Business Update

Cintas additional billing information

January 19, 2022

Starting Wednesday, January 26, the website location to find Cintas additional invoice details not contained in the monthly financial account holder report will move to the Procurement website under...

Change to process for requesting updates to account certification roles

January 19, 2022

Effective January 24, departments and central university units will be able to assign and modify the Account Certification Reviewer and the Account Certification Approver roles for the account certification over which they have responsibility, without assistance from General...

Requirement to report cash transactions over $10,000

January 19, 2022

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...

Secure File Transfer Facility service retires on February 28, 2022

January 13, 2022
Summary

Yale ITS will retire the Secure File Transfer Facility service (files.yale.edu) on Monday, February 28, 2022 .

Service users will need to begin using...

FY23 - ITS rate change

January 12, 2022
Summary

ITS has conducted a rate review that will impact the FY23 operating budget for schools and units. A new rate table has been created and is available upon request to review when planning your FY23 budget.

Details

FY23 ITS Rate Review ITS has...

Introduction to the Chart of Accounts course: Additional dates added

January 12, 2022

Additional virtual course offerings have been added for the instructor-led Finance course, Introduction to the Chart of Accounts (COA) . Please register via the Training Management System (TMS...

ePAY update

December 15, 2021
Summary

As previously announced , the ePAY Project (e-Commerce Payment Acceptance at Yale) is working with University departments to standardize credit...

Policy & Procedure updates - December 15, 2021

December 15, 2021

The following policy documents are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...

Possible action required: Upcoming significant changes to the NIH Other Support page

December 8, 2021
Summary The National Institutes of Health (NIH) has made significant changes to Other Support requirements for Just-In-Time (JIT) and Research Performance Progress Report (RPPR) submissions. The NIH Other Support page and the Third-Party Agreement Library, both developed to...

New Financial Review Checklist trainings added

December 1, 2021

Two new training sessions have been created to assist in completing the Financial Review Checklist (FRC). First, a training has been added to address the Review New Restricted Gifts Established step on the checklist. The training will provide detail on completing this step...

Secure File Transfer Facility Service retirement postponed

November 24, 2021
Summary

In response to service user requests, ITS is postponing the Secure File Transfer Facility service (files.yale.edu) retirement until February 2022 .

Service...

Workday: Search Supplier Records by Unique Entity Identifier (UEI)

November 17, 2021

The federal government will be shifting from using a DUNS number to identify unique entities to a Unique Entity Identifier (UEI) on April 4, 2022. To help identify the correct Supplier in Workday, Supplier Records are now searchable by both the DUNS number and the UEI. UEI is a...

Graduate Student Funding project 

November 17, 2021

In 2022, Yale will transition to a new Graduate Student Funding (GSF) process, replacing the Graduate Student Payment System (GSPS) with Banner, Workday, and a new data warehouse and data mart. Graduate students, faculty, and staff that support graduate funding will be impacted by this change...

Update: Invoice Aging Calculation – Yale

November 17, 2021

The Invoice Aging calculation has been revised to calculate from the Invoice Received date instead of the Workday Create Date. This revision to the aging calculation will more accurately reflect the true age of a transaction and aid in meeting guidelines for sponsored agreements that require...

Holiday recess schedules and adjusted deadlines 2021

November 17, 2021

Yale University will be closed for the holiday recess from Thursday, December 23 through Friday, December 31, 2021. The following is a brief summary of systems availability, adjusted deadlines, and support services related to this period.

Payroll Schedule and Important...

Upcoming changes to the NetID activation and reset process

November 11, 2021

On Thursday, November 18, the Yale Information Security Office (ISO) will release an updated version of the NetID Management Tool.

Members of the Yale community will notice several changes to the NetID activation and password reset processes:

Instead of asking for security questions...

Microsoft Teams to allow external user communication

November 11, 2021
Summary: On Tuesday, November 30, 2021 , Microsoft Teams will be modified by ITS to allow external user communication. You will be able to call, chat, and set up meetings with people external to the University who use Microsoft Teams or Skype for Business and are also using open...

University Service Providers: Cancellation Fee Guidance

November 10, 2021

As of October 20, 2021, the University Service Provider (USP) Operating Committee issued guidance on the charging of cancellation fees and the requirements pertaining to those charges.

The...

Updated report: Find Subawards – Yale

November 10, 2021

The Award Line From and To Dates have been added to the results of the Find Subawards – Yale report. This provides users with the period of performance associated with each subaward award line. The Supplier Contract Start and End dates are also provided on this report for informational purposes...

Research Enterprise Data Mart: NIH required updates to the Other Support Report

November 10, 2021
Summary Deployment and Training for the Other Support solution, in development to meet NIH regulatory guidelines effective on January 25, 2022, will go live on Wednesday, December 1, 2021. Third-Party Agreements Library, a SharePoint solution, will address the requirement to provide supporting...

Download the Teams mobile app

November 10, 2021
Summary

Download the Teams mobile app to communicate and collaborate on the go! This app offers all the functions of Teams with additional features to keep you readily connected and productive while on the move.

Details

The Teams mobile app offers all the functions of the desktop version...

Possible action required: Secure File Transfer Facility service to retire on December 22

November 10, 2021
Summary

The Secure File Transfer Facility service (files.yale.edu) is no longer supported by the vendor and will be retired at Yale as of Wednesday, December...

Policy & Procedure update as of November 10, 2021

November 10, 2021

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

Elect to receive your W-2 electronically

November 3, 2021

Take a moment to elect to receive your W-2 electronically if you did not already consent to do so last year. Beyond simplifying your personal tax filings, this method will ensure the following benefits:

Privacy & security : Fast and secure delivery, protecting your...

Possible follow-up action required for I-9 verification

November 3, 2021

Due to the pandemic, the United States Department of Homeland Security had permitted interim completion of I-9s remotely for individuals working remotely. However, the U.S. government now requires anyone who onboarded using remote verification to now complete the I-9 verification in person....

Update: Cost Transfers Involving Sponsored Projects – Workday Enhancements

November 3, 2021

Workday enhancements have been made based on the guidance issued in February 12, 2020 edition of Business Update . Policy 1305 Cost Transfers...

Updated report: Invoice Aging in Progress – Yale

October 27, 2021
A Sub Award Invoice checkbox has been added to the Invoice Aging in Progress – Yale report in Workday to help filter the invoice results related to subawards. If the checkbox is selected, the report will only return invoices using a Subaward Expense SC217 spend category or for a supplier that is a...

Non Labor Suspense Reports updated in Workday

October 27, 2021
Two reports, Non Labor Suspense Review – Yale and MFRC Non Labor Suspense Review – Yale, have been updated. Previously, the two reports did not exclude Payroll Forward Accruals and the associated Fringe Benefit Forward Accruals. With the update, payroll-related accrual journal sources are now...

Improved Supplier Request process in Workday

October 27, 2021

A new control point has been added to the Create Supplier process in Workday. Whenever a W9, W8BEN, or W88ENE is required, an error message will be displayed indicating that the necessary documents must be attached in order to submit the request.

An warning...

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