Business Update

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.

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eShipGlobal upgrade

February 27, 2019

The University’s express shipping tool, eShipGlobal, supports more than 45,000 shipments each year. In March of 2019, Yale’s eShipGlobal will be upgraded with improved compliance and features, including:

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

Coming soon - Expense report email notifications

February 27, 2019

In the coming weeks, individuals will begin receiving email alerts about expense reports needing their approval in Workday. Faculty, staff and student employees, who have an expense report pending their approval, will receive a summary email every Monday. Recipients will be prompted to login to...

OSP implementing new At-Risk Account setup

February 27, 2019

In response to several department’s requests, the Office of Sponsored Projects (OSP) will initiate the budget template when setting up the At-Risk Accounts in Workday.

This will follow the same process of funding the budget plan with $1 under Yale Chart of Accounts: SP78 Other...

eShipGlobal upgrade

February 21, 2019

The University’s express shipping tool, eShip Global, supports more than 45,000 shipments each year. In March of 2019, Yale’s eShipGlobal will be upgraded with improved compliance and features, including:

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

NGN: Advancing Yale's network capabilities and security

February 21, 2019

To help advance Yale’s teaching, research, and health service mission, the multiyear Next Generation Network (NGN) project is underway. Over the next five years, NGN will provide Yale with a more modern, resilient, and secure network. Yale’s email, websites, digital databases, and automated...

NGN: Advancing Yale’s Network Capabilities and Security

February 20, 2019

To help advance Yale’s teaching, research, and health service mission, the multiyear Next Generation Network (NGN) project is underway. Over the next five years, NGN will provide Yale with a more modern, resilient, and secure network. Yale’s email, websites, digital databases, and automated...

Grant Manager & Grant Budget Specialist roles to be assigned by departments

February 20, 2019

Effective February 28, 2019, the Grant Manager and Grant Budget Specialist roles will be assigned by departments. As of that date, department business offices will be able to assign those roles using the Assign Roles business process.

Grant Manager and Grant Budget Specialist are...

New section added to Payroll Toolbox for student employees

February 20, 2019

Last summer, a new Payroll Toolbox was launched as a one-stop, self-service resource combining information and resources related to paychecks and more. Recently, a new section for...

Yale Shuttle pilots new route

February 20, 2019

Residential College Express

Yale Parking and Transit is happy to announce a new pilot shuttle route called the Residential College Express. This new route offers 15-minute service between all fourteen residential colleges, Old Campus, and Yale Health.

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Distributed report issues resolved

February 13, 2019

The following issues have been discovered and corrected in production on distributed reports in Workday:

Find Posted Journals by Cost Center was previously pulling in journal lines to the results. Now, as it was intended to do, is only including the journal headers. Find Journals by Cost...

Updated - Gift reports that use Gift hierarchies prompt

February 13, 2019

Gift reports in Workday (see detailed list below) have been updated to include the Responsible Organization prompt. Previously, these reports used the Gift Hierarchies prompt.

Cost Center Financial Analysts can now run the reports using any Cost Center or Cost Center Hierarchy level...

4th Annual Yale Diaper and Wipes Drive

February 6, 2019

The 4th Annual Yale Diaper & Wipes Drive, sponsored by the Yale Working Women’s Network and Two Men and A...

Updated - Supervisor Training: A Harassment-Free Workplace

January 30, 2019

The Office for Equal Opportunity Programs recently updated and renamed their sexual harassment training. The new online program and updated classroom program is now called “Supervisor Training: A Harassment-Free Workplace.” Any staff or faculty supervising one or more persons is required to take...

Facilities work orders just got social with new photo attachment function

January 30, 2019
Yale customers needing facilities repairs can now attach photos to a new or existing facilities work request (FWR). This new functionality is designed to help facilities staff diagnose the...

Policy and Procedure updates as of January 30, 2019

January 30, 2019

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures drafts website . The documents will be posted on the drafts website for a period of 30 days....

Changes to 2019 merit processes

January 30, 2019

Changes to the 2019 merit process were delivered with the September 2018 Workday update. This included improvements to the way the process is initiated and accessed.

The faculty merit process kickoff is targeted for March 15, 2019, and kickoff of the staff merit process is targeted for...

Effort Reporting – Retroactive Payroll in PAAs

January 23, 2019
Reminder

When a change is identified in the effort certification process, a pre-populated Payroll Accounting Adjustment (PAA) is automatically created. The PAA routes to the Inbox of the Cost Center Payroll Accounting Adjustment Specialist(s) assigned to the worker’s home cost center....

New employees must fill out I-9 forms by first day of employment

January 23, 2019

Form I-9 is a U.S. government required document used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States....

Important changes to retirement processing in Workday for faculty and staff

January 23, 2019

Aetna is the new administrator for Yale’s Retiree Medical Plan and the retiree self-service benefit portal. Retirees can enroll online or call Aetna’s service center at 800-338-4533.

Centers for Medicare and Medicaid...

Tech Air and Airgas increasing prices on liquid helium

January 23, 2019

Due to unprecedented challenges facing the international helium market, Tech Air and Airgas have notified the University that liquid helium prices will increase.

Multiple domestic sources have seen either unplanned shutdowns or delayed startups that have kept supply lagging behind...

Policy and Procedure updates as of January 16, 2019

January 16, 2019

The following policy and procedure documents have been revised and are now posted on the Policies & Procedures Website .

Revised -...

Oracle decommissioning - June 2019

January 16, 2019

Summary

The Oracle system, Yale’s financial and human resource system prior to Workday, is being decommissioned in June 2019. Data in Oracle will remain available as an archive to a limited number of individuals in Finance and Human Resources only. This change will not impact the Data...

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

January 16, 2019

The University is required to report certain transactions to the Internal Revenue Service 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....

Workday Report Enhancement

January 16, 2019

A new column has been added to the report “Financial Management Budget to Actuals for Management Office Reporting – Yale.” ​ The new column is called “Add Beginning Balance to Budget Column Description of Change.”

In FY18, the beginning balance was not loaded into the budget total due to...

Update: Duplicate PCard transactions discovered in Workday

January 16, 2019

Due to an error at Mastercard, duplicate Purchase Card (PCard) transactions were loaded into Workday on January 2, 2019. Upon discovering the duplicates, the card issuing bank loaded offsetting credits on January 3, 201919. A thorough analysis of the PCard transaction data, for posting dates...

Financial Data Mart – (January 9, 2019)

January 9, 2019

The Campus Financial Reporting Steering Committee is working on improving financial reporting for the Business Operations community. Work is underway on a data mart which will provide business office staff with easier access to financial data from Workday, a capability that we hope will improve...

Retirement savings program updates and asset transfer – March 4, 2019

January 9, 2019

To: Participants of the retirement savings program

A reminder package will be mailed to your TIAA address of record with important information about the upcoming changes to the Yale retirement savings program.

Key dates and deadlines

March 1: Last day to...

New HCM Workday reports

December 19, 2018

The following Human Capital Management (HCM) Salary Projection reports are now available in Workday. These reports must be scheduled to produce the Modeling worksheet which contains “new year” salary projections. Running these reports, and not scheduling them, will only generate data and will...

Internal Service Provider Revenue and Spend Categories no longer allowed on Capital Projects

December 19, 2018

Effective January 1, 2019 Internal Service Provider (ISP) Revenue Categories (RCs) and Spend Categories (SCs) will no longer be allowed on Capital Projects . The reasons are as follows:

ISP RC’s and SC’s are meant to offset each other and net to zero...

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