Business Update

Update - Policy amendment for Minors Participating in Research or Clinical Activities

April 17, 2019

Dear Colleagues,

Since April 2, when we announced that members of labs sponsoring minors would be required to have background checks, it has become clear that we failed to provide adequate accompanying information and that we announced the change too close to the summer season, when many...

Auto Approval of Requisitions $200 or Less

April 17, 2019

Auto approval of low dollar requisitions was temporarily suspended with the Workday go-live in order to give requisitioners and approvers time to acclimate to the new process and new COA structure. In early May, the University will reinstitute the auto approval for requisitions that are $200 or...

Action Required: Portfolio Report Filters

April 17, 2019

If you are using the Workday Portfolio Reports for either Principal Investigator (PI) or generic Assignee reporting, please take the action described below:

Portfolio Reports continue to be monitored and evaluated by Workday for performance. Based on their research, two new fields have...

Workday Account Holder by Person Report Enhancement

April 10, 2019

A minor enhancement was made to the Workday Account Holder by Person report. The cover sheet of the report now includes some basic information about each of the grants and other funds. Previously, the award start and end dates were included for each grant. Based on requests from Business...

Important FY19 year-end timing considerations for segment closures & Cost Center reorgs

April 10, 2019
Please note that prior to the FY19 year-end close period, the last opportunity for Chart of Accounts (COA) requests related to segment closures, cost center hierarchy changes, or reorganizations is May-19 month-end (calendar June). Closures generally resume with the September month-end (calendar...

New Procurement Monitoring Report

April 10, 2019

The Non PO Invoice Activity – Yale report, replaces the former Tableau report, monitoring non-PO invoice activity and recommending best practice for initiating purchases based on the spend category used. The new report will be available in Workday beginning Friday, April 12.

This report...

Licensing Expo at Yale

April 10, 2019

Do you order merchandise and/or gifts for your department or University affiliated groups? Stop by the Licensing Expo to meet licensed vendors and get gifting ideas.

Thursday, April 11 Golden Center, 268 Park Street ( located next to St.Thomas Moore on High Street a short distance from...

Policy amendment: Minors Participating in Research or Clinical Activities

April 10, 2019

Yale’s Policy on the Health and Safety of Children and Youth, which governs most Yale programs for minors, requires background checks for program staff members in several circumstances, including when a program will require one-on-one interaction between a staff member and a minor out of the...

Delay in supplier setups and changes

April 10, 2019

Due to an increase in volume, Accounts Payable (AP) is delayed in supplier (vendor) setups and changes by 1.5 days. AP expects to be back within normal processing turnaround time, which is 5 business days, by April 19, 2019.

Detailed Transactions Report Enhancement

April 10, 2019

Based on requests from the community, a sortable date field has been added to Detailed Transactions Report. The new “Fiscal Period (sortable)” column will be added between the “Period” and “Accounting Date” columns. The change will be migrated to Production this week.

Coming soon – Procurement survey and focus group sessions

April 3, 2019

Yale Procurement supports Yale’s mission by consistently providing high quality, cost-effective services, information and advice to the Yale community. To that end, the Procurement team, with Susannah Gobbi as the new Chief Procurement Officer, is engaging a consulting partner to identify...

March Finance Professionals forum – Yale Trademark Licensing Overview

April 3, 2019

Almost 70 people attended the Finance Professionals Forum held March 28 at 25 Science Park. The guest speaker was Paul J. Murawski, Director of Marketing and Trademark Licensing at Yale. Before coming to Yale, Paul owned his own marketing firm and worked for many years in retail. He provided an...

Accounting Journal cancelations and fiscal close deadlines – Reminder

April 3, 2019

At 5:00 p.m. on fiscal period close days, all accounting journals that have a status of “in-progress” are canceled. This occurs because the period cannot close while any journals are “in progress.” The cancelation process is submitted by the Financial Systems and Solutions staff members. If a...

Costing Allocation Deadline for Payroll Obligations - Update as of April 1, 2019

April 3, 2019

Effective April 1, 2019, there is no longer a separate deadline for costing allocations related to payroll obligations.

Costing Allocations Deadlines Actuals - Two days prior to Payroll Processing end date Obligations - Two days prior to Payroll Processing end date Costing...

Policy and Procedure Updates as of April 3, 2019

April 3, 2019

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

Payroll Accounting Adjustments - Update from the Office of Sponsored Projects

March 27, 2019
Fall 2018 Effort Reporting Deadline Extension and Payroll Accounting Adjustments

In response to concerns raised by the community, university leadership met to discuss the use of Workday, the business challenges it presents, and the delays in clearing labor suspense in a timely fashion. Despite...

eShipGlobal is Live - New link and training

March 27, 2019

As of March 25, 2019, Yale‘s upgraded eShipGlobal system is live and available at a new link. You will notice some new features, but your login details will remain the same. New eShipGlobal Link:

Purchasing policies and procedures changes

March 27, 2019

As communicated in the March 20, 2019 Business Update new purchasing policies and procedures are now in place. New requisitions with a request date starting April 1, 2019 will be required to use the new...

Prepayments can no longer be charged to Sponsored Funds in Workday

March 27, 2019

Effective immediately, pre-payments can no longer be charged to FD02/FD28, sponsored funds, but instead must be charged to a departmental account. This is due to a Workday system limitation that impacts the reconciliation and billing of pre-payments. Reconciliation of pre-payments is still...

Faculty Annual Compensation Information Session Recording Available

March 27, 2019

Training for the faculty annual compensation review process for the professional schools, including the School of Medicine, was concluded last week. The recorded information session...

Workday Cardholder Report Decommission

March 27, 2019

Effective Friday March 29, the “Find Worker Credit Cards – Yale Report” will no longer be available in Workday. This report does not contain the most up-to-date cardholder information.

For the most accurate, up-to-date information, individuals can use the “PCard Cardholder Report,”...

Policy and Procedure Updates as of March 20, 2019

March 20, 2019

The following policies and procedures are now in effect and posted on the Policies and Procedures website . These documents, for compliance reasons, were published through an expedited review process. Community comments are still welcomed...

Finance Professionals Forum - March 28 at 25 SP

March 20, 2019

Please join us for our next Finance Professionals Forum, at 25 Science Park, on March 28. As part of Yale Finance’s Employer of Choice initiative, the Finance Professionals Forum creates a setting where finance professionals can learn from one another, share best practices, and solve problems on...

Expense Report Email Notifications Going Live March 18

March 13, 2019

On Monday, March 18, individuals will begin receiving email alerts about expense reports that are pending their approval in Workday. This email is specific to pending expense reports with cash impact (money due payee or money due Yale) and requires payee approval. It will be sent to all...

Register for International Payments Training at Yale

March 13, 2019

Registration is now open for international payments training sessions being held this spring 2019. This training is for departmental administrators responsible for setting up payments to non-US individuals and entities, whether those payments are for services, scholarships, fellowships,...

Expiring I-9 Forms - Notifications

March 13, 2019

Effective Monday, March 18, faculty, staff, and student workers with missing and/or expiring/expired I-9 forms will receive notifications via their Microsoft Outlook email accounts.

The email alert will be identical to the message sent to the employee’s Workday Inbox; it includes...

eShipGlobal Update and Training

March 13, 2019

The University’s express shipping tool, eShipGlobal, supports more than 45,000 shipments each year. In late March, Yale’s eShipGlobal will be upgraded with improved compliance and features, including:

Collaboration functionality to enable authorized non-Yale colleagues to use eShipGlobal to...

Workday Upgrade March 9, 2019 - What to Expect

March 6, 2019

On Saturday, March 9, Workday will be upgraded to a new version. Below you will find some helpful information to prepare you for the changes.

Workday Homepage Change

The “Inbox worklet” icon that appears in the Applications card will go away. You can access the Inbox from the left side...

Labor Suspense Balances and Sponsor Agreements Cleanup

March 6, 2019

The University has been made aware of a number of salaries and benefits charged to Labor Suspense. The implementation of Workday and associated new business processes may have played a role in these Labor Suspense transactions. Business Offices must clear these suspense charges expeditiously,...

Policy and Procedure Updates as of March 6, 2019

March 6, 2019

The following documents are now in effect and are posted on the Policies and Procedures web page. If applicable, please discuss the documents with the appropriate people in your department.