 2019, the form for requesting access to the legacy Data Warehouse has been updated as part of the decommissioning of Oracle EBS.

The form will now require the user to select the appropriate Hierarchy Level based on the Oracle COA. The form will now require you to select...

Business Operations Organizational Announcement

June 26, 2019

During the 2019 academic year, many of you have provided terrific insights and suggestions on how to improve the effectiveness of the administrative functions supporting the University. I appreciate your candid perspectives and your commitment to improving the quality of the service for faculty...

Enhancements Made to Two Reports that Provide Information on Expense Reports

June 26, 2019

Enhancements have been added to these two reports:

EMS View Unapproved Expense Reports – Yale Find Expense Reports by Cost Center – Yale

Previously, the “Created By” field in the report “EMS View Unapproved Expense Reports – Yale” was blank for expense reports with a draft status....

Further Enhancements to Travel Expense Accounting Structure

June 26, 2019

On May 15, 2019 , a New Travel Expense Accounting Structure - Domestic vs. International was announced. To preserve historical reporting, additional enhancements have been made. The new structure is available immediately. Preparers and reviewers should ensure that the new spend...

Continuous Learning Begins with You

June 19, 2019

The Learning Center offers an array of instructor-led courses for managers and all levels of professionals to build knowledge and skills strengthen on-the-job proficiency or build new skills through instructor-led programs, online training, career or professional development coaching, and more...

One annual endowment spending distribution reinstated

June 19, 2019

After hearing from the Yale Business Operations Community their desire to revert to one annual spending distribution, the Controller’s Office is pleased to announce the reinstatement of one annual endowment spending distribution beginning FY2020.

The following are answers to questions...

New Project Created to Record Cash Sales for Sponsored Agreements

June 19, 2019

In order to complete a deposit, the cash sales process requires using a Revenue Category rather than a Spend Category. While the cash is deposited to the grant, the revenue and F&A generated on the original expense transaction is not reversed. As a result, new validations have been put in...

Oracle EBS decomission - Procurement inquiry access

June 19, 2019

The Oracle e-Business Suite (EBS) application–Yale’s financial and human resource system prior to Workday–is being decommissioned on June 30, 2019. As part of this change, you will no longer be able to access Procurement Inquiry to drill down to a specific image. As of July 1, should you need to...

Ice Cream Social a Big Success

June 19, 2019

Over 370 people turned out for the first ever Ice Cream Social at 25 Science Park. ITS and Yale Finance teamed up to have a joint event as part of the inaugural Staff Spirit Week.

During Yale’s first annual Staff Spirit Week, June 3-7, teams from departments across campus participated in...

Scheduled maintenance and outage - PaperCut - Sunday, June 23

June 19, 2019

Summary All PaperCut printers/copiers will be unavailable from 7:00 - 9:00 a.m. on Sunday, June 23, 2019.

Details All PaperCut printers/copiers will be unavailable due to scheduled maintenance from 7:00 - 9:00 a.m. on Sunday, June 23, 2019.

...

International payments training offered

June 12, 2019

Registration is now open for international payments training sessions. This training is for departmental administrators responsible for setting up payments to non-US individuals and entities, whether those payments are for services, scholarships, fellowships, royalties, or reimbursements. The...

Enhancements made to Detailed Transactions – Yale report

June 12, 2019

The Detailed Transactions – Yale report has been updated to include two enhancements as requested by the user community:

Last Updated Moment has been added as a prompt on the report run screen. This is the date a transaction is posted which may differ from accounting date and budget date...

Updated Fiscal 2019 year-end closing instructions

June 12, 2019

Please note that an update has been made to the recommended prompts for the Assets and Liabilities – Yale report referenced in the closing packet.

F&A Credit – New accounting in May 2019

June 12, 2019

In Oracle, the Facilities & Administration (“F&A”) overhead credits went to one distinct COA combination; for most units that see and manage these credits, this was a GA account. In Workday, the system books this credit in a similar way, but it adds each Grant. As a result, a unit with 3...

New - Q0 Plan available in YBT June 3, 2019

June 5, 2019

New for FY20 is the Q0 Plan which is now available in the Yale Budget Tool (YBT). After the Corporation Budget is submitted and approved it can’t be altered. In some cases, departments have unexpected changes or need variances. The Q0 gives units some flexibility to make material changes to...

May 2019 month-end close extended

June 5, 2019

Due to network outages last week, the May 2019 month-end close deadline for journal entries has been extended from 5:00 p.m. on Wednesday, June 5 to 1:00 p.m. on Friday, June 7 . Statements that would have run on June 7 will be produced on Monday, June 10. Internal Service...

New - Q0 Plan available in YBT June 3, 2019

June 5, 2019

New for FY20 is the Q0 Plan which is now available in the Yale Budget Tool (YBT). After the Corporation Budget is submitted and approved, it can’t be altered. In some cases, departments have unexpected changes or need variances. The Q0 gives units some flexibility to make material changes to...

Payroll Accrual for the Week Ending June 1, 2019

June 5, 2019

The payroll forward accrual did not run for the weekly payroll ending June 1, 2019. To record the payroll accrual, a journal entry was posted. The journal entry, number bsouse_20190531_nsp_0001_0001, was completed at the summarized COA level and based on the full week ending May 25, 2019. The...

Getting to know Yale Leaders—Stephen Murphy

June 5, 2019

Born in New Haven, Stephen Murphy, vice president for Finance, and chief financial officer, lived and worked around the world before returning to work at Yale in 2001.

Steve grew up on the campus of Wesleyan University where his father held a faculty position teaching political science....

OSP offers training on grants management and research administration

June 5, 2019

The Office of Sponsored Projects (OSP) offers several online and in-person training opportunities of topics related to grants management and research administration.

These trainings are more in depth than what is covered in the Intro to Sponsored Projects class and include topics such as...