Business Update

Purchase order invoice matching improved

December 19, 2018

Improvements have been made to the process of matching purchase orders with invoices in Workday. Previously, Workday was unable to import multi-line invoices that should match to a service-type (standing) purchase order.

As of December 13, multiple invoice lines will be consolidated into...

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...

Improvements made to Accounts Payable confirmation emails

December 19, 2018

The Accounts Payable (AP) team is making changes to improve auto-generated confirmation emails. Currently, invoices submitted to AP create an auto-generated ‘do not reply’ email confirming receipt of an invoice with a confirmation number added to the subject line.

The team received...

Benefits to receiving your W2 electronically

December 14, 2018

While making your benefit elections during Benefits Annual Enrollment, we hope that you will take a moment to elect to receive your W-2 electronically if you did not already consent to do so last year. Beyond simplifying your personal tax filings, this method will ensure the following benefits...

Adding and removing the manager role in Workday

December 12, 2018

There is an easy way, with fewer steps, for business offices to quickly change the manager of everyone in a supervisory org in Workday.

To do this, remove the manager role of the supervisory org from the current manager, and then assign the manager role of that supervisory org to the...

Update on FY18 GA Sweep – Impact on FY19 activity and reports

December 12, 2018

On September 27, 2018, a communication was sent to Planning Unit Lead Administrators indicating that certain GA balances in June 2018...

Three Workday reports recently enhanced

December 12, 2018

Previously, the “Book” prompt defaulted to “Management” on the three reports listed below. Only transactions from the management book were returned. An enhancement was recently made allowing individuals to change the filter so the “external” reporting book is visible.

Detailed Transactions...

Policy Updates as of December 5, 2018

December 5, 2018

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts Site . The review process included discussions with the process owners and end users...

Payroll Obligations created for PDF Sub Allowances

December 5, 2018

On November 30, payroll obligations, for individuals currently paid PDF Sub Allowances, were created in production. The payroll obligation procedure has been updated to reflect the addition of this pay component. No action is required. The...

Create your Workday Talent Profile – Calling all M&Ps

December 5, 2018

Managerial & Professional staff - share your talents, skills, and more

Yale University is a hub of great talent. Documenting all that talent is a goal of University leadership. To accomplish this, we need your help. Managerial & Professional employees are asked...

Coming soon: Better error messages in Workday

December 5, 2018

In an effort to make error messages essages more clear, concise, and actionable, Workday has rewritten many error and warning messages. These updated error messages will be delivered to production with the December 7, 2018 service update.

Why are we changing Workday error...

Submit cell phone requests before December 11

December 5, 2018

To request changes to cell service, including adding international cell phone coverage, please visit the IT Service Portal by 5:00 p.m. on Tuesday, December 11, to allow adequate time to fulfill...

Share your Workday Tip

November 28, 2018

Starting next week, we will feature a Workday Tip in each Business Update. If you have a tip you would like to share, send it in. We will feature it here and collect all the tips on the Workday website.

View some example tips....

New Workday reports now available

November 28, 2018

Award Budget and Authorized Amount Variance - Yale

Financial reports provided to faculty, such as the Account Holder Report, provide balances based on the budget entered in Workday. If the budget is significantly out of line with funding, the projected balance on the...

Blood drive at 25 (Science Park) - December 3

November 28, 2018
The need for blood is constant and only volunteer donors can fulfill that need for patients in our community. Nationwide, someone needs a unit of blood every 2 to 3 seconds and most of us will need blood in our lifetime. Your donation will save up to three lives. The Red Cross is running a Blood...

Policy Updates as of November 28, 2018

November 28, 2018

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts website . The review process included discussions with the process owners and end...

Mail delivery during the holiday break - short survey

November 28, 2018
Do you need mail delivery during the holiday break?

Yale Mail Service needs to know which departments require mail delivery service during the holiday break. To do this, they need operational schedules for all buildings in the Central and Science Areas.

Help us gather...

Three existing Workday reports enhanced

November 28, 2018

Enhancements have been made on three current Workday reports. These updates were recently moved to production.

Accelerated / Decelerated Spending on Awards – Yale – In response to community feedback, the output has been updated to include the Award Principal Investigator...

Procure to Pay (P2P) Dashboard now available in Workday

November 21, 2018

The Procure to Pay (P2P) Dashboard is now available in Workday under the Dashboard worklet or by searching “Procure to Pay (P2P).”

This Dashboard is the replacement of the previous Tableau P2P dashboard. Development is currently underway for the replacement of the “OK2Pay Invoice...

Workday Subaward Report Enhanced

November 21, 2018

The report “Subaward Invoices in Progress – Yale” now includes three additional columns that are available when drilling in to view details. These include details about each invoice included in the results.

After running the report, click on one of the bars on the bar graph and choose “...

Holiday Recess Deadlines for STARS/Recruiting and Hiring

November 21, 2018

We would appreciate your sharing this communication with others in your department who are responsible for hiring.

Please refer to the following schedule for creating and posting job requisitions, processing temporary employment requests, and extending offers to candidates before and...

New Operations Manager for HR & Administration

November 21, 2018

Dear Colleagues:

It is my pleasure to announce that, effective Monday, November 26, Maria MacCalla will be joining my team as the new Associate Director of Finance and Administration (Operations Manager) for Human Resources, Administrative Operations, and Public Safety (HRA).


Planned network outages - various locations Nov. 28 - Dec. 4, 2018

November 21, 2018

*** Note: This article was updated on November 28 with additional information ***


Yale ITS will continue network maintenance affecting campus network and phone connections from Nov. 29 - December 4. Work performed on Monday, December 3 and Tuesday, December 4,...

Financial Reporting Tools Update

November 15, 2018

Dear Colleagues,

I am writing with an update about financial reporting tools for schools and units across the campus.

Thank You

Recently, we completed our first year-end close with Workday, and I would like to thank business staff across the campus for...

Updated hyperlink for telephone repair request form

November 14, 2018

The hyperlink (URL) for the Telephone Repair Request form is changing. Please visit the Desk Phone on Campus service page if previously saved bookmarks or favorites for the Telephone...

Update on Schwarzman Center (Commons) network move

November 14, 2018

Recently, ITS has begun relocating network equipment at the Schwarzman Center that ties most of the central campus buildings together. This equipment includes central campus wifi as well as Public Safety and Facilities internal networks. The work will continue over the next few months. The...

Personal use of University vehicles reporting due by November 21, 2018

November 7, 2018

Lead Administrators and Operations Managers must notify the University Tax Office if any Yale vehicle was utilized by an employee for personal use during the reporting period November 1, 2017 through October 31, 2018, and provide the required documentation to the Tax Office by November...

Annual electronic filing requirement for small exempt (Student) organizations - Reminder

November 7, 2018

Reminder for Certain Student Organizations: Annual Electronic Filing Requirement for Small Exempt Organizations – Form 990-N

Most small tax-exempt organizations whose annual gross receipts...

Supporting Organizations of Yale University - Annual tax notification reminder

November 7, 2018

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: