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....
Business Update News from 05/2024
New report to review travel related expenses
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
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
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...
Planning for year-end close – Key Dates
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...
Accounts Payable streamlines supplier change requests
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
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
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
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
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
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...
Scheduled maintenance: Clinical phone systems - April 1
Yale ITS will...
COVID-19 - Financial Considerations
The message below was sent to Vice Presidents, Deans, Directors, and Lead Administrators, on March 30, 2020.
The Yale community has responded to the global challenge of COVID-19 in a way that reflects its strength and character. Our university is resilient. In just...
Accounting Adjustments – Reasons for Cancelation
Accounting Adjustments can be canceled for one of the following reasons:
The initiator decides to cancel the transaction If the status is ‘in-progress’ at the time of the fiscal period close (cancelled centrally) When a supplier invoice payment is reissuedWhen an Accounting Adjustment...
Loops and teacups for all those bicycles!
Bike racks on campus are overflowing. To accommodate the increased number of bicycle commuters on campus and address concerns that bikes are being locked inside stairwells or chained to fences, signs, or other objects outside their buildings, Yale Facilities expanded its bike rack program. This...
SciQuest Outage April 3 - 5 for upgrade
Due to SciQuest upgrade, access to SciQuest catalogs will be unavailable from Friday, April 3 at 9:00 p.m. through Sunday, April 5 at noon.
SciQuest User Interface updatesSciQuest is continuing with their plans to streamline, simplify and modernize the shopping...
Tech help
The ITS Help Desk is receiving an unusually high number of calls and chat requests at this time. Priority of response is given to individuals whose jobs involve direct patient care, followed by faculty support and the rest of the community. IT encourages the community to review guidance on the...
Using Make-It-So to Update Payroll Costing Allocations
Do you have a Cost Center Payroll Costing Specialist role? If so, check out Make-It-So (MIS) which streamlines payroll costing allocations.
Make-It-So (MIS) is a standalone application which takes work completed in the Yale Budgeting Tool (YBT) labor plan and pushes it to Workday costing...
Virtual tour of Create Requisition update
On Saturday, March 7, Workday was upgraded to a new version. All Cost Center Requisitioners and Approvers are invited to attend a virtual guided tour of the new screens in the Create Requisition process. The tour will highlight what’s new including:
Guided Requisitioning Ship to &...Information sessions - Faculty Annual Compensation
Two Zoom sessions are being offered to business office staff in the professional schools, including the School of Medicine. The sessions review the submission process for Faculty Annual Compensation recommendations. Lead Administrators will receive a separate email containing links to the Zoom...
Update - Treasury Services suspends in-person service
Effective immediately, Treasury Services has temporarily suspended in-person service. For spend authorizations, available payment options include: direct deposit, check and prepaid card – for those who have a Treasury issued card. Please utilize bank ATMs for cash withdrawals from prepaid...
Procurement ordering, delivery of supplies, and contract commitments - Updates as of March 18, 2020
Starting March 16 through March 31, 2020, Yale Procurement will be working remotely to support all buying activity. Procurement has been getting many inquiries about ordering supplies, timely delivery of items, and contracts. This page will be updated as needed, please check back here...
A note from Accounts Payable regarding supplier check distribution
In light of President Salovey’s recent message, the health and safety of our staff remains our top priority. To that end, Yale Shared Services staff will be working remotely starting Monday, March 16. As a result, there will be no special handling or pickup for checks (e.g., payments to...
Yale Payroll - Paper paychecks
Effective immediately, and until further notice, paper paychecks are no longer going to be distributed or available for pickup.
Staff, students, and faculty who currently receive paper paychecks will have two choices for receiving their paycheck:
Direct Deposit...Change to Timecard Approval Deadlines
Weekly deadlines have been changed for the week ending March 14, 2020. Please note the following timecard approval deadlines.
My Time (Kronos) Sign off Deadline:Tuesday, March 17, 2020, 5:00 p.m. Please check with business office/managers for...
COVID-19 Information and Guidance from Janet Lindner
Please visit COVID-19 Workplace Guidance for more information.
Workday Upgrade March 7, 2020 – Requisition Approver update
On Saturday, March 7, Workday was upgraded to a new version. The information that follows provides Cost Center Requisition Approvers with important information that will assist them in editing and approving requisitions.
Cost Center Requisition ApproversWhen reviewing the Requisition...
Gift Assessments moving from daily to monthly
Beginning with the March fiscal period, allocations for spendable gifts will be posted at month end. Previously, this activity posted daily.
Contributions for gifts (ledger account #43000) in the Spendable Gifts – Assessed gift hierarchy will continue to have a 12% assessment (# 51000)...
Payroll Costing for Staff Phased Retirement
The payroll costing guidance regarding Staff Phased Retirement has been modified to provide more clarity about the update process. Please note that this guidance relates only to payroll costing for staff who were formally approved for the Staff Phased Retirement program.
Detailed...
Workday Upgrade March 7, 2020 – What to expect
On Saturday, March 7, Workday will be upgraded to a new version. Below you will find some helpful information to prepare you for the changes.
Finance Updates Create Requisition changesThe changes to the Create Requisition Process are listed below. Refer to the...