Business Update

Busness Update

Voicemail Timestamp Moving to Beginning of Message

April 18, 2018

Based on feedback from the community, on Saturday, April 21, starting at 7:00 p.m., ITS will change the order the voicemail system announces timestamp information. Instead of hearing timestamp information at the conclusion of a message, the system will now provide this information at the...

Workday Procurement Tips

April 18, 2018
Minimize Purchase Order Processing Lead Times with Careful Selection of Purchase Order Requisition Types Minimize order approval lead time with the proper use of Requisition types 3 and 4: “Purchasing Assistance Required”. All orders greater than $10,000 are automatically routed to Purchasing for...

STARS Applicant Website Upgrade

April 18, 2018

On Monday, April 23, 2018, the online Strategic Talent-management And Recruitment System (STARS) used by internal and external applicants for staff positions will be upgraded, including a new interface with an updated look and feel.

Noteworthy features include: ...

Attend a Chart of Accounts Brown Bag Session

April 18, 2018

The Controller’s Office will be offering a brown bag learning session entitled “Chart of Accounts – Fund and Other Updates”. The purpose of this session is to provide some more advanced Chart of Accounts (COA) information regarding the segments of Fund and Program. It will also provide some...

New Workday Roles - Coming Soon

April 18, 2018

To correctly identify and communicate with BOLT Members, Lead Administrators and Operations Managers, new roles were recently created in Workday. Initial assignment of these roles were vetted by Lead Administrators and loaded into Workday. These roles do not interact with any Workday business...

Planned Outage and Upgrade - Pinnacle Reporting - Thursday, April 19

April 18, 2018
Yale ITS will upgrade the Pinnacle reporting system on Thursday, April 19, from 8:30 a.m. - 5:00 p.m. Individuals will be unable to log into Pinnacle to access billing reports during this time.

Pinnacle, the internal reporting system used for IT billing, will be upgraded on Thursday, April 19...

PCard Cardholder Report - Reminder

April 11, 2018

Business operations staff can use the PCard Cardholder Report, accessible through Tableau, to monitor or manage their department’s Pcard information.

The report includes important information regarding your unit’s Pcards and cardholders,including:

still-active PCards for...

Workday Training Materials - Reminder

April 11, 2018

The Workday Training Team is constantly updating the online training content based on Workday updates, subject matter experts, and staff feedback. Workday users can visit this website for the most recent edition of training materials and videos ....

Interim director of emergency management announced

April 4, 2018

As you may know, Maria Bouffard’s last day at Yale is Friday, April 6. With her assistance, I’ve begun a search for the Director of Emergency Management and hope to recruit a strong candidate to fill the position by June.

Given the critical nature of the role, I have asked Marje Lemmon...

Interim Director of HR Operations Announced

April 4, 2018

Dear Colleagues,

As you know, Nancy Creel-Gross has retired from the University. Rather than filling the current position, I am taking the opportunity to review the portfolio and assess the responsibilities of the Director of HR Operations.

I have asked Susan Riggs to serve as...

Policy Updates as of April 4, 2018

April 4, 2018

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts page . The documents will be posted on the website for a period of 30 days. If...

FY 2019 student and temporary employee salary rates

March 28, 2018

As communicated in previous years, we are now aligned with the Student Employment Office salary structure and departments are encouraged to adjust student employee pay levels accordingly. Effective July 1, 2018, the FY 2019 salary rates for Yale and non-Yale students are as follows:...

March 2018 month-end closing

March 28, 2018

The fiscal month-end closing in Workday will be completed on April 5, 2018, for the March FY18 fiscal period. Units are required to be closed by Wednesday, April 4, 2018 at 5:00PM.

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

April 4,...

New consolidated report for managing invoices

March 21, 2018

In Workday, two similar reports have been consolidated: “Invoice Aging – Yale” and “Invoices In Progress by Cost Center – Yale.”

The new report is titled: “Invoice Aging In Progress – Yale.” This new report provides a list of invoices in progress, including the COA, in addition listing...

Background Check Reminder

March 21, 2018

In preparation for the upcoming summer temporary hiring season we want to take this time to remind hiring managers and their support staff about Yale’s background check policy.

For Yale temporary/casual candidates that are new to the University or have been away from Yale for six months...

Worday Procurement Tips - March 21, 2018

March 21, 2018
For accurate package deliveries, validate employees “Work Space” building and room information

On PO requestions, the “Workspace” building and room location information from an employee’s profile is auto-filled in the Default Ship-to address and Deliver-to room location....

Web Accessibility Policy, site updates, & learning opportunities

March 21, 2018

The Web Accessibility Policy went into effect Thursday, March 1 and requires changes to university websites so they are accessible to people with disabilities. If you have staff in your department who...

Account Holder Reports available in early summer

March 21, 2018

Workday Account Holder Reports (AHR), similar to the old Oracle reports, will be available in early summer to improve the format and timeliness of financial reporting.

The Workday AHR will be grouped by COA segments and provided in a printable PDF format.

These report will...

Improved grant worktag search by PI or sponsor

March 14, 2018

The ability to search for a Grant in Financial Transactions by the PI’s name is now an option in Workday. Previously, searching by PI name in the Grant worktag field only provided the grants that had the PI’s name in the grant name.

With the latest Workday enhancements, a search by PI...

Organizational Changes in Finance and Business Operations

March 14, 2018

Dear Colleagues,

We continue to align our organization to support President Salovey’s academic priorities . We also continue to focus on developing and attracting talent to...

Payroll accounting adjustment – Grant date validation

March 14, 2018

When proposing a Payroll Accounting Adjustment (PAA) that includes a grant worktag, the adjustment must be charged within the start and end date of the grant. Workday has a built-in “validation rule” that ensures that grant PAAs fall within this timeframe by evaluating the oldest pay period and...

New aspect of federal tax law – Tax Cuts and Jobs Acts of 2017

March 14, 2018

The Yale Controller’s Office recently sent a notice about an aspect of a new federal tax law (the Tax Cuts and Jobs Act of 2017) that may impact recruiting of new faculty and staff. Specifically, the law makes reimbursement for moving expenses taxable income, effective for expenses submitted on...

Featured Workday training resources

March 7, 2018

Workday ordering help for lab groups: Members of the research community expressed concerns that they continue experiencing difficulties placing orders in Workday, sometimes also resulting in packages being sent to the wrong address. Research groups can request a conference...

Workday procurement tips

March 7, 2018

Search for items previously ordered in Workday

When searching for items previously ordered in Workday, use the report, “Find Requisitions by Cost Center – Yale”. Limit your search using the parameters screen. When the results appear, click the “Item Description” column...

Web Accessibility Policy, site updates, & learning opportunities

March 7, 2018

The Web Accessibility Policy went into effect Thursday, March 1 and requires changes to university websites so they are accessible to people with disabilities. All university websites should include a...

New warning for preventing duplicate invoice payments

March 7, 2018

To prevent duplicate invoice payments, a new warning will appear in Workday when duplicative invoice information is detected. This new warning is effective as of March 12, 2018.

Recommended - P2P Invoice Specialists should verify that the invoice is not a duplicate by following the steps...

Information Sessions for New Leave of Absence Process

March 1, 2018

During the months of January and February, managers were invited to join the Absence Management Team for an information session about the new leave of absence process, took effect February 4, 2018.

Effective February 4 th , employees on a leave or requesting a leave will interact with...

Yale Shared Services and Business Operations organizational announcement

February 28, 2018

To better align our organizations to meet the University’s academic priorities and achieve excellence in staff and service, we write to inform you of a change impacting Yale Shared Services (YSS) and Business Operations.

Effective immediately, the financial analysts on the YSS Financial...

February FY18 month-end closing deadlines

February 28, 2018

The fiscal month-end closing in Workday will be completed on March 6, 2018, for the February FY18 fiscal period. Units are required to be closed by Monday, March 5, 2018 at 5:00 p.m.

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

March 5...

Improved process for requesting PINs to activate/reactivate NetIDs begins March 2

February 28, 2018
On Thursday, March 2, 2018, an improved process will be introduced for requesting PINs to activate/reactivate NetIDs. Rather than having individuals whose NetID was locked contact the ITS Help Desk, Lead Administrators, Operations Managers, Training and Access Coordinators (TACs), and hiring...

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