Business Update

Reminder of requirement to report cash transactions over $10,000

July 28, 2021

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...

Cybersecurity Awareness Program: Ready, set, grow!

July 21, 2021

Ready to learn simple cybersecurity awareness tips to keep you safe online?

The Yale Information Security Office is pleased to launch our Cybersecurity Awareness Program! The program introduces simple, repeatable actions for our community to take. Your small actions can make a big impact...

FY21 year-end: Upcoming journal entry deadlines

July 21, 2021

Please take note of the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 23 – 3:00 p.m. – Journal entry cutoff for Self-Support Schools including YSM Central, Division of Faculty Salaries, and the Provost Administration. August 4...

New Finance course offerings: Introduction to the Chart of Accounts

July 21, 2021

Additional course offerings have been added for the virtual, instructor-led Finance Course called the “Introduction to the Chart of Accounts (COA).” Please register for one of the Zoom sessions via the Training Management System (TMS) in the Finance > Chart of Accounts section.

The...

Yale Facilities implements building safety measures for the August return to work

July 21, 2021

In preparation for the university’s transition to full pre-COVID-19 occupancy at all Yale buildings, beginning August 1, 2021, the Office of Facilities has implemented measures to help ensure a safe onsite return.

In coordination with the recent shift to campus health and safety...

Update: 2020 YSS Retirement – Data Entry “Bridge” Services End August 1, 2021

July 21, 2021

As announced on August 7 and August 12, 2020 , the Yale Shared Services (YSS) organization was retired in August...

New subaward validations implemented for supplier invoices and supplier invoice requests

July 21, 2021

To improve the university’s compliance with Subaward invoice requirements, three new critical validations have been implemented in Workday, effective today, for supplier invoices and supplier invoice requests.

These newly implemented critical validations do the following:...

FY21 year-end: Upcoming journal entry deadlines

July 14, 2021

Please take note of the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 16 – 3:00 p.m. – Journal entry cutoff for Non-Self-Support units and YSM departments. July 16 – 3:00 p.m. – All Accounting Adjustments relating to FY21 must...

Purchasing / Requisitioning Best Practices and Refresher training

July 14, 2021

As previously communicated, Procurement is offering users an opportunity to meet virtually with members of our team to discuss best practices for submitting requisitions as efficiently as possible. The Zoom session will cover requisition submission in Workday, the creation of Requisition Worktag...

Supporting organizations of Yale University - Annual tax notification reminder

July 14, 2021

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...

AP System Close for June FY21 delayed to July 13

July 14, 2021

As discussed in the year-end closing packet and calendar , FY2021 invoices (with a date on or before Wednesday, June...

FY21 year-end - Upcoming journal entry deadlines

July 7, 2021

Please take note of the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 9 – 3:00 p.m. – Journal entry cutoff for university service providers (USP, formerly referred to as ISPs), source system owners and charges to departments...

Payroll obligation (commitment) adjustments – Processing times and impact on reports

July 7, 2021

Payroll obligation (commitment) adjustments are created when there is a change to a worker’s costing allocation. While the Finance Data Mart is updated nightly, changes made through the Assign Costing Allocation business process after 11:00 a.m. will not appear on reports (i.e., AHR by Person,...

Procurement obligations roll forward - July 13, 2021

July 7, 2021

Beginning at 5:00 p.m. on Tuesday, July 13, 2021, Procurement will begin a “roll-forward” process. This process will automatically update the budget date to July 1, 2021 on all purchase orders and supplier contracts with open obligations created prior to July 1, 2021.

Obligations based...

Action required: Ensure appropriate charging of costs

June 30, 2021

FY22 will be the “base year” for negotiating Yale University’s Facilities and Administrative (F&A) indirect cost recovery rate with the U.S. government, and we need your assistance in this important financial and regulatory activity.

First and foremost, please continue to ensure that...

FY21 year-end - upcoming journal entry deadlines

June 30, 2021

Please take note of the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 9 – 3:00 p.m. – Journal entry cutoff for university service providers (USP, formerly referred to as ISPs), source system owners and charges to departments...

New option to notify others for IT services requested on their behalf

June 23, 2021

Do you request IT items for other people? Do you want them to receive timely updates rather than yourself? You are in luck!

Released on June 17, ServiceNow has enabled an option to select who will receive updates on request tickets when ordering IT services for someone else. To use this...

Country of Activity required for foreign supplier requisitions – Effective June 23

June 23, 2021

Effective Wednesday, June 23 , when creating a Workday requisition using a foreign supplier and a service spend category, designating the Country of Activity will be required. Capturing the Country of Activity on the requisition will reduce errors and...

Purchase Order Closures and Change Orders Suspended July 1 – 13, 2021

June 9, 2021
Summary Action required: In progress FY21 requisitions and change orders must be fully approved by 5:00 p.m. on Wednesday, June 23, 2021 . Requisitions and change orders that do not have complete backup documentation attached will be sent back and will not be posted in FY21...

Update: Supplier Net 45 Payment Terms

June 9, 2021
Summary

As previously announced , in March 2021 the Procurement team completed the conversion of its highest volume eligible suppliers to Net 45...

Update: Labor Plan and FTE Analysis Interactive Report now available for download

June 9, 2021
Summary

The Labor Plan and FTE Analysis Interactive Report, released in March 2021, is now available to download and view in the Power BI Desktop application. Power BI Desktop training is required to download reports from the Power BI portal.

Details

The Labor Plan and FTE Analysis...

Update to FY22 Rate Calculation Worksheet for University Service Providers

June 9, 2021

As communicated via email to University Service Providers (USPs) earlier this week, an update was recently made to the FY22 Rate Calculation Worksheet.

The FY22 Rate Calculation Worksheet posted to assist with the annual USP registration process contained incorrect fringe rates for FY20...

Effort Certification reminder: New aggregate report & certification statement visibility

June 2, 2021
Summary

Effective June 2, 2021, the Workday Effort Certification will include the following enhancements:

For Faculty that self-certify, the Effort Certification Statement will be fully visible. For all Effort Certification roles: Dollar amounts will now be removed from the Summary and...

Workday Time and Absence is live

June 2, 2021
Summary

As previously announced , Workday Time and Absence is now available for tracking time worked, requesting time off, and tracking time off balances. MyTime (Kronos) is no longer available. Additionally, the time...

University transition from Skype for Business to Microsoft Teams tools completed successfully

May 26, 2021

Microsoft is retiring Skype for Business in July. Related to this effort, on May 21, ITS decommissioned all of Yale’s Skype for Business accounts to prepare for this change, and the University moved to Microsoft Teams tools to support chat and online calling. ITS migrated over 1600 Skype...

Workday expense report – New Delegate printing capabilities

May 26, 2021

To improve delegates’ ability to print expense reports that they have prepared on behalf of others, Workday will push out changes the weekend of May 28.

Beginning on Monday May 31, delegates will take the following steps to print an expense report that they created on behalf of another...

Reminder: Workday Time and Absence Go-live May 30, 2021

May 26, 2021
Summary

As previously announced , on May 30, 2021, Workday Time and Absence will replace MyTime (Kronos) for tracking time worked, requesting time off, and tracking time off balances. Additionally:

Time clocks used...

Additional reports to show real-time net balance calculation starting May 28

May 26, 2021

Beginning Friday, May 28, 2021, additional reports will show real-time net balance (also known as “fund balance”) amounts. The University will use Workday functionality to calculate and show fund balance at the detailed COA level and retire the allocation formula used to book net balance since...

Workday Financials tenant maintenance - Thursday, May 27

May 26, 2021

In support of Workday Financials tenant maintenance, there will be timing changes to Accounting Journal submissions and approvals, as well as to financial transaction approvals on Thursday, May 27 .

Accounting Journal Time Changes

The following Accounting Journal timing...

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