Business Update

Accounts Payable supplier compliance updates

May 15, 2024

Due to the high volume of activity in Accounts Payable due to commencement and year-end activity, it is customary for us to see a notable increase in our transaction volumes and re-work. The rise in volume can affect our ability to meet our standard five-day business turnaround time during this...

OneFinance: IRS Pension Cap Centralization Effective FY25

May 15, 2024
Summary Effective FY25 (July 1, 2024) The IRS Pension Cap calculation will be centralized with the Central Controller’s Office starting FY25. Department Business Offices (DBOs) will no longer need to apply the Pension Cap Costing Treatment Worktag to costing allocations in Workday. Workday will...

Enhancement and consolidation of management Budget to Actuals Reports

May 15, 2024

Effective Wednesday, May 15, 2024, ‘Budget to Actuals for Management Office Reporting – Yale’ and ‘Budget to Actuals for Management Office Reporting by Gift/YD/Fund – Yale will be combined into one report. The surviving report will be the ‘Budget to Actuals for Management Office Reporting – Yale...

Additional award sponsor hierarchy fields available

May 15, 2024

Effective May 17, additional award sponsor fields are being added to the Finance Data Mart which have been created to assist the community in navigating the sponsor hierarchy. Various levels were added to provide reporting flexibility depending on the business need. They are:


Operations Portfolio Management Office Status Reports – April 2024

May 8, 2024

The Operations Portfolio Management Office (OPMO) status reports are now available for April 2024 . These reports provide Operations and Academic business unit leaders with access to information about current and upcoming programs.


Fiscal 2024 Year-End closing instructions

May 8, 2024

Links to the instructions and calendar for the year-end close for the fiscal year ending June 30, 2024 (FY24) are available in the online accounting manual . They have been provided below for your...

Yale phishing attacks continue - review important tips

May 1, 2024

We continue to see an increase in phishing attacks targeting Yale email accounts that appear to be from a email address. We are writing to share a recent example and provide you with tips on how to recognize and report these phishing attacks.

A current example is American...

Minors and visiting undergraduates participating in research or clinical activities

April 24, 2024
If you plan to have a minor or visiting undergraduate participate in research or clinical activities, please complete the appropriate application through...

Attention Planning Unit Lead Administrators – Preparation for Year-End GA Sweep Process

April 24, 2024

As you may recall from years past, we instituted a process in 2019 whereby the Budget Office collects the Chart of Accounts (COA) to be used as the offset for each unit’s GA Sweep . The COA combination used for...

Controlled Substance Annual Inventory April 30 - May 5

April 24, 2024
To All PIs with Controlled Substance Licenses, The Drug Enforcement Administration (DEA) requires labs authorized to use controlled substances to complete an annual inventory of those substances. This year’s annual inventory will run from Tuesday, April 30, at 5 p.m.through Sunday,...

Planning for year-end close – key dates

April 17, 2024

The Controller’s Office will release the year-end closing instructions and calendar during the first full week of May (on or about May 8, 2024). The instructions and calendar will be posted in the...

Plan for these upcoming cybersecurity awareness events

April 11, 2024

Ready for a cyber tune-up? Our Bee Cyber Fit spring campaign is underway!

‘Find the Phish’ workshops

April 19 and April 23

Did you know social engineering remains a top concern at the university? Or that artificial intelligence has increased the complexity and frequency of...

Operations Portfolio Management Office Status Reports – March 2024 Available

April 10, 2024

The Operations Portfolio Management Office (OPMO) status reports are now available for March 2024. These reports provide Operations and Academic business unit leaders with access to information about current and upcoming programs.


Good news! PCard limits are increasing.

April 10, 2024
Summary The Yale University Purchase Card Program has addressed PCard holder feedback by increasing Travel and Supplies PCard limits. Limit increases were made to current PCards automatically. No action was needed by Lead Administrators, Operations Managers, or Cardholders. PCard holders were...

Faculty Annual Compensation Review process begins April 15

April 10, 2024

The Faculty Annual Compensation Review business process in Workday will be available beginning on Monday, April 15. The process is used to submit FY24/25 Faculty Compensation recommendations.

Authorized business office staff from the FAS Dean’s Office, the professional schools, and the...

COA Closures & Hierarchy changes - FY24 year-end timetable

April 10, 2024

Please note that prior to the FY24 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 FY24 month-end (calendar June). Please submit all closure / reorganization requests to COA or...

Procurement to perform two PO mass closures - week of April 22

April 10, 2024
Procurement to perform two PO mass closures - week of April 22

Mass closure of fully paid purchase orders April 24

Procurement plans to perform a mass closure of fully paid purchase orders (POs) on April 24. This closure will apply to fully paid POs with no activity in...

Reminder: World Travel replaces Egencia effective May 1

April 10, 2024
Summary Beginning May 1, World Travel will replace Egencia for all Yale business travel booking needs. World Travel, which is powered by the Concur booking platform, is available for...

OneFinance: Hire business process update

April 10, 2024
Summary The Hire business process in Workday has been updated, effective April 10. Details

The Hire business process in Workday has been updated to add a task to assign costing allocations for “temporary/casual (fixed term)” individuals. The task will be routed to the Cost Center Payroll Costing...

Update to AHR and FAB report subscription transfer process

April 10, 2024

To streamline the AHR and FAB subscription ownership transfer process, effective April 10, requestors will be able to run their own subscription report on the PowerBI server and submit subscription transfer requests directly to the Reporting and Analytics Services IT team.


Coming Soon: Enhanced Payroll Dashboard Interactive Report

April 3, 2024

Beginning on Thursday, April 4, an updated version of the Payroll Dashboard interactive report will be available on the Power BI Report Server to support the review of payroll expenses. This updated report has been rebranded to Payroll Dashboard (formerly Payroll Comparison) and contains new...

New Suspense Report Enhancements Are Now Live

April 3, 2024
Summary A new Workday report, Suspense Balances Review – Yale, is now live in Workday. We expect the current suspense reports will be retired following the close of the FY24 Year-End reporting. View the user guide detailing the functionality of the new report on the...

Workday Learning training notices to resume starting April 1

April 3, 2024

As of April 1, Workday Learners will receive email notifications for assigned learning in Workday Learning and reminders before the assignment due date 60, 30, and 14 days in advance. Learning assignments are based on your role or your most recent compliance assessment...

Policy & Procedure updates – Mar. 27, 2024

March 27, 2024

The following policy documents, which previously completed their full review and approval process, are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...

Additional enhancements to the Unexpensed Credit Card Transactions – Yale report

March 27, 2024
What’s New

We’ve heard your feedback! We are pleased to announce that recent changes have been made to the notices and reporting as part of the PCard Auto Suspension...

Finance Data Model updates

March 27, 2024

Effective Wednesday, March 27 several new items have been added to the Finance Data Model.

New fields pulling from YBT tables to help facilitate budget office reporting: Charging Cost Center Management Rollup Charging Cost Center Management Rollup Alternate Charging Cost Center Functional...

Enhancement to the Account Balances Detail – Yale report

March 27, 2024

Effective Friday, March 22, 2024, the ‘Account Balances Detail – Yale’ report was enhanced to include the Budget Date as a field in the details view. Also, to facilitate user review and pivot functionality, ‘Fiscal Period by Budget Date’ has been added as a ‘View by’ option. The enhancements...

Complete Moveable Equipment Inventory before April 15

March 27, 2024

In accordance with Federal regulations and University policy, a physical inventory of Yale’s Moveable Equipment must be completed at least every two years to ensure that the University has properly maintained and accurately accounted for equipment within each unit. The start date for the FY24...

Human Research Study Participant Remuneration – Custodian Training is Available

March 20, 2024
Summary A new course , Human Research Study Participant Remuneration – Custodian Training is available in Workday Learning for Principal Investigators and Custodians. Individuals with open study participant advances received this message on March 18 th and will be assigned the...

NEW Workday Dashboard – COA Project Closure Dashboard

March 20, 2024
Summary Effective March 19, 2024, a new Chart of Accounts (COA) Project Closure Dashboard is available in Workday to assist departments in completing COA segment closures. The...