Business Update

Busness Update

Conserving energy for winter recess 2017

December 6, 2017

During the Winter Recess, Facilities Operations reduces temperature set points across Central Campus and Science Hill in accordance with University Standards for Heating and Cooling to conserve energy.

Depending upon occupancy, temperature reduction this year will begin at the close of...

Travel safety over Winter Break

December 4, 2017

If you are planning to travel over winter break (or actually any time), please remember the following:

Register your travel:

Back by popular demand: Register for virtual Procurement Inquiry workshop

December 4, 2017

Due to high volume of demand, the Workday Training team will be offering an additional session of the Procurement Inquiry Workday on December 7, 2017 at 1:00 p.m. - 2:30 p.m. Come and learn about practices for managing your procurement transactions in Workday. This session will be helpful for...

Agenda for BOCM meeting –December 4

November 29, 2017

The next Business Operations Community Meeting (BOCM) will be held Monday, December 4, at 25 Science Park, 150 Munson Street, Room 125 from 2:00 p.m. - 4:00 p.m. Business offices are encouraged to send at least one representative to each meeting to ensure that all business offices across campus...

New guide for creating and scheduling clinical trial (industry) report groups

November 29, 2017

This new guide reviews the steps for the tasks: Create and Schedule Clinical Trial (Industry) Report Groups and describes the process of creating and delivering a comprehensive package of monthly financial Clinical Trial (Industry)...

November 2017 month end closing

November 28, 2017

The fiscal month-end closing in Workday will be completed on Wednesday, December 6, 2017, for the November 2017 / FY18 fiscal period. Units are required to be closed by Tuesday, December 5, 2017 at 5:00PM.

In advance of this month-end closing, please note some key transaction processing...

Holiday recess deadlines for STARS/recruiting and hiring

November 17, 2017

Please refer to the following schedule for creating and posting job requisitions, processing temporary employment requests, and extending offers to candidates before and after the 2017 holiday recess period:

Monday, December 4

Last date Staffing can accept...

Thanksgiving holiday support and special schedules

November 14, 2017

Yale University will observe Thanksgiving Day, Thursday, November 23, 2017, as a holiday and the Friday after, November 24, as a recess day. Please refer to the information below for special schedules related to the long holiday weekend.


Time card approval and...

Portfolio Report update

November 13, 2017

The Portfolio Reports have run for October and are now available for you to share with your faculty. Below are some tips and tricks to help you better understand how the Portfolio reports display information. The table references the schedule for the Commitment update...

Process change for ‘Student Spouse’ Sponsored Identity requests

November 13, 2017

There will be enhancements to the Sponsored Identity system for the Student Spouse request and approval process that will take effect on November 16, 2017.

Notable changes:

Members of the Registrar’s group will be the only individuals who can request a Sponsored...

Thanksgiving holiday shuttle schedule

November 13, 2017

Yale Parking & Transit wants to update you on the upcoming holiday shuttle schedule:

Beginning Thursday, November 23 at 3:00 a.m. all Yale shuttle and nighttime door-to-door services will stop. The VA shuttle will operate a regular schedule on Friday, November 24. Nighttime door-to-...

Managed File Transfer (MFT) - New MFT Journal file suffix

November 13, 2017

Effective November 13, users may begin to see a new journal file suffix in their MFT directory. The journal file suffix provides information about the success of loading a Journal Entry file into Workday.

A new journal file suffix of ‘.loaded’ will be sent back to MFT directories when...

Brown Bag session - financial setup for grants in Workday

November 10, 2017

View the new Sponsored Projects and Workday Setup Frequently Asked Questions (FAQs) recently compiled by the Office of Sponsored Projects.

We will...

Workday conversions for YD, Gifts, and Assignee

November 8, 2017

The update of Yale Designated (YD) 6/30/17 balances to add Assignee has been completed and reconciled. Please review your unit’s YD balances as soon as you can and let us know if you see any additional changes that need to be made. Alternatively, units may make changes using...

Join encore virtual information session on grant reporting on 11/9

November 6, 2017

This is a repeat of the grant reporting session presented by Chris Farmer on 10/31. The content is the same and provides an overview of the grant reporting needed for the first quarter close.

The recorded session is available for viewing here:...

Join virtual session on Business office reporting guidance on 11/8

November 6, 2017

This virtual session, presented by Chris Farmer, provides an overview of some new reports that may be needed for the first quarter close. The focus is on non-sponsored reporting.

The recorded session is available here:...

Personal use of university vehicles

October 31, 2017

The University is required to report the value of the personal use of a University vehicle by an employee as additional taxable wages on the employee’s Form W-2, Wage and Tax Statement. The Business Manager or Administrator must notify the University Tax Office of the personal use of any...

ISP charges and corrections – new journal category for ISP corrections

October 26, 2017

In Workday, Yale Internal Service Providers (ISPs) are required to charge out to departments using spend categories and revenue categories that begin with “Internal Expense” and “Internal Revenue”. There are distinct sets of revenue and spend categories that “match”. This is to ensure that we...

Attend information session on grant reporting on 10/31

October 26, 2017

This session, presented by Chris Farmer, provides an overview of the grant reporting needed for the first quarter close. The recorded session will be available here shortly.

MeetingPlace teleconferencing (a.k.a 6-5777) is being replaced with Zoom in December

October 26, 2017

In mid-December, the MeetingPlace teleconferencing service will no longer be available. The MeetingPlace technology is obsolete and can no longer be supported at Yale.

Starting Monday, November 13, Zoom will be the university-supported audio/video conferencing tool. With Zoom, Yale...

October BOCM presentations available

October 24, 2017

BOCM meeting co-chairs, Chris Galatioto and Jenna-Claire Kemper request that lead administrators and operations managers forward the presentations, available at the Box links provided below, to their business office staff members.

Please note: Lead administrators and operations managers...

YBT Salary Over the Cap information

October 23, 2017

A lot of questions have been asked regarding salary over the cap calculations in Yale Budget Tool (YBT). The calculation is correct in the new YBT system, but there was a change as to how the percentage was derived for the proportion of the salary that is over the cap. This will be reviewed at...

Information on Assignee Worktag conversions

October 23, 2017

As part of the COA mapping process, many departments included the Assignee worktag on converted GL balances and financial activity. While the Assignee converted properly for grant accounts, the Workday program has recently confirmed that the Assignee worktag did not convert properly on GL...

ISP Journal Source Naming Convention Update

October 19, 2017

Internal Service Provider (ISP) Journal Source names have been updated to include the ISP number of the ISP. This change will make is easier for some when searching for the ISP Journal Source when entering Journal Entries.

YBT virtual training session available for viewing

October 19, 2017

Want to learn about updates to the Yale Budget Tool (YBT)? The YBT Remediation Updates training session has been recorded and is now available for viewing...

Reminder to clear outstanding expenses and advances for terminated employees

October 17, 2017

As part of the employee Termination Checklist activities, please be sure to clear all outstanding expenses and cash advances (spend authorizations). In the event that a worker terminates before these transactions are cleared, departments must work...

Multi-Year Budget to Actuals – Yale now defaults to “Current Period YTD”

October 12, 2017

The default Time Period for Multi-Year Budget to Actuals - Yale has been changed to “Current Period YTD”. Previously the default value was Prior Period YTD. This change was necessary due to the timing of the monthly commitment booking process. Commitments will now be more accurately projected on...

The new Yale Budgeting Tool (YBT) is live and ready for your use!

October 12, 2017

The new Yale Budgeting Tool (YBT) is live and ready for your use. Thank you to the YBT project team and testers who assisted with these efforts.

Important Details:

You can log in to the new YBT by going to the...

Enhanced Leave of Absence information now available

October 11, 2017

The leaves of absence (LOA) webpages have recently been reorganized and enhanced. They include descriptions of the types of leaves and important information about a leave life-cycle—from identifying the appropriate leave and...