Business Update

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...

Workday changes search feature to support accessibility

October 23, 2019

Until recently, when individuals tabbed away from a prompt after entering a partial search, Workday returned focus to the prompt. In that instance, only search results showed instead of the next active item on the page. This month changes were made to support accessibility. When individuals tab...

New reporting tool – Monthly Financial Review Checklist dashboard

October 23, 2019

A new Workday dashboard is now available that assists business office staff completing the monthly financial review checklist. The dashboard provides a summarized view of select key reports included in the monthly financial review checklist. Individuals must still complete the full checklist of...

AHR-PI re-platform and Hyperion Portal training offered

October 16, 2019

In an effort to improve the financial data reporting experience for the business operations community, the Account Holder Report by Person (AHR-Person) will transition to the Power BI report server on October 30, 2019. While the general appearance of the report, including the format as a PDF...

Report enhancement: SOA Actuals by Fund Summary - Yale and FD29 Hierarchy Move

October 16, 2019

The “SOA Actuals by Fund Summary - Yale” Workday report has been updated for two items. The report will now separate the financial activity of FD29 Industry Clinical Trials from the other two Grants and Contracts funds 02 and 28. In addition, the report will display GA Sweep activity under the...

Finance and Business Operations Organizational Announcement

October 16, 2019

Steven Murphy, Vice President of Finance and Chief Financial Officer, recently announced an organizational change. —

Dear colleagues,

I am pleased to announce that Jennifer Franssen has been promoted to the new Deputy Director for Financial Planning and Analysis reporting...

Running Windows 7? Action is required

October 16, 2019
This information applies only to those individuals running the Microsoft Windows 7 operating system on their computer. Windows 7 will no longer be supported by Microsoft after January 14, 2020. Devices running Windows 7 will not meet the required University’s minimum-security standards after...

SpotHero parking - Now live at Bradley Airport and in Toronto, Canada

October 10, 2019

The SpotHero iPhone app provides access to thousands of garages, lots, and valets nationwide. Whether someone is commuting to work, heading to the airport, or exploring a city, SpotHero helps individuals locate a parking spot.

SpotHero is now live at Bradley International Aiport, Toronto...

Important sales tax updates

October 9, 2019

Please note, this message replaces and supersedes the communication issued on September 18, 2019 regarding the increased tax rate of 7.35% on meals and beverages. The Connecticut Department of Revenue Services issued revised guidance as to what constitutes a “meal” under the...

Cybersecurity begins with you

October 4, 2019

National Cybersecurity Awareness Month has officially begun yet protecting Yale’s data — and your own personal information — is a year-round job. Staying cybersecure is especially important as the lines between our work and personal lives become increasingly blurred. IT Cybersecurity has...

Two new telephone request forms

October 3, 2019

To streamline the process for ordering desk phones, ethernet connections, or other phone services, the ServiceNow and IT Desk Phone teams created two new request forms and updated several existing forms....

FY19 Year End and First Quarter Close

October 2, 2019

The general ledger for FY19 officially closed last week, and first quarter FY20 closes this week with the September month-end. When running FY20 financial reports, the July beginning balances reflect the final year-end close balances. Other information and reminders...

Reminder - New accounting adjustments starting October 7, 2019

October 2, 2019

On Monday, October 7, 2019, Yale will make available new Accounting Adjustment functionality in Workday. This new task will provide individuals the ability to make changes to budget dates, Chart of Accounts (COA), and in some cases spend category for paid supplier invoices, supplier invoice...

Policy and form update

October 2, 2019

The following policy and form have been updated have been updated to clarify the process for requesting and receiving approval prior to direct charging administrative salaries, information technology services (ITS) and telecom costs:...

Coming soon - Accounting adjustments

September 25, 2019

In October, Yale will make available new Accounting Adjustment functionality in Workday. This new task will provide individuals the ability to make changes to budget dates, Chart of Accounts (COA), and in some cases spend category for paid supplier invoices, supplier invoice adjustments and...

Changes to immunization documentation requirements

September 25, 2019

Yale Health wishes to bring to your attention some changes to the immunization documentation requirements that will be updated in the TMS system. These immunizations only impact employees working at the Schools of Medicine and Nursing, and Yale Health.

Currently, employees have an option...

Improved online Accounting Manual

September 25, 2019

General Accounting has completed the first phase of enhancements to the online Accounting Manual. The website has been updated to improve usability, and obsolete information has been removed.

The Accounting Manual is a resource that provides information and guidance for accounting and...

Under development - Finance Data Mart and financial reporting tool and survey – (Sept. 25, 2019 article)

September 25, 2019

Work is underway on a Finance Data Mart, which will provide business office staff with easier access to financial data. Together, ITS, Finance, Business Operations, and Human Resources are developing a Finance Data Mart to serve the needs of the Business Operations community.

Survey Request...

Coming soon - New and improved IT phone request forms

September 25, 2019

To streamline the process for ordering desk phones, ethernet connections, or other phone services, the IT Desk Phone team created two new request forms and updated several existing forms.

These forms will make it easier for users to request adjustments to voicemail and other customer...

Reminder – FY19 GA Sweep runs this month

September 18, 2019

This is a reminder that the fiscal 2019 year-end General Appropriations (GA) Sweep will run with the final June close in September. Per the fiscal 2019 year-end close calendar, the final June close is planned for Tuesday, September 24, 2019.


Information on Air travel expense accounting added to online Accounting Manual

September 18, 2019

A new document has been added to the online Accounting Manual. It outlines how to appropriately record air travel costs including guidelines on breaking out business class fares in accordance with the University travel policy. The Accounting Manual is a resource that provides information and...

New spend category for non-capitalized furniture purchases

September 18, 2019

For improved monitoring of non-capitalized furniture purchases, a new spend category has been created called Supplies - Furniture (SC758). Effective immediately, this new spend category must be used instead of Supplies - Equipment (SC583).

All non-capitalizable furniture purchases must...

Yale’s Budget 101

September 18, 2019

In the Yale’s Budget 101 video , chief financial officer, Steve Murphy, explains where Yale’s revenue comes from and how we allocate funds to support the...

Workday Update September 7 - What to expect

September 11, 2019

On Saturday, September 7, Yale updated Workday to a new version. Below please find some helpful information about the changes.

Action button color change

The primary action button that appears at the bottom of the screen during business processes (including:...

Leave of absence enhancements

September 11, 2019

Starting on Monday, September 16, The Standard, Yale’s leave-of-absence vendor, is updating their communications with simplified language and a customizable section within the message. These changes will help managers better understand the leave updates and the required action steps.


Action required - Airgas acquires Tech Air

September 11, 2019

Yale’s preferred vendor, Airgas, recently acquired Tech Air –another industrial specialty gas company. Airgas is working with Tech Air to create new accounts. Once the new accounts are established, Yale departments will need to create new standing purchase orders (POs) with Airgas...

Workday accounting adjustments - Coming soon

September 11, 2019

This fall, Yale will make available a new functionality that provides the ability to adjust the Chart of Accounts (COA), budget date and, in some cases, spend category for paid supplier invoices and expense reports. This Workday feature will provide clearer visibility to the source transaction...

Yale Advantages Program - September special

September 11, 2019
Employee Auto Buying Program powered by YouDecide.

Yale employees in the market for a new or used car can shop for deals by accessing the YouDecide Employee Auto Buying Program . This Yale Advantages program is administered by...

ID Center offers passport photos and notary services

September 5, 2019

Yale Public Safety Services now offers two new services: notary and passport photos.

Get travel-ready with two perfectly sized, professional-quality photos. Passport photo services are available only at Yale ID Center , 57 Lock Street, Monday...

When to close purchase order requistions

September 4, 2019

Recently, Yale Procurement has noticed an marked increase in purchase order (PO) closure requests. These “Close Purchase Requisitions” are submitted to close issued POs. Not all issued POs need to be closed. This action should only be taken when the PO is fully received and invoiced and there is...