Business Update

New spend category for non-capitalized furniture purchases

September 18, 2019

For improved monitoring of non-capitalized furniture purchases, a new spend category has been created called Supplies - Furniture (SC758). Effective immediately, this new spend category must be used instead of Supplies - Equipment (SC583).

All non-capitalizable furniture purchases must...

Yale’s Budget 101

September 18, 2019

In the Yale’s Budget 101 video , chief financial officer, Steve Murphy, explains where Yale’s revenue comes from and how we allocate funds to support the...

Important Sales Tax Updates

September 18, 2019

As the result of recent Connecticut tax legislation, certain sales tax changes are effective for sales made on or after October 1, 2019.

Meals and Beverages

The Connecticut sales tax rate on meals and beverages sold by an eating establishment, caterer, or...

Reminder – FY19 GA Sweep runs this month

September 18, 2019

This is a reminder that the fiscal 2019 year-end General Appropriations (GA) Sweep will run with the final June close in September. Per the fiscal 2019 year-end close calendar, the final June close is planned for Tuesday, September 24, 2019.

...

Information on Air travel expense accounting added to online Accounting Manual

September 18, 2019

A new document has been added to the online Accounting Manual. It outlines how to appropriately record air travel costs including guidelines on breaking out business class fares in accordance with the University travel policy. The Accounting Manual is a resource that provides information and...

Workday Update September 7 - What to expect

September 11, 2019

On Saturday, September 7, Yale updated Workday to a new version. Below please find some helpful information about the changes.

Action button color change

The primary action button that appears at the bottom of the screen during business processes (including:...

Leave of absence enhancements

September 11, 2019

Starting on Monday, September 16, The Standard, Yale’s leave-of-absence vendor, is updating their communications with simplified language and a customizable section within the message. These changes will help managers better understand the leave updates and the required action steps.

It’...

Action required - Airgas acquires Tech Air

September 11, 2019

Yale’s preferred vendor, Airgas, recently acquired Tech Air –another industrial specialty gas company. Airgas is working with Tech Air to create new accounts. Once the new accounts are established, Yale departments will need to create new standing purchase orders (POs) with Airgas...

Workday accounting adjustments - Coming soon

September 11, 2019

This fall, Yale will make available a new functionality that provides the ability to adjust the Chart of Accounts (COA), budget date and, in some cases, spend category for paid supplier invoices and expense reports. This Workday feature will provide clearer visibility to the source transaction...

Yale Advantages Program - September special

September 11, 2019
Employee Auto Buying Program powered by YouDecide.

Yale employees in the market for a new or used car can shop for deals by accessing the YouDecide Employee Auto Buying Program . This Yale Advantages program is administered by...

ID Center offers passport photos and notary services

September 5, 2019

Yale Public Safety Services now offers two new services: notary and passport photos.

Get travel-ready with two perfectly sized, professional-quality photos. Passport photo services are available only at Yale ID Center , 57 Lock Street, Monday...

When to close purchase order requistions

September 4, 2019

Recently, Yale Procurement has noticed an marked increase in purchase order (PO) closure requests. These “Close Purchase Requisitions” are submitted to close issued POs. Not all issued POs need to be closed. This action should only be taken when the PO is fully received and invoiced and there is...

Deborah Stanley‐McAulay promoted to Associate Vice President for Employee Engagement and Workplace Culture.

September 4, 2019

Janet Lindner shared this communication with members of the Yale community.

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Dear Colleagues,

I am delighted to announce that Deborah Stanley‐McAulay has been promoted to Associate Vice President for Employee Engagement and Workplace Culture.

In her...

Update - AHR-PI report and Hyperion Portal

September 4, 2019

After feedback from the community, several changes will occur over the next few months to improve financial data reporting experience. This is the first of several communications about the anticipated changes.

In October, the Account Holder Report by Person (AHR-PI) will transition to...

New Workshop – Workers’ Compensation Manager’s Training

August 28, 2019

The Office of Workers’ Compensation is offering a new training workshop for managers. This 90-minute training module will review:

Overview of Connecticut’s workers’ compensation Understanding workers’ compensation at Yale Filing a First Report of Injury Roles and responsibilities

...

Electronic Records Management – Digitize your old paper files, books, or documents

August 28, 2019

Storing paper files is archaic and inefficient, while filing cabinets take up precious space. Many Yale departments have begun to digitize their paper files—freeing up floor space for other uses and enjoying the efficiency of searchable online documents.

Yale Printing and Publishing...

New University Controller joining Yale in October

August 27, 2019

Steve Murphy, Vice President of Finance and CFO, recently shared the following information with the Yale Finance and Business Office staff.

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After conducting a national search, I am very pleased to announce that Shannon Smith will join Yale...

Change in holiday payroll schedule - Labor Day 2019

August 21, 2019

Due to the Labor Day holiday, weekly deadlines for payroll will be changed for the week ending August 31, 2019.

Please note the following timecard approval deadlines:

My Time (Kronos) sign off deadline

Tuesday, September 3, 2019 at 5:00 p.m. Please check...

Update: Defects detected with Expense Report Delegations - Fix complete

August 21, 2019

As a result of the recent Expense User Interface change in Workday, two bugs were reported. Workday has now resolved both issues. NOW RESOLVED: Resubmitting expense reports as a delegate Delegates are currently unable to resubmit an expense report that was...

New Haven Day of Caring - Registration now open

August 21, 2019

Yale University is again a key partner for New Haven Day of Caring. This year it’s happening on Saturday, September 21, 2019. Yale will join the United Way of Greater New Haven, Yale New Haven Health, and its neighbors across the region for an inspiring morning of giving back.

...

New process to reserve Room 125

August 14, 2019

A...

Policy & Procedure Updates as of August 14, 2019

August 14, 2019

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

International Day Pass Plan added to mobile devices using AT&T

August 14, 2019

Effective immediately, all Yale-owned mobile devices with AT&T as the carrier will automatically have the International Day Pass plan added. This means individuals will no longer have to submit a ServiceNow request to the Mobile Device group when traveling internationally.

...

New request form for ordering tablets, MiFi, and smart watches

August 14, 2019

Yale departments needing to order Tablets, smart watches or MiFi (broadband), can now use a new online request form. Effective August 15, 2019, this new form can be accessed through the IT...

New contract and pricing for records management services from Iron Mountain

August 14, 2019

Yale Procurement recently renewed its contract with the records management supplier Iron Mountain. This University preferred supplier provides secure document storage services, including services for paper records that contain protected health information and\or other high risk data. (...

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

August 7, 2019

The University is required to report certain transactions to the Internal Revenue Service (IRS) and the Financial Crimes Enforcement Network when it receives more than $10,000 in cash from a single payer. Such reporting is required on Form 8300 within fifteen (15) days following the transaction...

Reminder - Annual tax notification for supporting organizations of Yale University

August 7, 2019

In accordance with U.S. Treasury Regulations, certain charitable organizations established to support Yale and operated in connection with the university (referred to as “Type III supporting organizations”) are required to provide the following information to the university annually:

A...

Acceptance of credit/cebit card payments

August 7, 2019

Yale is currently undertaking an initiative to evaluate acceptance of credit/debit card payments across the entire University. The objective of this project is to streamline processing, enhance security, and facilitate annual PCI compliance with a goal of increasing standardization.

Yale...

Errors reported on the Find Supplier Invoice - Yale Report

August 7, 2019

The Finance Support Center (FSC) has received several calls about individuals receiving inconsistent results when running the “Find Supplier Invoices – Yale report.”

A case has been opened with Workday, and they are actively investigating this issue. Individuals are still able to search...

Change in hierarchy rollup for selected COA programs

August 5, 2019

In preparation for the FY19 external reporting cycle, the Controller’s Office and Budget Office evaluated Chart of Accounts (COA) programs that roll up to University Administration (the ...

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