Business Update News from 07/2024

Policy & Procedure Updates

July 17, 2024

The following policy documents, which previously completed their full review and approval process, are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...

International remote work arrangements: reminder

June 26, 2024

It is important to note that Yale does not have the legal standing in other countries required for our employees work remotely outside the US. Each time a remote work arrangement outside the US is under consideration, it must be submitted for approval. Please be aware (and set the appropriate...

Reminder: Action required and update on pension cap costing treatment worktags for FY25

June 20, 2024
Summary Yale will centralize the IRS pension cap calculation with the Central Controller’s Office to simplify and streamline processes. Do not use ledger accounts 71013 Faculty Salaries Over Pension Cap and 72016 Managerial/Professional Salaries Over Pension Cap in the Yale Budget Tool (YBT) for...

Reminder: New Spend Category for Publishing Fees- Open Access only (SC797) - FY24

June 19, 2024

A new spend category was created in FY24 to monitor open access publishing costs, “Publishing Fees- Open Access only (SC797).” Article Processing Charge (APC), or Author Publishing Charge, is a fee charged to cover the cost of publication in an open access or hybrid open access publication (e.g...

Technology to replace STARS selected

June 12, 2024

We are delighted to share an exciting development from the Recruiting Strategic Initiative (RSI) team, which has carefully selected Workday Recruiting and Phenom Candidate Relationship Management (CRM) to replace Yale’s Strategic Talent Management and Recruitment System (STARS) in Summer/Fall...

Financial Review Checklist Updates: New Form Effective for FY25 and Enhanced Workday FRC Dashboard

June 12, 2024

The Financial Review Checklist (“FRC”) ( Form 1101 FR.01 ) has been reviewed and updated. The FRC has undergone revisions based on departmental feedback received during the FRC QA process as well...

Operations Portfolio Management Office status reports – May 2024 available

June 12, 2024

The Operations Portfolio Management Office (OPMO) status reports are now available for May 2024 . These reports provide Operations and Academic business unit leaders with access to information about current and upcoming programs.

...

Purchase order closures and change orders suspended July 1 – 17, 2024

June 12, 2024
Summary Action required: All requisitions and change orders must be fully approved by Friday, June 28, 2024, for inclusion in the FY24 commitments and obligations. Departments should not submit or approve change orders between June 29 and July 17, 2024. Change orders in progress as of 3 PM on...

Accounting Journal cancelations and fiscal close deadlines

June 12, 2024

At 5:00 p.m. on fiscal period close days, all accounting journals that have a status of “in-progress” are canceled. This occurs because the period cannot close while any journals are “in progress.” The cancelation process is submitted by Financial Systems and Solutions staff members. If a...

Accounts Payable - Supplier Invoice Request and Supplier Invoice Updates

June 12, 2024

Due to the high volume of activity in Accounts Payable at year-end close, our standard five business day turnaround time for reviewing Supplier Invoice Requests, Supplier Invoices and Expense Reports (for those departments with whom we partner) may be impacted. If we do fall outside of the...

Upcoming past due notifications for Campus Health requirements and learning assignments

June 11, 2024

Email notifications for Yale community members who are past due in completing campus health requirements or learning assignments associated with their roles will commence on June 5 and June 12, respectively.

If you are past due or have upcoming university health requirements, you will...

OneFinance: new Chart of Accounts (COA) frequently asked questions (FAQs)

June 5, 2024
Summary

In support of our One Finance North Star , Chart of Accounts (COA) has added a new web page to answer frequently asked questions by the user community, such as “Why is my COA so complicated,” and others....

OneFinance: Key Financial Policy Highlights

June 5, 2024

The One Finance team is pleased to share a resource that will help all of us at Yale achieve the One Finance North Star aspiration. The One Finance strategic initiative, launched in 2022, is a multi-year program to...

New Workday Dashboards: COA Cost Center Closure & Enhanced COA Project Closure

June 5, 2024
Summary A new Chart of Accounts (COA) Cost Center Closure Dashboard is available in Workday to assist departments in completing COA segment closures. The...

Update: Find Purchase Orders by Cost Center Condensed - Yale

May 22, 2024

To: Individuals who run the Workday report Find Purchase Orders by Cost Center Condensed - Yale

Summary

The “Spend Category” prompt in the Find Purchase Orders by Cost Center Condensed – Yale report is being updated to “Distribution Spend Category”. This change is in name only meaning...

Hardware Asset Management launches on May 24

May 22, 2024

In a significant move aimed at enhancing operational efficiencies and asset tracking, the ITS Service Management team is set to launch a new Hardware Asset Management system on May 24. This collaborative initiative, which includes but is not limited to the Faculty of Arts and Sciences (FAS),...

Purchase and use of Unmanned Air Systems (Drones)

May 22, 2024

The operation of Unmanned Aircraft Systems (UAS), also known as drones, is subject to regulation by the Federal Aviation Administration and may pose safety, security and privacy risks. Accordingly, Yale University regulates UAS flights from/on University property and/or in connection with...

Accounts Payable supplier compliance updates

May 15, 2024

Due to the high volume of activity in Accounts Payable due to commencement and year-end activity, it is customary for us to see a notable increase in our transaction volumes and re-work. The rise in volume can affect our ability to meet our standard five-day business turnaround time during this...

OneFinance: IRS Pension Cap Centralization Effective FY25

May 15, 2024
Summary Effective FY25 (July 1, 2024) The IRS Pension Cap calculation will be centralized with the Central Controller’s Office starting FY25. Department Business Offices (DBOs) will no longer need to apply the Pension Cap Costing Treatment Worktag to costing allocations in Workday. Workday will...

Enhancement and consolidation of management Budget to Actuals Reports

May 15, 2024

Effective Wednesday, May 15, 2024, ‘Budget to Actuals for Management Office Reporting – Yale’ and ‘Budget to Actuals for Management Office Reporting by Gift/YD/Fund – Yale will be combined into one report. The surviving report will be the ‘Budget to Actuals for Management Office Reporting – Yale...

Additional award sponsor hierarchy fields available

May 15, 2024

Effective May 17, additional award sponsor fields are being added to the Finance Data Mart which have been created to assist the community in navigating the sponsor hierarchy. Various levels were added to provide reporting flexibility depending on the business need. They are:

Leaf...

Operations Portfolio Management Office Status Reports – April 2024

May 8, 2024

The Operations Portfolio Management Office (OPMO) status reports are now available for April 2024 . These reports provide Operations and Academic business unit leaders with access to information about current and upcoming programs.

...

Fiscal 2024 Year-End closing instructions

May 8, 2024

Links to the instructions and calendar for the year-end close for the fiscal year ending June 30, 2024 (FY24) are available in the online accounting manual . They have been provided below for your...

Yale phishing attacks continue - review important tips

May 1, 2024

We continue to see an increase in phishing attacks targeting Yale email accounts that appear to be from a yale.edu email address. We are writing to share a recent example and provide you with tips on how to recognize and report these phishing attacks.

A current example is American...

Minors and visiting undergraduates participating in research or clinical activities

April 24, 2024
If you plan to have a minor or visiting undergraduate participate in research or clinical activities, please complete the appropriate application through...

Attention Planning Unit Lead Administrators – Preparation for Year-End GA Sweep Process

April 24, 2024

As you may recall from years past, we instituted a process in 2019 whereby the Budget Office collects the Chart of Accounts (COA) to be used as the offset for each unit’s GA Sweep . The COA combination used for...

Controlled Substance Annual Inventory April 30 - May 5

April 24, 2024
To All PIs with Controlled Substance Licenses, The Drug Enforcement Administration (DEA) requires labs authorized to use controlled substances to complete an annual inventory of those substances. This year’s annual inventory will run from Tuesday, April 30, at 5 p.m.through Sunday,...

Planning for year-end close – key dates

April 17, 2024

The Controller’s Office will release the year-end closing instructions and calendar during the first full week of May (on or about May 8, 2024). The instructions and calendar will be posted in the...

Plan for these upcoming cybersecurity awareness events

April 11, 2024

Ready for a cyber tune-up? Our Bee Cyber Fit spring campaign is underway!

‘Find the Phish’ workshops

April 19 and April 23

Did you know social engineering remains a top concern at the university? Or that artificial intelligence has increased the complexity and frequency of...

Operations Portfolio Management Office Status Reports – March 2024 Available

April 10, 2024

The Operations Portfolio Management Office (OPMO) status reports are now available for March 2024. These reports provide Operations and Academic business unit leaders with access to information about current and upcoming programs.

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