Business Update

Policy Updates as of November 7, 2018

November 7, 2018

The following policy documents have been approved and are now posted on the Policies & Procedures Website . These policy documents are in effect as of their listed Revision Date. The review process included discussions...

Food Trucks for a Cause

November 7, 2018

The HR United Way Team is thrilled to announce a brand new event in our UW campaign lineup.

Each Wednesday, from October 31 through November 21, a local food truck vendor will be here at 221 Whitney Avenue, serving up delicious food, with 10% of the proceeds going to the United Way....

Halloween Spooktacular Potluck a scary success

November 7, 2018

Word on the street is Yale Shared Services can throw a party and the spookier the better. Last week, they hosted their 4th Annual Halloween Spooktacular Potluck with the entire department contributing in some way. The floor is decked out with cobwebs, spiders, blinking skulls, graveyards, and...

Detailed Transactions – Yale Report - Updated

November 7, 2018

A “Customer” field was added to the Detailed Transactions – Yale report in Workday last week. The field indicates the customer name associated with the customer invoice on any operational Accounts Receivable transactions. This change was put into production October 29, 2018.

Purchasing Goods and Services info session now online

October 31, 2018

Last week two Workday Purchasing Goods and Services information sessions were held on the Central and Medical campuses. Geared for new staff, post-docs, and students who need to use Workday for ordering just about anything, it covered creating requisitions, managing delivery information, and...

New tools added to Payroll Toolbox

October 31, 2018

In August, a new Payroll Toolbox was launched a one-stop self-service resource which brings together...

Direct deposit and electronic W-2 – Enrollments

October 31, 2018

For fast, secure and discreet payments including payroll or reimbursements, sign up for Direct Deposit . For quick access to your W-2 and to enable faster filing of...

Restricted access due to construction at 25 SP

October 31, 2018

The Patient Access Center for Yale Medicine is moving to the currently vacant portions on the first floor of 25 Science Park. Construction is scheduled to begin over the next few days.

During construction, all access through the this area will be restricted to construction personnel only...

Weekly Pcard notification not run since September 24

October 24, 2018

PLS NOTE: This language has been updated since the 10/24/2018 Business Update.

The weekly Pcard notification has not run since September 24, 2018. Notifications will be resent today for all the “new” unprocessed Pcard charges since September 25, 2018. Alternatively you...

Planned brief network outages - multiple dates

October 24, 2018

Summary

In October and November, Yale ITS will perform required network maintenance affecting central campus network connections.

Please see detailed information below for a complete list of buildings and scheduled maintenance times. As maintenance is...

Payroll Costing – Accounting Treatment Worktag Name Change

October 24, 2018

Effective the week of October 29, the Payroll Costing Additional Worktag of Accounting Treatment will be renamed Costing Treatment. Also, the specific value of VAFedIPA will be renamed to VAContract. No action is required by the department....

Business Operations Town Hall Q&A - Answers

October 24, 2018

Recently, Business Operations hosted their fall town hall meeting and picnic, hosted by Jack Callahan, Senior Vice President for Operations and Cynthia Walker, Deputy Dean Yale School of Medicine (YSM). There were several questions submitted during the Q&A period, that were not addressed...

Workday Reporting webpage - Issues Now Posted

October 24, 2018

To centralize and improve communications for Workday Reporting, a Reporting Updates webpage is now available. Visit the site for updates on reporting including: changes, active and resolved issues, and links to training.

All...

Email deactivation for non-affiliated NetIDs - Oct. 26

October 24, 2018

All Lead Administrators and Operations Managers should have recently received a notice from ITS about email deactivation for former staff and faculty. Please review it for action items and deadlines.

During the months of November and December, 2018, ITS will begin deprovisioning yale.edu...

New Workday Reporting Updates webpage

October 17, 2018

To centralize and improve communications for Workday Reporting, a new Reporting Updates webpage is now available. Visit the site for a list of new reports, changes to reports, other reporting news, active and resolved reporting issues,...

Reminder: Documentation on Workday Reporting Roles updated

October 17, 2018

As communicated in the October 10, 2018 Business Update, the Managing Roles in Workday Training Guide has been updated.

To clarify Workday Reporting roles:

Most users can access certain Workday reports (e...

New security process may affect supplier change requests

October 17, 2018

To safeguard against fraudulent attempts to Yale’s bank account and Supplier Database, change requests submitted by existing suppliers will be validated by Yale. Yale Shared Services will contact the supplier and ask them to verify information that only the supplier’s representative and Yale...

Decommissioned Report - EMS Active Cardholders by Cost Center

October 17, 2018

The “EMS Active Cardholders by Cost Center – Yale” report is being decommissioned as of October 17, 2018.

When accessing this report from Workday, users will be prompted to use the “PCard Cardholder Report” in Tableau. You must have the Cost Center Financial Analyst role in Workday to...

Organizational Announcement - Yale Finance

October 17, 2018

Dear Colleagues,

After conducting a national search, I am very pleased to announce that Susannah Gobbi will be joining Yale as the University’s Chief Procurement Officer, reporting to me.

Susannah joins us with 20 years of experience at General Electric (GE) where she has held...

Important information on financial reports

October 17, 2018

Summary

An issue that caused inaccurate GSPS commitments has been resolved. An issue with F&A commitments on sub-awards set up in FY18 has been identified and corrected. The correction will appear on reports run on October 18, 2018. The YBT FY19 Corporation budget is...

Business Operations Town Hall Q&A

October 17, 2018

Last week, Business Operations hosted their fall town hall meeting and picnic, hosted by Jack Callahan, Senior Vice President for Operations and Cynthia Walker, Deputy Dean Yale School of Medicine. There were several questions submitted during the Q&A period, that were not addressed due to...

Active issue with Assets and Liability Report

October 10, 2018

An issue was discovered with the Assets and Liabilities – Yale Report. Spend Authorizations, with a cash advance, and personal PCard expenses that have been repaid are not appropriately offset on the Assets and Liabilities - Yale report.

The issue is being investigating. When it is...

Policy Updates as of October 10, 2018

October 10, 2018

The following policy document has been approved and is now posted on the Policies & Procedures Website . This policy document is in effect as of its listed Revision Date. The review process included discussions with...

Purchasing Goods and Services best practices - Information sessions

October 10, 2018

Do you have new staff, post-docs, and students who need to use Workday for ordering goods and services? Please join us in late October for the Workday Purchasing Goods and Services Best Practices at Yale class. Both auditorium and virtual sessions are being offered.

...

International payments process streamlined and training offered

October 10, 2018

Payments to Non-U.S. Payees Changes to Processes, Documentation Requirements and Fall Training

Responding to requests from the University community to streamline payment procedures, the Controller’s Office and Yale Shared Services have recently updated processes and...

Award setup delay - Office of Sponsored Projects

October 10, 2018

Award Set-Up Delay

The Office of Sponsored Projects (OSP) is currently experiencing a high volume of new award activity. This has created a backlog for the award managers of approximately twelve business days. The Award Setup Unit (ASU) is working on items logged as of...

New contract and pricing for Ready Refresh/Poland Spring Services

October 10, 2018

Procurement recently renewed the University contract with Ready Refresh/Poland Spring for its full line up of breakroom water and coffee services. This includes water filtration machines and bottled water options.

The new contract took effect October 1, 2018, but the price changes will...

Training Guide for Workday roles

October 10, 2018

Now that Workday Financials has been live for over a year, we are providing you with updated information on important topics as we get requests from the community.

To respond to a request to clarify Workday roles, the following changes have been made to training guide:

A new...

How to remove auto-generated Egencia calendar posts

October 10, 2018

Lead Administrators and Operations Managers currently receiving notifications from Egencia for travel booked by staff may also notice that these travel arrangements auto-posted to their own Outlook calendars.

To stop these automatic calendar posts,...

FY18 Year End and First Quarter Close

October 3, 2018

The general ledger for FY18 officially closed last week, and first quarter FY19 closes this week with the September month-end (see calendar section below). When you run FY19 financial reports, your July beginning balances reflect the final year-end close balances. Other...

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