Business Update

Business Operations Organizational Announcement from Steve Murphy

July 17, 2019

On Monday, June 24, Jack Callahan, senior vice president for Operations and chief operating officer, made an announcemen t about a realignment of the Business Operations organization.


Digital Conference sparks conversation on Next Generation Network

July 17, 2019

During the recent Yale Digital Conference, Lou Tiseo, senior director, Foundational Technology Services, presented an overview and progress report on the Next Generation Network (NGN) program. After the talk, Lou had the opportunity to field important questions on the multi-year project with...

Fiscal 2019 year-end GA sweep

July 17, 2019

The “GA Sweep” is a Workday process that is performed for balances in fund/funding component combinations defined as General Appropriations (GA). This process occurs individually for each Planning Unit and sweeps the balances (both positive balances and negative/deficit balances) from various...

Take action: PCard fraud alerts

July 10, 2019

Yale strongly encourages PCard holders to enroll in J.P Morgan’s fraud alert program. Signing up for the program is a simple way to strengthen protections against cyber thieves and fraud. Cardholder alerts notify individuals of suspicious activity on their account and allow them to quickly reply...

Update Workday Cost Center contact information

July 10, 2019

All unit leaders are reminded to review and update as needed the report:

Lead Administrator and Operations Manager by Cost Center – Yale”

This report lists the Lead Administrator, Operations Manager and Senior...

Workday expense changes coming July 24, 2019

July 10, 2019

On Wednesday, July 24, Yale will introduce changes to the Workday Expenses module. These changes were originally scheduled for the WD31 release in September 2018 but were deferred to a later date.

To learn more about the following changes, please register for an optional...

Procurement Obligations roll forward - July 15, 2019

July 10, 2019

Beginning at 5:00 p.m. on Monday, July 15, 2019, Procurement will begin a “roll-forward” process. This process will automatically update the budget date to July 1, 2019 on all open purchase orders and supplier contracts created prior to July 1, 2019.

Obligations based on the remaining...

Policy & Procedure Updates as of July 3, 2019

July 3, 2019

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts Site . Prior versions of these documents, for compliance reasons, were recently...

FY19 Year End - Upcoming journal entry deadlines

July 3, 2019

For FY19 year-end close, please note the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 12 – 3:00 p.m. – Journal entry cutoff for ISPs, source system owners, and charges to departments other than your own (including outside your...

Requesting Access to Legacy Data Warehouse

June 26, 2019

Effective July 1, 2019, the form for requesting access to the legacy Data Warehouse has been updated as part of the decommissioning of Oracle EBS.

The form will now require the user to select the appropriate Hierarchy Level based on the Oracle COA. The form will now require you to select...

Business Operations Organizational Announcement

June 26, 2019

During the 2019 academic year, many of you have provided terrific insights and suggestions on how to improve the effectiveness of the administrative functions supporting the University. I appreciate your candid perspectives and your commitment to improving the quality of the service for faculty...

Enhancements Made to Two Reports that Provide Information on Expense Reports

June 26, 2019

Enhancements have been added to these two reports:

EMS View Unapproved Expense Reports – Yale Find Expense Reports by Cost Center – Yale

Previously, the “Created By” field in the report “EMS View Unapproved Expense Reports – Yale” was blank for expense reports with a draft status....

Purchase Order Closures Suspended July 1 – 15, 2019

June 26, 2019

To prevent potential accounting issues, Procurement will not close FY 2019 purchase orders between July 1 and July 15, 2019.

After 5:00 p.m. on July 15, Procurement will roll forward any purchase order (PO) with an open balance created prior to July 1 to the new fiscal...

Reminder – Oracle EBS Decommissioning on June 30, 2019 review new processes

June 26, 2019

This is a reminder that the Oracle e-Business Suite (EBS) application–Yale’s financial and human resource system prior to Workday–is being decommissioned on June 30, 2019.

The data in Oracle EBS will be kept available as an archive for historical reference, reporting, regulatory...

Ice Cream Social a Big Success

June 19, 2019

Over 370 people turned out for the first ever Ice Cream Social at 25 Science Park. ITS and Yale Finance teamed up to have a joint event as part of the inaugural Staff Spirit Week.

During Yale’s first annual Staff Spirit Week, June 3-7, teams from departments across campus participated in...

Scheduled maintenance and outage - PaperCut - Sunday, June 23

June 19, 2019

Summary All PaperCut printers/copiers will be unavailable from 7:00 - 9:00 a.m. on Sunday, June 23, 2019.

Details All PaperCut printers/copiers will be unavailable due to scheduled maintenance from 7:00 - 9:00 a.m. on Sunday, June 23, 2019.


Finalize and submit draft expense reports by July 12, 2019

June 19, 2019

Please finalize and submit any draft expense reports by July 12, 2019. Reports that remain in draft will be cancelled. Once expense reports are cancelled the credit card transactions will return to an active status, which can be viewed under “Unexpensed Credit Card Transactions - Yale” report...

Continuous Learning Begins with You

June 19, 2019

The Learning Center offers an array of instructor-led courses for managers and all levels of professionals to build knowledge and skills strengthen on-the-job proficiency or build new skills through instructor-led programs, online training, career or professional development coaching, and more...

Payroll Obligations for FY20

June 19, 2019

Payroll costing allocations for active, filled positions must be in place for the entire base year when obligations are initially created in July. Costing allocations must coincide with the first day of payroll in the new base year, which may differ from the position start date.

For example...

One Annual Endowment Spending Distribution Reinstated

June 19, 2019

After hearing from the Yale Business Operations Community their desire to revert to one annual spending distribution, the Controller’s Office is pleased to announce the reinstatement of one annual endowment spending distribution beginning FY2020.

The following are answers to questions...

New Project Created to Record Cash Sales for Sponsored Agreements

June 19, 2019

In order to complete a deposit, the cash sales process requires using a Revenue Category rather than a Spend Category. While the cash is deposited to the grant, the revenue and F&A generated on the original expense transaction is not reversed. As a result, new validations have been put in...

Oracle EBS decomission - Procurement inquiry access

June 19, 2019

The Oracle e-Business Suite (EBS) application–Yale’s financial and human resource system prior to Workday–is being decommissioned on June 30, 2019. As part of this change, you will no longer be able to access Procurement Inquiry to drill down to a specific image. As of July 1, should you need to...

International payments training offered

June 12, 2019

Registration is now open for international payments training sessions. This training is for departmental administrators responsible for setting up payments to non-US individuals and entities, whether those payments are for services, scholarships, fellowships, royalties, or reimbursements. The...

Enhancements made to Detailed Transactions – Yale report

June 12, 2019

The Detailed Transactions – Yale report has been updated to include two enhancements as requested by the user community:

Last Updated Moment has been added as a prompt on the report run screen. This is the date a transaction is posted which may differ from accounting date and budget date...

Updated Fiscal 2019 year-end closing instructions

June 12, 2019

Please note that an update has been made to the recommended prompts for the Assets and Liabilities – Yale report referenced in the closing packet.

F&A Credit – New accounting in May 2019

June 12, 2019

In Oracle, the Facilities & Administration (“F&A”) overhead credits went to one distinct COA combination; for most units that see and manage these credits, this was a GA account. In Workday, the system books this credit in a similar way, but it adds each Grant. As a result, a unit with 3...

New - Q0 Plan available in YBT June 3, 2019

June 5, 2019

New for FY20 is the Q0 Plan which is now available in the Yale Budget Tool (YBT). After the Corporation Budget is submitted and approved, it can’t be altered. In some cases, departments have unexpected changes or need variances. The Q0 gives units some flexibility to make material changes to...

Payroll Accrual for the Week Ending June 1, 2019

June 5, 2019

The payroll forward accrual did not run for the weekly payroll ending June 1, 2019. To record the payroll accrual, a journal entry was posted. The journal entry, number bsouse_20190531_nsp_0001_0001, was completed at the summarized COA level and based on the full week ending May 25, 2019. The...

Getting to know Yale Leaders—Stephen Murphy

June 5, 2019

Born in New Haven, Stephen Murphy, vice president for Finance, and chief financial officer, lived and worked around the world before returning to work at Yale in 2001.

Steve grew up on the campus of Wesleyan University where his father held a faculty position teaching political science....