Business Update

Recess schedule - Power BI Report Server and Data Warehouse

December 11, 2019

The Power BI Report Server and legacy Data Warehouse (BRIO) will be available in unattended status during the winter recess from Saturday, December 21, through Wednesday, January 1. Unattended status means that while the systems will be available, if there are errors during the overnight load...

Delay in supplier invoice check requests

December 4, 2019

Due to an increase in volume, Accounts Payable (AP) is delayed by two days in issuing checks for Supplier Invoice Requests. AP expects to be back to its normal processing turnaround time of five business days, by Friday, December 6, 2019. Individuals can continue to check the status of any...

Yale Mail Service during holiday recess

December 4, 2019

Please distribute this information to anyone in your area of responsibility who manages departmental mail.

Yale Mail Service will close at 5:00 p.m. on Monday, December 23, 2019, and reopen on Thursday, January 2, 2020. To ensure departments that wish to continue having their mail picked up...

Reminder - Annual tax notification for Type III supporting organizations of Yale University

December 4, 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...

Accounting manual – Information added on advances and spend authorizations

December 4, 2019

A new document has been added to the online Accounting Manual. This document shares information about the accounting for advances (ledger account 11015), including specifics on the accounting for spend authorizations and personal charges on university PCards.

The Accounting Manual...

Award budget setup form rollout

December 4, 2019

After a successful three-month pilot, the Office of Sponsored Projects (OSP) is moving forward with a university-wide rollout of the Award Budget Setup (ABS) form. As a reminder, the ABS form contains information that is needed for award setup and combines it into one form vs. multiple forms (i....

Capital Projects – Correction being made for out-of-balance projects

December 4, 2019

Currently, many capital projects are showing as out of balance (funding does not match spending). On December 5, 2019 the Capital Assets Accounting team will be implementing a temporary fix in Workday’s Multiple Funding Sources process. This temporary fix will put projects back in balance while...

2019 holiday recess schedules & adjusted deadlines

December 4, 2019

Several Yale offices will close at 5:00 p.m. on Monday, December 23, 2019, and reopen Thursday, January 2, 2020. The following is a brief summary of systems availability, adjusted deadlines, and support services related to this period. Please read on for information about specific areas....

Avoid interruption: Windows 7 computers require attention!

December 4, 2019

As previously announced through Business Update , Windows 7 will no longer be supported by Microsoft after January 14, 2020. Yale ITS is actively working to identify impacted computers within your departments. Many of these...

Accounting manual – Grant accounting guidance updated

December 4, 2019

The “Accounting for Grants” section of the online Accounting Manual was recently updated and published by the Controller’s Office. The document now includes accounting information for prepayments to subrecipients, revenue recognition and deferred revenue, program income, and accounting at...

Important Deadline Dates for Recruitment due to Holiday Recess

November 20, 2019

Please refer to the following schedule for creating and posting job requisitions, processing temporary employment requests, and extending offers to candidates before and after the 2019 holiday recess period. Please share this communication with others in your department who are responsible for...

New function for approvers of IT services (COA, PIN, phones, etc.)

November 13, 2019

Individuals who approve requests submitted for information technology services via the IT Service Portal may now send a message directly to the requestor through the portal interface. Responses will be sent to your email address and recorded within...

Java upgrade to Windows operating systems

November 13, 2019

The following information applies only to those computers running Windows operating systems.

Summary

Yale ITS began delivering an updated version of Java, automatically, in batches, to ITS supported computers on Wednesday, November 13. This process will continue until all ITS managed...

Now live - Two new Workday enhancements

November 13, 2019
Individuals with the Cost Center Financial Analyst role are now able to view Supplier Contracts associated with the Cost Center for which they have access. Supplier Contracts are most frequently used in Workday for subaward agreements. The Supplier Contract field within the Find Subawards – Yale...

Thanksgiving holiday support and special schedules

November 13, 2019

Yale University will observe Thanksgiving Day, Thursday, November 28, 2019, as a holiday and the Friday after, November 29, as a recess day. Please refer to relevant information for special schedules and deadlines related to the long holiday weekend.

Payroll

Time card approval and...

Leadership announcement - Yale Shared Services

November 13, 2019

Recently, Stephen Murphy, Vice President for Finance and Chief Financial Officer announced a leadership transition in Yale Shared Services.

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Dear Colleagues,

I am writing to provide you with an update about the leadership transition in Yale Shared Services (...

Change - Detailed Transactions - Yale report

November 13, 2019

In the Detailed Transactions – Yale report, the field name “Fringe Code” has been renamed to “Fringe Code as of Today.” This change was made so that data in that column can be properly identified. The fringe code is populated based on the date the report is run, not on the date of the...

Thanksgiving Holiday payroll deadline changes

November 6, 2019

Due to the Thanksgiving Holiday, weekly payroll deadlines will be changed for the week ending November 23, 2019. Please note the following timecard approval deadlines:

My Time (Kronos) Sign off Deadline:

Monday, November 25, 2019, 1:00 p.m. Please check with...

Payroll Adjustment Form updated

November 6, 2019

To provide clarity and consistency, the 3501 FR.07 Payroll Adjustment Form was updated on October 31, 2019. A summary of changes is highlighted below.

Highlight of Changes...

SciQuest user interface updated

November 6, 2019

SciQuest’s is in the midst of upgrading their user interface. Their goal is to streamline, simplify and modernize the shopping experience. The next release occurs on November 10, 2019.

Changes include: Shopping Cart Checkout screen Purchase Order view New Shopping Cart...

Blood Drive at 25 Science Park

October 31, 2019

The need for blood is constant and only volunteer donors can fulfill that need for patients in our community. Nationwide, someone needs a unit of blood every two to three seconds and most of us will need blood in our lifetime. Your donation will save up to three lives.

The Red Cross is...

Annual electronic filing requirement for small exempt (Student) organizations - Reminder

October 30, 2019
Reminder for Certain Student Organizations: Annual Electronic Filing Requirement for Small Exempt Organizations – Form 990-N

Most small tax-exempt organizations whose annual gross receipts are normally $50,000 or less are required to submit Form 990-N electronically, also known as the e-Postcard...

New Director of Finance and Administration joins Yale Divinity School

October 30, 2019

Recently, the Yale Divinity School Dean, Gregory E. Sterling, announced the hiring of their new Director of Finance and Administration.

———–

Dear Colleagues,

I am writing to let you know that our search for a new Director of Finance and...

Accounting manual – Capital asset information added

October 30, 2019

Two new documents have been added to the online Accounting Manual. The documents share information about the lifecycle of capital projects and provide instructions for determining funding and disbursements on capital projects. The Accounting Manual provides information and guidance for Yale...

Account Holder Report by Person is Live on Power BI

October 30, 2019

The newly re-platformed Account Holder Report by Person is now LIVE on the Power BI Report Server.

While the general appearance of the report, including the format as a PDF will remain the same, Yale has delivered several...

Yale Police Department Turkey Drive - Make a difference

October 30, 2019

Help a family in need this Thanksgiving by contributing to or volunteering for the annual Yale Police Department (YPD) Turkey Drive. The YPD is accepting monetary donations now through November 15 to purchase turkeys and non-perishable foods. We are also seeking volunteers to pack food bags and...

SciQuest no longer functions in IE versions 6 - 10

October 30, 2019

As of November 11, 2019, SciQuest will no longer function in Internet Explorer (IE) versions 6 to 10. Although IE versions 6 to 10 were not supported by SciQuest, organizations had been able to access and use SciQuest in these older browser versions. This will no longer be the case after...

Accounting Adjustments – Canceled at month end

October 30, 2019

Accounting adjustments with an “in progress” status prevent completion of the month-end close. Therefore, any accounting adjustments “in progress” as of 5:00 p.m. on the day of the month-end close will be canceled. Please note, accounting adjustments cannot be copied into the next period,...

Personal use of University vehicles reporting

October 30, 2019

There are yearly tax implications for Yale employees who utilize university vehicles for personal purposes. Yale University is required to report the value of the personal use of a university vehicle by an employee as additional taxable wages on the employee’s Form W-2, Wage and Tax Statement...

New in Workday – Payroll Forward Accrual now to include fringe expense

October 23, 2019

The Payroll Forward Accrual estimates payments through the end of a financial reporting period. This only occurs when the pay period spans multiple financial periods. The accrual books estimated expenses through the current month and reverses it on the first day of the subsequent month. Until...

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