Financial Review Checklist Updates
The Financial Review Checklist (FRC) ( Form 1101 FR.01 ) has been reviewed and updated. The FRC has undergone revisions based on departmental feedback received...
Business Update
Policy & Procedure updates - June 28, 2023
June 28, 2023
The following policy documents, which previously completed their full review and approval process, are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...
Procedure update - June 21, 2023
June 21, 2023
The following draft document, which has completed the committee stages of its formal review, is now available for community review and comment and is posted on the Policies & Procedures Drafts page . ...
Policy & Procedure updates - June 14, 2023
June 14, 2023
The following draft documents, which have completed the committee stages of their formal review, are now available for community review and comment and are posted on the Policies & Procedures Drafts page ....
Possible action required: AP invoice submissions return to normal on June 14
June 14, 2023
Summary Starting today, Wednesday, June 14, please resume submitting email invoices without using the...
Grant End Date added to Find Spend Authorization / Cash Advances - Yale Report
June 14, 2023
A new column for “Grant End Date” has been added to the Find Spend Authorization / Cash Advance - Yale report. This report allows users to review details related to spend authorizations, including study participant advances and travel advances.
Departments are required to review spend...
RSI update – New hiring manager toolkit
June 14, 2023
Summary
The Recruiting Strategic Initiative (RSI) continues progressing toward our North Star, which makes hiring talented and diverse candidates faster. I am excited to announce that a new hiring manager toolkit will be released this summer to the university and will include the Diversity,...
Transition from Bank of America to U.S. Bank prepaid cards
June 14, 2023
To: Faculty and staff that have a prepaid Bank of America card or use Bank of America gift cards The university has contracted with U.S. Bank to replace the Bank of America card programs. This was necessitated by Bank of America exiting the card business. Bank of America notified the university...
Leased properties tenants to use AssetWorks to submit work request as of July 1
June 14, 2023
Starting Saturday, July 1 , tenants of leased properties will be required to utilize AssetWorks, Yale’s facilities request system, for the submission of both routine and urgent work order requests.
As part of this change, leased property tenants will no...
YaleSites upgrade project status – Spring 2023
June 7, 2023
Summary
As previously announced , Yale ITS and the Office of Public Affairs and Communication are upgrading YaleSites, Yale’s web-publishing service. This...
Purchase order closures and change orders suspended July 1 – 12, 2023
June 7, 2023
Summary Action required : All requisitions and change orders must be fully approved by Friday, June 30, 2023, for inclusion in the FY23 commitments and obligations. Departments should not submit or approve change orders between July 1 - July 12, 2023. Change orders in progress as...
SPFA sponsor-based service model portal and information sessions now available
June 7, 2023
Summary As previously announced , effective May 31, 2023, SPFA began a transition to a sponsor-based service model. The ...
New Payroll Comparison Interactive Dashboard Report available on June 8, 2023
June 7, 2023
A new Payroll Comparison Interactive Dashboard Report will be available on the Power BI Report Server starting on June 8, 2023, to support the review of payroll expenses. This dashboard report allows users to easily identify variances between periods and review trends in payroll over time....
NetIDs to be locked for Yale graduates - No action required
May 31, 2023
Summary Yale’s Information Technology Services (ITS) will lock NetIDs for students who have graduated following a one-year grace period. A similar initiative successfully went live in March 2022 for faculty, staff, and sponsored identities. Graduates from the Schools of Management and Law are...
Fringe benefit credits for CT PFML Reduction cleanup - No action required
May 31, 2023
An error in the setup of CT PFML Reduction has been identified. This pay component was not included in the rule to assess fringe during the FY23 base fiscal year. Therefore, fringe was not credited (returned to the departments) based on this pay component from July to February of FY23. As of...
New SPFA sponsor-based service model - intake portal now available
May 31, 2023
Summary
As previously announced , effective May 31, 2023, SPFA is transitioning to a sponsor-based service model and an...
Action required: New spend category for publishing fees - Open Access Only (SC797)
May 31, 2023
Summary
For improved monitoring of open access publishing costs, a new spend category has been created called “Publishing Fees- Open Access only (SC797).” Currently, units may have been using the existing “Publishing Fees – (not Open Access) (SC269)” to capture both open access and non-open...
ISPADJ Journal Source – Updated internal controls effective May 2023
May 24, 2023
The Controller’s Office is implementing updated internal controls on the ISPADJ journal source to restrict certain charges on sponsored awards, effective this month.
As previously communicated on...
Mass closure of inactive purchase orders
May 24, 2023
To reduce the volume of obsolete commitments and obligations, Procurement will perform a mass closure of inactive purchase orders (POs) beginning Tuesday, May 30, 2023 . Criteria for the mass closure will be:
The purchase order invoice status is fully paid; and The purchase...Bee SAFE, Not Sorry: Hear it from the Experts Panel
May 24, 2023
Have you ever wondered whether to report suspicious cyber activity? Reporting security incidents is critical and it’s everyone’s responsibility. It helps protect Yale’s data and systems to enable the fulfillment of Yale’s mission.
Join Yale Information Security on...
Yale’s Learning & Development Initiative highlights
May 17, 2023
Dear Colleagues,
We are excited to share with you some of the advancements made in the Operations Learning Strategic Initiative (LSI). LSI aims to integrate staff learning and development into Yale’s...
SPFA Intake Portal and support model information sessions
May 17, 2023
Summary Effective May 31, 2023, SPFA will transition to a sponsor-based service model and an intake portal for university departments to request SPFA support. Information sessions will be held to review the benefits of the new service model and demonstrate the new SPFA Intake Portal’s functionality...
Safeguarding your device in case of loss or theft
May 17, 2023
You use your phone to access all kinds of data. From viewing your bank balance to reading Yale email to sharing information with family and friends. So much of our life lives on our phone. But is your data secure should it be lost or stolen?
The cost to replace it can be high. If the...
Account Holder Report and Financial Activity and Balances Report updates
May 10, 2023
Summary
The merchant field from Expense Reports will be available on the Account Holder Report (AHR) and Financial Activity and Balances (FAB) report starting on May 22.
Previously, the merchant’s name on the Expense Report (ER) displayed as “Expense Report” in the Payee field on the AHR...
Information Security Office lunch and learn - May 17, 2023
May 10, 2023
In April, the Information Security Office (ISO) launched its new campaign, Bee SAFE, Not Sorry about our shared responsibility to report suspicious cyber activity.
Do you know what constitutes a “security...
Reminder: Information sessions for Supplier Banking Setup and form changes
May 10, 2023
Summary
As previously announced , effective May 26, 2023, Supplier Setup Forms 3401 FR.01 Supplier Payment Setup: Wire Transfer and 3401 FR.02 Supplier Payment Setup will be...
Bee SAFE, Not Sorry - Report an Incident campaign
May 3, 2023
Last month, the Information Security Office launched its new campaign, Bee SAFE, Not Sorry, highlighting our shared responsibility to...
Information sessions for supplier banking setup and form changes
May 3, 2023
Summary Effective May 26, 2023, Supplier Setup Forms 3401 FR.01 Supplier Payment Setup: Wire Transfer and 3401 FR.02 Supplier Payment Setup will be updated to make setup or changes to supplier ACH and wire payment easier. Information sessions will be held to review the banking setup process and...
Fiscal 2023 year-end closing instructions
May 3, 2023
Links to the Year-end Closing Procedures and Year-end Closing Calendar for the fiscal year ending June 30, 2023 (...