Business Update

New - Weekly PCard notices to cardholders

May 13, 2020

Starting Tuesday, May 19, University Purchase Card (PCard) holders will begin receiving automated weekly emails for new unprocessed credit card expenses. Currently, the message is only available in their Workday notifications. The email will be a direct copy of the Workday notification. This...

Reminder: Hierarchy changes - FY20 year-end timetable

May 6, 2020

Please note that prior to the FY20 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 FY20 month-end (calendar June). Closures generally resume with the September month-end (...

Four Visa Card Programs for paying study subjects

May 6, 2020

Yale’s Treasury Services announces four Visa Card Programs for paying study subjects:

OnCore is the preferred method for managing studies and paying study subjects. When subjects are enrolled in the program, payments are made automatically once a visit is marked as...

Fiscal 2020 Year-End Closing Instructions

May 6, 2020

Links to the instructions and calendar for the year-end close for the fiscal year ending June 30, 2020 (FY20) are available in the online accounting manual , and have been provided below for your...

Payroll Obligations for FY21

May 6, 2020

To prepare for payroll obligation creation, please review the reports Find Position Restriction Costing Allocations - Yale and Find Workers Costing Allocations by Home Cost Center - Yale to confirm all workers have costing allocations at least through the end of FY21 at one level of the costing...

Update Workday Cost Center contact information

May 6, 2020

All unit leaders are reminded to review and update as needed the report:

Lead Administrator and Operations Manager by Cost Center – Yale”

This report lists the Lead Administrator, Operations Manager and Senior...

New Lead Administrator joins Jackson Institute

May 6, 2020

The Jackson Institute for Global Affairs is excited to welcome Alexa Schlieker as their new lead administrator. She will start the position on July 1, 2020.

Alexa’s ten years at Yale in a variety of roles prepared her for the wide range of programming and activities at the Jackson...

Follow-up: Strategic Listening Post

May 6, 2020

Dear Colleagues,

We are inspired by all of you who have stepped up and continued to support Yale’s mission and make progress on our goals during these challenging times.

To better understand what is on employees’ minds, we conducted a Strategic Listening Post exercise last week...

New credit memo redemption policy and Zoom training

May 6, 2020

Yale Shared Services is implementing a new practice to promote the timely redemption of credit memos issued by our suppliers. Effective May 1, 2020, any Yale department with a credit memo that is 90 days or older will be contacted by Yale Shared Services (YSS). YSS will partner with them to...

Policy and Procedure Updates as of April 29, 2020

April 29, 2020

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

Update - Assigning Costing Allocation end dates

April 29, 2020

When a position change has been approved and the employee has a Worker Position level costing allocation with an end date that is empty or after the employee’s start date in the new position, the costing allocation end date should be entered or updated.

Effective April 30, 2020, the Cost...

Scheduled outage April 30 – Bomgar remote support software

April 29, 2020

Summary:

The remote support software, Bomgar, will be unavailable between 8:00 p.m. and 10:00 p.m. on Thursday, April 30. You will not be able to share your desktop with support staff during this time. The software upgrade includes a re-brand and will now be called...

Updated - Accounting manual – Grant accounting guidance

April 29, 2020

The “Accounting for Grants” section of the online Accounting Manual was recently updated and published by the Controller’s Office. The document now includes accounting information for program income and interest on non-federal awards. The Accounting Manual provides information and guidance for...

New Report - Accounting Adjustment Questionnaire Responses

April 22, 2020

A new report was recently released in Workday called “Accounting Adjustment Questionnaire Responses - Yale.” This report was created for business offices who can now view the responses entered in the justification questionnaire of an accounting adjustment when a grant worktag is involved....

New report to review travel related expenses

April 22, 2020

A new report was developed to help identify if a previously submitted travel related expense, that may have been cancelled, requires reimbursement to the University. The new “Expense Reports Lines and Itemizations – Yale” is now available in Workday. Departments can now review expense report...

Closing obsolete Purchase Orders

April 15, 2020

As a best business process practice, departments are encouraged to run a report that identifies each open purchase order (PO) COA obligation. Regular periodic review of this report will help departments understand their outstanding financial obligations via POs.

To help departments...

Changes - Fiscal 2020 year-end GA Sweep

April 15, 2020

For the FY20 year-end close, the General Appropriations (GA) Sweep will no longer include suspense balances in the process. This means that any GA balances sitting in suspense programs or projects will not be swept when the FY20 GA Sweep runs for the final June close...

Planning for year-end close – Key Dates

April 8, 2020

As in past years, the Controller’s Office plans to release the year-end closing instructions and calendar during the first full week of May (on or about May 8, 2020). The instructions and calendar will be...

Accounts Payable streamlines supplier change requests

April 8, 2020

In August 2018, Accounts Payable (AP) implemented a new procedure to prevent fraud within Yale’s supplier database . Requests to change banking information...

Hierarchy changes - FY20 year-end timetable

April 8, 2020

Please note that prior to the FY20 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 FY20 month-end (calendar June). Closures generally resume with the September month-end (...

Update - Treasury Services drop boxes

April 8, 2020

Treasury Services remains closed to in-person transactions, but continues to process and deposit cash sales. There are two drop boxes available for departments to place cash sales.

On the Grove Street side of the 2 Whitney Avenue building there is an exterior drop box to the left of the...

University-wide guidance on use of COVID-19 Project

April 8, 2020

University Finance has established a project to be used for specific activity related to COVID-19. The purpose of this project is to provide visibility to unplanned COVID-19 expenses for identification of related budget variances, tax reporting, and potential stimulus funding applications. The...

Possible action required: Campus mail and supplier purchase orders

April 8, 2020

Due to the current COVID-19 pandemic, normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period TR&S mail and package delivery operations will continue, with a primary focus on servicing Yale’s essential on-campus operating units....

Possible action required: Campus mail and supplier purchase orders

April 8, 2020

Due to the current COVID-19 pandemic, normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period, Transportation, Recieving, and Storage (TR&S) mail and package delivery operations will continue, with a primary focus on servicing Yale’s...

Scheduled maintenance: Clinical phone systems - April 1

April 1, 2020
Summary Yale ITS will perform scheduled maintenance to Yale’s clinical phone systems on Wednesday, April 1, from 6:30 - 8:00 p.m. The work is not expected to cause any interruptions. Please share this message with individuals in your area who need this information. Details

Yale ITS will...

COVID-19 - Financial Considerations

March 31, 2020

The message below was sent to Vice Presidents, Deans, Directors, and Lead Administrators, on March 30, 2020.

The Yale community has responded to the global challenge of COVID-19 in a way that reflects its strength and character. Our university is resilient. In just...

Accounting Adjustments – Reasons for Cancelation

March 25, 2020

Accounting Adjustments can be canceled for one of the following reasons:

The initiator decides to cancel the transaction If the status is ‘in-progress’ at the time of the fiscal period close (cancelled centrally) When a supplier invoice payment is reissued

When an Accounting Adjustment...

Loops and teacups for all those bicycles!

March 25, 2020

Bike racks on campus are overflowing. To accommodate the increased number of bicycle commuters on campus and address concerns that bikes are being locked inside stairwells or chained to fences, signs, or other objects outside their buildings, Yale Facilities expanded its bike rack program. This...

SciQuest Outage April 3 - 5 for upgrade

March 25, 2020

Due to SciQuest upgrade, access to SciQuest catalogs will be unavailable from Friday, April 3 at 9:00 p.m. through Sunday, April 5 at noon.

SciQuest User Interface updates

SciQuest is continuing with their plans to streamline, simplify and modernize the shopping...

Tech help

March 18, 2020

The ITS Help Desk is receiving an unusually high number of calls and chat requests at this time. Priority of response is given to individuals whose jobs involve direct patient care, followed by faculty support and the rest of the community. IT encourages the community to review guidance on the...

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