Business Update News from 04/2020

Policy and Procedure Updates as of April 29, 2020

April 29, 2020

The following draft document is now available for review and comment and is posted on the Policies and Procedures Drafts website . The document will be posted on the drafts site for a period of 30 days. Please...

Update - Assigning Costing Allocation end dates

April 29, 2020

When a position change has been approved and the employee has a Worker Position level costing allocation with an end date that is empty or after the employee’s start date in the new position, the costing allocation end date should be entered or updated.

Effective April 30, 2020, the Cost...

Scheduled outage April 30 – Bomgar remote support software

April 29, 2020

Summary:

The remote support software, Bomgar, will be unavailable between 8:00 p.m. and 10:00 p.m. on Thursday, April 30. You will not be able to share your desktop with support staff during this time. The software upgrade includes a re-brand and will now be called...

Updated - Accounting manual – Grant accounting guidance

April 29, 2020

The “Accounting for Grants” section of the online Accounting Manual was recently updated and published by the Controller’s Office. The document now includes accounting information for program income and interest on non-federal awards. The Accounting Manual provides information and guidance for...

New Report - Accounting Adjustment Questionnaire Responses

April 22, 2020

A new report was recently released in Workday called “Accounting Adjustment Questionnaire Responses - Yale.” This report was created for business offices who can now view the responses entered in the justification questionnaire of an accounting adjustment when a grant worktag is involved....

New report to review travel related expenses

April 22, 2020

A new report was developed to help identify if a previously submitted travel related expense, that may have been cancelled, requires reimbursement to the University. The new “Expense Reports Lines and Itemizations – Yale” is now available in Workday. Departments can now review expense report...

Closing obsolete Purchase Orders

April 15, 2020

As a best business process practice, departments are encouraged to run a report that identifies each open purchase order (PO) COA obligation. Regular periodic review of this report will help departments understand their outstanding financial obligations via POs.

To help departments...

Changes - Fiscal 2020 year-end GA Sweep

April 15, 2020

For the FY20 year-end close, the General Appropriations (GA) Sweep will no longer include suspense balances in the process. This means that any GA balances sitting in suspense programs or projects will not be swept when the FY20 GA Sweep runs for the final June close...

Accounts Payable streamlines supplier change requests

April 8, 2020

In August 2018, Accounts Payable (AP) implemented a new procedure to prevent fraud within Yale’s supplier database . Requests to change banking information...

Hierarchy changes - FY20 year-end timetable

April 8, 2020

Please note that prior to the FY20 year-end close period, the last opportunity for Chart of Accounts (COA) requests related to segment closures, cost center hierarchy changes or reorganizations is May FY20 month-end (calendar June). Closures generally resume with the September month-end (...

Update - Treasury Services drop boxes

April 8, 2020

Treasury Services remains closed to in-person transactions, but continues to process and deposit cash sales. There are two drop boxes available for departments to place cash sales.

On the Grove Street side of the 2 Whitney Avenue building there is an exterior drop box to the left of the...

University-wide guidance on use of COVID-19 Project

April 8, 2020

University Finance has established a project to be used for specific activity related to COVID-19. The purpose of this project is to provide visibility to unplanned COVID-19 expenses for identification of related budget variances, tax reporting, and potential stimulus funding applications. The...

Possible action required: Campus mail and supplier purchase orders

April 8, 2020

Due to the current COVID-19 pandemic, normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period TR&S mail and package delivery operations will continue, with a primary focus on servicing Yale’s essential on-campus operating units....

Possible action required: Campus mail and supplier purchase orders

April 8, 2020

Due to the current COVID-19 pandemic, normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period, Transportation, Recieving, and Storage (TR&S) mail and package delivery operations will continue, with a primary focus on servicing Yale’s...

Planning for year-end close – Key Dates

April 8, 2020

As in past years, the Controller’s Office plans to release the year-end closing instructions and calendar during the first full week of May (on or about May 8, 2020). The instructions and calendar will be...

Scheduled maintenance: Clinical phone systems - April 1

April 1, 2020
Summary Yale ITS will perform scheduled maintenance to Yale’s clinical phone systems on Wednesday, April 1, from 6:30 - 8:00 p.m. The work is not expected to cause any interruptions. Please share this message with individuals in your area who need this information. Details

Yale ITS will...