Business Update

Policy & Procedure Updates as of September 9, 2020

September 9, 2020

The following policy document is now published and effective. Please discuss the document with the appropriate people in your department and send any questions to...

Resolved - Duplicate PCard transactions discovered in Workday

September 2, 2020

This issue has been resolved. Effective immediately, staff can now process these transactions.

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Duplicate Purchasing Card (PCard) transactions were recently discovered in Workday. The affected load dates were last week on Monday, Tuesday, Wednesday...

Annual Tax Notificaton Reminder for supporting organizations of Yale University

August 26, 2020

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...

Training - International Payments registration now open

August 26, 2020

Registration is now open for international payments training sessions being held monthly via Zoom during the 2020-21 academic year. This 90-minute, live training is for departmental administrators responsible for setting up payments to non-US individuals and entities, whether those payments are...

Finance Contact Updates

August 26, 2020
Summary

As communicated in Steve Murphy’s August 12, 2020 Finance organizational announcement , we are in process of retiring the Yale Shared Services (YSS) name and current team structure. The...

COA Closures and Reorganizations Resume in October

August 26, 2020

As noted on the Chart of Accounts (COA) website , segment closures and cost center reorganizations do not take place during the year-end period close (June-September) to accommodate system requirements. Such...

New Controls for Journal Entries

August 26, 2020

To help reduce the need for journal entry corrections, two new controls have been implemented. These controls both focus on ledger accounting and limiting options for the broad user community. There are two primary controls, which will apply to all journal entries entered in the user interface,...

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

August 26, 2020

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...

Reminder - New Financial Activity and Balances report (FAB) training

August 19, 2020
Summary New Financial Activity and Balances report (FAB) is now live on the Power BI Report Server . The FAB report is similar to the legacy Account Holder by PTAEO report and can be subscribed to and distributed via email based on...

Find Workers Costing Allocations by Charging Cost Center – Yale

August 19, 2020

On Wednesday August 19, an updated version of the report Find Workers Costing Allocations by Charging Cost Center – Yale will be released. For those who have set filters and/or have this report scheduled, the filters need to be re-set and the report rescheduled.

To review filters and...

eCommerce Payment Acceptance at Yale (ePAY) Project Launch

August 19, 2020

The University is launching the eCommerce Payment Acceptance at Yale (ePAY) project to standardize credit card payment acceptance, processing, and reporting across Yale. Beginning this summer, the project will develop and implement an eCommerce platform that is Payment Card Industry Data...

Policy and Procedure updates as of August 19, 2020

August 19, 2020

The following draft documents are now available for review and comment and are posted on the Policies and Procedures Drafts Site . The documents will be posted on the drafts site for a period of 30 days. Please...

eShipGlobal Enhances Inbound Shipment Process

August 19, 2020

Beginning Friday, August 28, 2020, the University’s express shipping tool, eShipGlobal, will implement a new process to streamline inbound shipments to Yale. With this enhancement, the Yale person expecting a shipment will be responsible for creating the inbound shipment details. The person...

Finance Organizational Announcement from Steve Murphy

August 12, 2020

On Thursday, August 6, Steve Murphy, Vice President for Finance and Chief Financial Officer, announced organizational changes at a Finance All-Hands meeting, followed by a memo to the Finance organization.

After an in-...

Policy Updates as of August 12, 2020

August 12, 2020

Yale has updated Policy 1607 Information Technology Appropriate Use Policy and...

Out-of-State Work location due to the COVID-19 Pandemic

August 12, 2020

As many faculty and staff are working remotely as a result of the COVID-19 pandemic (“the pandemic”), the university is reviewing the out-of-state work locations of faculty and staff and updating the university’s records, as applicable. This review is required to ensure the university’s...

New Petty Cash voucher for COVID-19 Testing Reimbursements

August 12, 2020

On Wednesday, July 29, 2020 the University announced that graduate and professional (G&P) students not planning to live...

Kronos/Payroll Costing Change - August 16-22

August 10, 2020

Effective with Weekly Payroll period August 16–August 22, 2020 Kronos will send Payroll Costing Allocations to Workday only if alternate charging in the form of a Transfer is entered in Kronos. Currently, ALL Costing Allocations in Kronos, whether adjusted or not, are sent to Workday. Payroll...

Scheduled Yale internet outage - Sunday, August 9

August 9, 2020
Summary Yale ITS will perform planned maintenance to the campus network on Sunday, August 9, from 5:30—6:30 a.m. Expect up to 45-minute outages affecting Yale’s Internet connections, impacting: Yale VPN and Central Authentication Service (CAS) locally hosted Yale websites Workday, ServiceNow...

Recent Organization Changes in Finance

August 7, 2020

Dear Yale Finance and Audit colleagues, I want to elaborate on the information shared in the Finance All-Hands meeting yesterday.

In October 2019, we started an operational review in Yale Shared Services (YSS) that was initially in response to a leadership change. We started with...

Yale Central ID Center open by appointment

August 5, 2020

Beginning Monday, August 3, 2020, the Central ID Center will be open Monday – Friday 9:00 a.m. to 3:00 p.m. by appointment only. This is being done to maintain social distancing. The Medical School ID Center will remain closed. Please...

Financial Review Checklist updates and enhancements

August 5, 2020

Recently, the Controller’s Office made enhancements to the Financial Review Checklist . As part of this change, the checklist has been enhanced. These enhancements now include all relevant...

Timekeeping transition to MyTime Lite

July 29, 2020

Starting on July 29, 2020, most managerial and professional staff, clerical and technical staff, temporary staff, active retirees, and faculty managers who are time card approvers will use MyTime Lite for time entry and approval. The MyTime link will redirect impacted users to MyTime Lite...

Accelerated/Decelerated Spending on Awards – Yale report has been updated

July 29, 2020

The Accelerated/Decelerated Spending on Awards – Yale report has been updated. There were two issues reported previously, and these issues have been corrected:

For the award owning view, to see both the Authorized Amount for the entire Award, plus the Funding Amount, Expenses and Remaining...

300 George Street renovation includes new telephony system

July 29, 2020

Please share this important message to individuals in your area(s) of responsibility, as needed.

300 George Street, 6th floor, is under renovation. The current telephony system will be decommissioned to allow for space expansion in that area. Approximately 547 Yale telecom lines have...

Upcoming Journal Entry Deadlines - Fiscal 2020 Year-End

July 22, 2020

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

July 24 – 3:00 p.m. – Journal entry cutoff for Self-Support Schools including YSM Central, Division of Faculty Salaries, and the Provost Administration....

Finance Course: Introduction to the Chart of Accounts - New Offerings

July 22, 2020

Additional course offerings have been added for the instructor-led Finance Course called the “ Introduction to the Chart of Accounts (COA) ” to be held via Zoom. Please register via the...

Financial Activity and Balances (FAB) report update and training

July 22, 2020
Summary: Beginning July 25, the FAB report will require you to input a Subscription Description, To Email Address and Email Subject in addition to the Accounting Period in order to access Company and Cost Center values. All required fields will include an asterisk. The FAB report is similar to the...

Upcoming Journal Entry Deadlines - Fiscal 2020 year-end

July 8, 2020

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

July 10 – 3:00 p.m. – Journal entry cutoff for university service providers (USP, formerly referred to as ISPs), source system owners and charges to departments...

Serlin International Limousine now approved Yale Vendor

July 8, 2020

Serlin International Limousine is now on Yale’s Egencia and World Travel platforms. This approved vendor provides world-class chauffeured transportation services in Connecticut, Westchester County and the Greater New York City area. They also provide service in more than 450 cities around the...

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