Business Update

Reminder - Requirement to Report Cash Transactions over $10,000

August 7, 2019

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...

Change in hierarchy rollup for selected COA programs

August 5, 2019

In preparation for the FY19 external reporting cycle, the Controller’s Office and Budget Office evaluated Chart of Accounts (COA) programs that roll up to University Administration (the ...

Policy & Procedure Updates as of July 31, 2019

July 31, 2019

The following documents have been updated and are posted on the Policies & Procedures Website . If applicable, please discuss the documents with the appropriate people in your department.

1. Policy 2810 Sales & Use Tax


Defects detected with Expense Report Delegations

July 31, 2019

As a result of the recent Expense User Interface change in Workday, two bugs were reported. Workday resolved one of the issues over the weekend and is actively working on a resolution for the remaining one. ACTIVE: Resubmitting expense reports as a delegate Delegates are currently unable to...

Salary reports: new, enhanced, and renamed

July 31, 2019

There is a new report: Salary Expenses by Home Cost Center – Yale. This report provides the full view of payroll actual charging based on the Worker Home Cost Center.

The Salary Expenses by Employee – Yale report has been renamed to Salary Expenses by Charging Cost Center – Yale....

VPN access required for reporting

July 31, 2019

In late June, maintenance was done to Yale’s Oracle Databases. As a result, there is a new requirement for accessing some reports:

If you are running BUG Library reports, or using BRIO, PowerBI Desktop or Tableau to query data: you will be required to login through Yale’s Virtual...

Next Generation Network technical preparations continue

July 24, 2019

The Next Generation Network (NGN) project team continues to move forward with technical updates in preparation for Yale’s new network. Simultaneous background efforts are underway at 25 Science Park and in areas around the schools of medicine, nursing, and public health.

To prepare for...

Update - Staff merit process dashboard reports

July 24, 2019

Staff Merit Process Dashboard reports have been updated with “pool” and “non-pool” labels to more clearly identify the money being spent that comes out of the pool (merit and lump sum) versus money spent that does not come out of the merit pool (base adjustments and promotions). Previously, it...

Payroll obligations for FY20 now posted

July 24, 2019

Fiscal year 2020 payroll obligations for all funding components and the FY21 extended obligations for grants were posted in Workday this past weekend. If you have questions or concerns regarding the newly created obligations, please email...

Digital Conference sparks conversation on Next Generation Network

July 17, 2019

During the recent Yale Digital Conference, Lou Tiseo, senior director, Foundational Technology Services, presented an overview and progress report on the Next Generation Network (NGN) program. After the talk, Lou had the opportunity to field important questions on the multi-year project with...

Fiscal 2019 year-end GA sweep

July 17, 2019

The “GA Sweep” is a Workday process that is performed for balances in fund/funding component combinations defined as General Appropriations (GA). This process occurs individually for each Planning Unit and sweeps the balances (both positive balances and negative/deficit balances) from various...

Business Operations Organizational Announcement from Steve Murphy

July 17, 2019

On Monday, June 24, Jack Callahan, senior vice president for Operations and chief operating officer, made an announcemen t about a realignment of the Business Operations organization.


Update - FY19 Year-end accrual for Accounts Payable

July 17, 2019

Per year-end closing instructions , through July 12, 2019 accounts payable accruals related to FY19 are booked to the departmental Chart of Accounts (COA) values–see page 17 of packet for specifics....

YSS relaunches daily status updates

July 17, 2019

In response to community feedback, Yale Shared Services (YSS) is bringing back publishing daily updates with a new webpage. The new “YSS Daily Update” lists transaction receipt dates that are currently being processed. These include the following services:

supplier set-ups and changes...

Workday expense changes coming July 24, 2019

July 10, 2019

On Wednesday, July 24, Yale will introduce changes to the Workday Expenses module. These changes were originally scheduled for the WD31 release in September 2018, but were deferred to a later date.

To learn more about the following changes, please register for an optional...

Procurement Obligations roll forward - July 15, 2019

July 10, 2019

Beginning at 5:00 p.m. on Monday, July 15, 2019, Procurement will begin a “roll-forward” process. This process will automatically update the budget date to July 1, 2019 on all open purchase orders and supplier contracts created prior to July 1, 2019.

Obligations based on the remaining...

FY19 Year End - Upcoming journal entry deadlines

July 3, 2019

For FY19 year-end close, please note the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 12 – 3:00 p.m. – Journal entry cutoff for ISPs, source system owners, and charges to departments other than your own (including outside your...

Policy & Procedure Updates as of July 3, 2019

July 3, 2019

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts Site . Prior versions of these documents, for compliance reasons, were recently...

Requesting Access to Legacy Data Warehouse

June 26, 2019

Effective July 1, 2019, the form for requesting access to the legacy Data Warehouse has been updated as part of the decommissioning of Oracle EBS.

The form will now require the user to select the appropriate Hierarchy Level based on the Oracle COA. The form will now require you to select...

Business Operations Organizational Announcement

June 26, 2019

During the 2019 academic year, many of you have provided terrific insights and suggestions on how to improve the effectiveness of the administrative functions supporting the University. I appreciate your candid perspectives and your commitment to improving the quality of the service for faculty...

Enhancements Made to Two Reports that Provide Information on Expense Reports

June 26, 2019

Enhancements have been added to these two reports:

EMS View Unapproved Expense Reports – Yale Find Expense Reports by Cost Center – Yale

Previously, the “Created By” field in the report “EMS View Unapproved Expense Reports – Yale” was blank for expense reports with a draft status....

Further Enhancements to Travel Expense Accounting Structure

June 26, 2019

On May 15, 2019 , a New Travel Expense Accounting Structure - Domestic vs. International was announced. To preserve historical reporting, additional enhancements have been made. The new structure is available immediately. Preparers and reviewers should ensure that the new spend...

Purchase Order Closures Suspended July 1 – 15, 2019

June 26, 2019

To prevent potential accounting issues, Procurement will not close FY 2019 purchase orders between July 1 and July 15, 2019.

After 5:00 p.m. on July 15, Procurement will roll forward any purchase order (PO) with an open balance created prior to July 1 to the new fiscal...

Reminder – Oracle EBS Decommissioning on June 30, 2019 review new processes

June 26, 2019

This is a reminder that the Oracle e-Business Suite (EBS) application–Yale’s financial and human resource system prior to Workday–is being decommissioned on June 30, 2019.

The data in Oracle EBS will be kept available as an archive for historical reference, reporting, regulatory...

Continuous Learning Begins with You

June 19, 2019

The Learning Center offers an array of instructor-led courses for managers and all levels of professionals to build knowledge and skills strengthen on-the-job proficiency or build new skills through instructor-led programs, online training, career or professional development coaching, and more...

One annual endowment spending distribution reinstated

June 19, 2019

After hearing from the Yale Business Operations Community their desire to revert to one annual spending distribution, the Controller’s Office is pleased to announce the reinstatement of one annual endowment spending distribution beginning FY2020.

The following are answers to questions...

New Project Created to Record Cash Sales for Sponsored Agreements

June 19, 2019

In order to complete a deposit, the cash sales process requires using a Revenue Category rather than a Spend Category. While the cash is deposited to the grant, the revenue and F&A generated on the original expense transaction is not reversed. As a result, new validations have been put in...

Oracle EBS decomission - Procurement inquiry access

June 19, 2019

The Oracle e-Business Suite (EBS) application–Yale’s financial and human resource system prior to Workday–is being decommissioned on June 30, 2019. As part of this change, you will no longer be able to access Procurement Inquiry to drill down to a specific image. As of July 1, should you need to...

Ice Cream Social a Big Success

June 19, 2019

Over 370 people turned out for the first ever Ice Cream Social at 25 Science Park. ITS and Yale Finance teamed up to have a joint event as part of the inaugural Staff Spirit Week.

During Yale’s first annual Staff Spirit Week, June 3-7, teams from departments across campus participated in...

Scheduled maintenance and outage - PaperCut - Sunday, June 23

June 19, 2019

Summary All PaperCut printers/copiers will be unavailable from 7:00 - 9:00 a.m. on Sunday, June 23, 2019.

Details All PaperCut printers/copiers will be unavailable due to scheduled maintenance from 7:00 - 9:00 a.m. on Sunday, June 23, 2019.