Business Update

Change to Timecard Approval Deadlines

March 16, 2020

Weekly deadlines have been changed for the week ending March 14, 2020. Please note the following timecard approval deadlines.

My Time (Kronos) Sign off Deadline:

Tuesday, March 17, 2020, 5:00 p.m. Please check with business office/managers for...

A note from Accounts Payable regarding supplier check distribution

March 16, 2020

In light of President Salovey’s recent message, the health and safety of our staff remains our top priority. To that end, Yale Shared Services staff will be working remotely starting Monday, March 16. As a result, there will be no special handling or pickup for checks (e.g., payments to...

Workday Upgrade March 7, 2020 – Requisition Approver update

March 11, 2020

On Saturday, March 7, Workday was upgraded to a new version. The information that follows provides Cost Center Requisition Approvers with important information that will assist them in editing and approving requisitions.

Cost Center Requisition Approvers

When reviewing the Requisition...

Gift Assessments moving from daily to monthly

March 4, 2020

Beginning with the March fiscal period, allocations for spendable gifts will be posted at month end. Previously, this activity posted daily.

Contributions for gifts (ledger account #43000) in the Spendable Gifts – Assessed gift hierarchy will continue to have a 12% assessment (# 51000)...

Payroll Costing for Staff Phased Retirement

March 4, 2020

The payroll costing guidance regarding Staff Phased Retirement has been modified to provide more clarity about the update process. Please note that this guidance relates only to payroll costing for staff who were formally approved for the Staff Phased Retirement program.


Workday Upgrade March 7, 2020 – What to expect

March 4, 2020

On Saturday, March 7, Workday will be upgraded to a new version. Below you will find some helpful information to prepare you for the changes.

Finance Updates Create Requisition changes

The changes to the Create Requisition Process are listed below. Refer to the...

Getting through airport security - REAL ID Standards kick in October 1, 2020

February 26, 2020

Currently, airline passengers who show up without an ID may still be able to pass through airport security. It’s a time-consuming process, but a TSA agent may be able to confirm...

New Workday dashboard - Award Closeout Review

February 26, 2020

A new dashboard has been released in Workday named Award Closeout Review. This dashboard was created to give business offices a central place to review items that determine whether an award is ready to be closed, and identify areas where actions need to be taken.

There are five sub-...

New lead administrator joins MacMillian Center

February 26, 2020

Recently, John Beecher joined the Whitney & Betty MacMillan Center for International & Area Studies as their new lead administrator.

John’s extensive experience at Yale in a variety of roles prepared him for the many different units and wonderful range of activities at the...

Accounting manual – Information added on Capital Projects

February 19, 2020

A new document was recently added to the online Accounting Manual. This document includes information about the accounting model for capital projects. The Accounting Manual provides information and guidance for Yale staff on accounting and financial management activities. Individuals can filter...

Successful Start to Next Generation Network Pilot at 25SP

February 19, 2020

The program designed to increase Yale’s network security, resiliency, speed, and nimbleness— Next Generation Network (NGN)—reached a key milestone on February 7. This included the successful deployment of wired network services at 25 Science Park....

Yale Travel website resources

February 13, 2020

As a reminder, you can always visit the Yale Travel Management website for one-stop business travel needs. The site contains information regarding travel discounts available for both business and leisure travel.

A few highlights include...

Change - Cost Transfers Involving Sponsored Projects

February 12, 2020

A change in the definition of a cost transfer in Policy 1305 Cost Transfers Involving Sponsored Projects has been approved and is...

Two Workday reports modified

February 12, 2020

Based on community feedback two Workday reports were recently modified:

The Find Journals by Cost Center – Yale Find Journal Lines by Cost Center – Yale reports

These reports are now limited to only Accounting Journals and no longer include Operational Journals.

For clarification...

Two Workday Reports retired

February 12, 2020

The Workday reporting group has modified two reports: Find Journals by Cost Center – Yale and Find Journal Lines by Cost Center – Yale based on user feedback. As a result of that, two similar reports will be retired and removed from Workday:

Find Posted Journals by Cost...

Resolved - Workday Schedule a Report Task

February 12, 2020

Workday has resolved an issue when scheduling reports using the Schedule a Report task. Individuals can now search within the Cost Center/Cost Center Hierarchy prompt when scheduling a report.

This enhancement also resolves a bug that was causing issues within this task. When individuals...

Reminder: Harassment-free workplace requirement

February 5, 2020

REMINDER: All faculty and staff are now required to complete two hours of training on maintaining a harassment-free workplace. Training may take place online or through an instructor-led course. For addtional information, refer to the frequently asked questions on the...

Finance Data Mart is now Live!

January 29, 2020

The first phase of the new Finance Data Mart is now live via the Power BI Report Server . The Data Mart provides business office staff with easier access to financial data through interactive reporting.

The data available...

Account Holder Report by Person - Updated email subject lines

January 29, 2020

In early January, subscription “subject lines” for all current Account Holder by Person reports were updated in a one-time system sweep. The email subject lines now include the text that was entered in the subscription description field when the report was created. See below examples of old and...

New Operations Working Group formed

January 29, 2020

The new Operations Working Group (WG) was formed this month. The WG joins the Operations Council and Operations Strategy groups as part of the new operations governance structure. As part of this change the Business Operations Leadership Team (BOLT) and the Operating Group (OG) have been sunset...

Reminder - Requirement to report cash transactions over $10,000

January 29, 2020

The University is required to report certain transactions to the Internal Revenue Service (IRS) and the Financial Crimes Enforcement Network when it receives more than $10,000 in cash from a single payer. Such reporting is required on Form 8300 within fifteen (15) days following the transaction...

Microsoft Windows 7 support extended to 2021

January 22, 2020

Microsoft initially committed to supporting the Windows 7 operating system for 10 years, concluding its support on January 14, 2020. However, in recognition of an estimated 40% of the world’s computers in a corporate environment running on Windows 7, Microsoft has agreed to extend its support,...

Scheduled maintenance - phone system equipment - February 2

January 22, 2020

Yale ITS will perform scheduled phone equipment maintenance in The Anlyan Center (TAC) and George street buildings on Sunday, February 2, from 5:00 - 7:00 a.m.

The work is not expected to cause any interruptions.

Please share this message with individuals in your area who...

New Finance course: Introduction to the Chart of Accounts

January 22, 2020

A new instructor-led Finance Course called the “ Introduction to the Chart of Accounts (COA) ” is now available for registration via the Training Management System (TMS) in the Finance > Chart of Accounts...

Meeting remotely? Share your screen and more

January 15, 2020

Among other features, Yale’s Audio and Video Conferencing service, Zoom, lets you share your screen with meeting participants. This service is available 24/7 to anyone in the Yale community with an active NetID.

Visit the IT at Yale website to view...

MLK Holiday - Payroll deadline change

January 15, 2020
Due to the Martin Luther King holiday, weekly payroll deadlines will be changed for the week ending January 18, 2020. Please note the following timecard approval deadlines. My Time (Kronos) Sign off Deadline: Tuesday, January 21, 2020, 5:00 p.m. Please check with Business Office/...

Action Required – Review and Cleanup of Selected Programs

January 8, 2020

The Controller’s Office requests that department business offices review for and discontinue the use of certain programs. The programs in question include: (a) programs that are being closed from the Oracle conversion and (b) university administrative programs that are incorrectly used on...

Yale Advantages Program

January 8, 2020

Yale Advantages offers Yale University employees a wide variety of products and services, including Nationwide Pet Insurance, Metlife Legal Plan, and Auto/Home Insurance from Travelers and MetLife Auto & Home. All are available at group rates with the convenience of payroll deduction....

Workday report modification - Budget to Actuals for Management Office Reporting – Yale

January 8, 2020

A change was made effecting how individuals use the prompts for the report: Budget to Actuals for Management Office Reporting – Yale. This takes effect January 8, 2020.

Previously, the report defaulted to displaying the Current Period YTD activity for actuals regardless of the value...