As the result of a larger than normal cancelation of business trips during the COVID-19 pandemic, many previously issued non-refundable airline tickets went unused. Typically, these tickets would have been posted to the individual traveler’s profile and retained their value for 12 months....
Business Update
Policy update - June 29, 2022
June 29, 2022
The following updated 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: Capital Asset Accounting and Yale School of Medicine MEI asset RFID retagging & FY22 Biennial Inventory
June 29, 2022
Summary
Having completed Phase 1 for all Cost Centers and retagged approximately 63% of Yale’s Moveable Equipment Inventory (MEI) assets, the Capital Asset...
Office of Facilities launches AssetWorks and a new service request form beginning on Friday, July 1
June 29, 2022
Summary
As previously announced , the Office of Facilities will launch AssetWorks to replace its current management system (FAMIS) on Friday, July 1, 2022.
All...Purchase order closures and change orders suspended July 1 – 13, 2022
June 15, 2022
Summary Action required: All requisitions and change orders must be fully approved by Thursday, June 30, 2022, for inclusion in the FY22 commitments and obligations. Departments should not submit or approve change orders between July 1 and July 13, 2022. Departments are encouraged to create new...
IRS mileage rate increase for the remainder of calendar year 2022
June 15, 2022
Effective Friday, July 1, 2022, the IRS standard mileage rates for the use of a car, van, pickup truck, or panel truck will be:
62.5 cents per mile for business purposes 22 cents per mile for medical or moving purposesThe updated mileage rates are applicable to expenses incurred on or...
ePAY system upgrade June 17, 2022 & project update
June 15, 2022
System Upgrade
The ePAY site platform, TouchNet, will be issuing a new software release on June 17, 2022. The software release is primarily administrative and will not impact site functionality. There will be no expected disruption of service. Site customers will see that the navigation...
Office of Facilities replacing FAMIS with AssetWorks – July 1, 2022
June 9, 2022
Summary
Yale’s Office of Facilities will replace its current management system (FAMIS) with AssetWorks for asset management, billing, procurement, work order, and maintenance processes for Yale’s more than 300 buildings on...
Updates to Procurement website on IYY - June 2022
June 8, 2022
The Procurement website on It’s Your Yale will undergo several changes starting on Friday, June 10, with all changes being fully visible by Monday, June 13. The site will be more contemporary, easier to navigate, and outdated content removed. View and bookmark helpful links that will be featured...
Policy & Procedure update - June 8, 2022
June 8, 2022
The following updated document is now published and effective. Please discuss the document with the appropriate people in your department and send any questions to...
Scheduled maintenance: PaperCut – Sunday, June 5
May 25, 2022
Yale ITS will perform planned maintenance on the PaperCut system on Sunday, June 5, from 7:00 - 9:00 a.m. Printing through PaperCut will not be available during this time.
Upgraded desktop software will be made available at a later date but are not required at this time.
No...
Zelle remittance messages restricted to alphanumeric characters and limited punctuation marks
May 18, 2022
To prevent failures when transmitting Zelle transactions to the bank, Accounts Payable recently modified the remittance message sent to students to exclude characters other than letters, numbers, and supported punctuation marks (e.g., commas, periods, hyphens, etc.).
Common punctuation...
Policy update - May 18, 2022
May 18, 2022
The following policy document has been updated and is now published and effective. In order to implement a key internal control measure, this document was published through an expedited review process. Community comments are, however, still welcomed and encouraged. Please discuss the document...
Requisition submission and approval deadlines FY22
May 18, 2022
Requisitions greater than or equal to $10,000 must be submitted before Friday, June 10, for review by Purchasing Services . Approvers in the Workday workflow process should fully approve all open requisitions by Thursday, June 30, at 3:00 p.m. for inclusion in...
COA Closures & Hierarchy changes - FY22 year-end timetable
May 11, 2022
Please note that prior to the FY22 year-end close period, the last opportunity for Chart of Accounts (COA) requests related to segment closures, cost center hierarchy changes or reorganizations is May FY22 month-end (calendar June). Please submit all closure / reorganization requests to COA or...
Possible action required: Requisitions in draft status to be canceled week of May 16, 2022
May 11, 2022
During the week of May 16, any requisition in draft status with no activity for the past 30 days will be canceled. This process will subsequently occur monthly by the third business day of the month.
Why is a Requisition in Draft Status? Requisitions may be in draft status...Find Suppliers – Yale now includes Supplier Classification
May 4, 2022
The Find Suppliers – Yale report now includes Supplier Classification data, identifying attributes such as Minority-Owned, Women-Owned, Veteran-Owned, and U.S. Small Businesses. A Supplier Classification prompt allows users to search for suppliers with specific classifications. For suppliers...
Fiscal 2022 year-end closing instructions
May 4, 2022
Links to the instructions and calendar for the year-end close for the fiscal year ending June 30, 2022 (FY22) are available in the online accounting manual . They have been provided below for your...
Updated Labor Plan and FTE Analysis Interactive Report
May 4, 2022
Summary
During last year end, the Labor Plan and FTE Analysis Interactive Report occasionally contained blank columns. This issue has been corrected and a new version of the report will be posted to the Power BI Report Server on...
ePAY project update
April 27, 2022
Summary
As previously announced , the ePAY project (e-Commerce Payment Acceptance at Yale) is working with University departments to standardize credit...
Upgrade to Power BI report server
April 27, 2022
On May 1, 2022, the Power BI Report Server (PBIRS) will be upgraded to a new version, including new icons and a condensed...
Updated report: Sponsored Award Recent Setups - Yale
April 27, 2022
The Workday report ‘Sponsored Award Recent Setups - Yale’ has been updated. The Award Contract Owner (ACO/SPFA Accountant) has been added to the prompts. Additionally, several date prompts have been added. Please see screenshot below – all new prompts are highlighted. The addition of these...
Yale’s Office of Facilities replacing FAMIS with AssetWorks
April 27, 2022
Summary
In June 2022, Yale’s Office of Facilities will replace its current management system (FAMIS) with AssetWorks for asset management, billing, procurement, work order, and maintenance processes for Yale’s more than 300...
Policy & Procedure updates - April 20, 2022
April 20, 2022
The following updated policy documents are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...
Policy update - April 20, 2022
April 20, 2022
The following policy document, which previously completed its full review and approval process, is now published and effective. Please discuss the document with the appropriate people in your department and send any questions to...
Finance course offerings: Introduction to the Chart of Accounts - dates added
April 13, 2022
Additional course offerings have been added for the instructor-led Finance Course,...
Primary Country and Activity now required for international students in PandA
April 13, 2022
To support tax reporting needs for international students, Prizes and Awards (PandA) transactions will now populate the Country of Activity worktag on the invoice line when imported to Workday. Effective Monday, April 18, PandA users must populate the following required fields (Columns Y – AA)...
Planning for year-end close: Key dates
April 13, 2022
As in past years, the Controller’s Office plans to release the year-end closing instructions and calendar during the first full week of May (on or about May 4, 2022). The instructions and calendar will be posted in the...
Policy & Procedure updates - April 6, 2022
April 6, 2022
The following updated document is now published and effective. Please discuss the document with the appropriate people in your department and send any questions to...
COA Closures & Hierarchy changes - FY22 year-end timetable
April 6, 2022
Please note that prior to the FY22 year-end close period, the last opportunity for Chart of Accounts (COA) requests related to segment closures, cost center hierarchy changes, or reorganizations is May FY22 month-end (calendar June). Please submit all closure or reorganization requests to COA or...