Business Update

Self-serve training reports now available in TMS

March 3, 2021

There is a new way to quickly track and verify compliance with Yale’s coursework, including compliance status (such as required COVID-19 training), course enrollments, and assessment questionnaire status. A recently launched (TMS) My Orgs Reporting page offers supervisors, lead administrators,...

Reminder - Finance Data Mart Interactive Reports are available

March 3, 2021
Summary The new Finance Data Mart Interactive Reports are available Interactive Reports are launched from the Power BI Report Server . Please...

Three Workday reports recently revised

February 24, 2021

Three Workday reports were recently revised as follows:

Revised - Find Accounting Adjustment by Cost Center – Yale

Based on user input the following items were changed in the report:

Removed Period and Time Period from the report prompts. Added prompt for Last...

Action may be required - eShip Global impacted by FedEx service delay

February 24, 2021

A service delay at Federal Express is causing intermittent error messages in the eShip Global application. Hazardous weather conditions have caused service disruptions in their Memphis, TN facility resulting in delivery delay and limited pick up activity. Individuals who are attempting to...

New University Purchasing Card Process

February 24, 2021

Process changes that began in the fall of 2020 to support and streamline the fulfillment of Yale Purchasing Cards (PCards) are now being formalized. The process for any new, replacement, and/or renewal card distribution is detailed below.

New Card – Before a new card can...

Financial Review Checklist – Revisions

February 17, 2021

The Financial Review Checklist (FRC) Form 1101 FR.01 was recently reviewed and revised by members of the Controller’s Office with input from others to provide enhanced clarity around the...

New - Financial Compliance website

February 17, 2021

The Financial Compliance website is now live. The site highlights the functions of the Financial Compliance Office and how it...

New - Costing Allocation alert

February 17, 2021

When a new Costing Allocation is assigned in Workday, the start date for the allocation automatically defaults to today’s date. In most cases, the date needs to be changed. Now, an alert message will appear during the assignment.

For questions, please contact the Finance Support...

Help with non-cash gifts or bequests

February 10, 2021

If your school or unit receives a gift or correspondence related to a bequest (through a will or trust) or any kind of non-cash gift (such as securities, books, art, vehicles, equipment, or other property), please contact the Office of Planned Giving in Yale’s Development Office. They can often...

Policy and Procedure updates as of February 10, 2021

February 10, 2021

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

Update - Policy 1301 Sponsored Projects Financial Reporting and Financial Closing

February 10, 2021

Recently, minor changes were made to Policy 1301 Sponsored Projects Financial Reporting and Financial Closeout and the corresponding Guide 1301 GD.02 Financial Reporting and Closeout emphasizing the need for timely and accurate filing of financial reports and award closeouts. ​​​​​​​ As a...

Change made to Participant Support Cost Award Line/Grant Setup

February 10, 2021

Participant Support Costs (PSC) are direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees. These are paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects. To track or...

Change - Supplier setup request and supplier invoice request

February 10, 2021

A change is being implemented to improve paying and setting up international Yale University students as suppliers. Beginning Thursday, February 11, 2021, a direct link to the Foreign National Information System (FNIS) report will be added to both the Supplier Setup Request and Supplier Invoice...

Ordering or reordering PPE Supplies and Return-to-Yale kits

February 10, 2021

Departments needing to acquire Personal Protective Equipment (PPE) or additional Yale branded facemasks can order directly through Yale Printing and Publishing Services (YPPS). Return to Yale Orders webpage . YPPS has a full...

Updated Workday reports

February 3, 2021

A change was made to the export function of the following Workday reports. Now, the Excel spreadsheet can be expanded to view “Spend Category” financial information.

Indirect Costs Reconciliation by Award – Yale Indirect Costs Reconciliation by Grant – Yale Award Closeout - Indirect Costs...

Reminder - Daily notifications for accounting journals and adjustments

February 3, 2021

​​​​​​​Notifications are sent, to the entry originator, when an accounting journal or accounting adjustment is canceled. The process runs daily at 8:00 a.m. and provides a list of accounting journals and accounting adjustments canceled the previous day.

To view the notifications, select...

A new SciQuest shopping experience

February 3, 2021

SciQuest has been progressively updating the user interface over the past several months. The next step in modernization includes changes to the shopping experience. Noticeable changes will be made to the following:

Home page Product search Product search results Shopping cart Checkout...

Cellular charge billing adjustments and updates

February 3, 2021

Yale ITS is working closely with AT&T and Verizon to correct billing errors. Issues include overage charges, duplicate charges for equipment, and delays in billing.

AT&T

Overage charges due to COVID-19: AT&T is providing credits for...

Effort Certification Work Area Enhancement

January 27, 2021
Summary An Effort Certification Work Area has been added to Workday that Effort Certification Reviewers can access to manage and complete all required actions in their work queue. During the release of the fall 2020 (July 1, 2020 - December 31, 2020) effort certification period, in addition to...

Retroactive Payroll Costing Allocation Enhancement

January 27, 2021
Summary

Effective with the January 2021 monthly payroll, Workday has released an enhancement that will allocate retroactive payroll expenses to the retroactive period’s costing allocations. This enhancement will help maintain accurate Payroll and Effort Certification results and limit the need...

Updates - Workday Reports

January 27, 2021

The following Workday Reports have been updated:

Find Subawards - Yale The Proposal ID (IRES #) prompt has been added Sponsored Award Recent Setups – Yale The Proposal ID (IRES #) prompt has been added Accelerated/Decelerated Spending on Awards...

Skype for Business is being retired July 2021

January 20, 2021
Summary

Microsoft is retiring Skype for Business in July 2021. The University is moving to Microsoft Teams tools for chat and online calling.

All ITS managed machines are updated with Teams. If you are not using an ITS-managed computer, visit the ...

Finance Course new offerings: Introduction to the Chart of Accounts

January 20, 2021

Additional course offerings have been added for the instructor-led Finance Course called the “ Introduction to the Chart of Accounts (COA) ” to be held via Zoom. Please register via the...

Reminder - Requirement to Report Cash Transactions over $10,000

January 20, 2021

The University is required to report certain transactions to the Internal Revenue Service and the Financial Crimes Enforcement Network, where it receives more than $10,000 in cash from a single payer. This rule applies to a single $10,000 transaction as well as two or more related transactions...

New FD29 Industry Clinical Trials Interactive Report now available

January 20, 2021
Summary The new FD29 Industry Clinical Trials Interactive Report is now available! Please view the video demo of the FD29 Industry Clinical Trials Interactive Report . Virtual training is available for all...

New University Purchasing Card Process - Coming Soon!

January 20, 2021

An article about a new Yale Purchasing Card (PCard) process was inadvertently sent out in the January 20, 2020 issue of Business Update. Please disregard. The new process for PCard distribution will be shared shortly.

Online Service Provider Contact List Updated

January 13, 2021

The University Service Provider (USP) Journal Source Contact List has been updated in the online Accounting Manual. The obsolete list has been replaced with a current list of service provider journal sources and their primary contacts. This list may be used by customers if they have questions...

Yale ePAY website and store setup survey launch

January 13, 2021
Summary

Yale ePAY (eCommerce Payment Acceptance at Yale) is working with University departments to standardize credit card payment acceptance, processing, and reporting across the University to meet Payment Card Industry Data Security Standards (PCI DSS).

A ...

Decommissioning COA Oracle to Workday Conversion Tools

January 13, 2021

Please be advised that during the month of January, the following Oracle-Workday conversion tools are being decommissioned. These conversion tools were originally designed for use in identifying segment conversion related to historical financial information only and were intended as a starting...

Java JRE software being removed from ITS Windows managed computers

January 13, 2021
Summary Starting January 26 through to February 22, Java JRE software will be silently removed from ITS Windows managed computers that do not require Java JRE for work or application functionality. There is no impact or disruption anticipated. Approximately 18,000 computers are in-scope for this...

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