Business Update

Update to FY22 Rate Calculation Worksheet for University Service Providers

June 9, 2021

As communicated via email to University Service Providers (USPs) earlier this week, an update was recently made to the FY22 Rate Calculation Worksheet.

The FY22 Rate Calculation Worksheet posted to assist with the annual USP registration process contained incorrect fringe rates for FY20...

Effort Certification reminder: New aggregate report & certification statement visibility

June 2, 2021
Summary

Effective June 2, 2021, the Workday Effort Certification will include the following enhancements:

For Faculty that self-certify, the Effort Certification Statement will be fully visible. For all Effort Certification roles: Dollar amounts will now be removed from the Summary and...

Workday Time and Absence is live

June 2, 2021
Summary

As previously announced , Workday Time and Absence is now available for tracking time worked, requesting time off, and tracking time off balances. MyTime (Kronos) is no longer available. Additionally, the time...

University transition from Skype for Business to Microsoft Teams tools completed successfully

May 26, 2021

Microsoft is retiring Skype for Business in July. Related to this effort, on May 21, ITS decommissioned all of Yale’s Skype for Business accounts to prepare for this change, and the University moved to Microsoft Teams tools to support chat and online calling. ITS migrated over 1600 Skype...

Workday expense report – New Delegate printing capabilities

May 26, 2021

To improve delegates’ ability to print expense reports that they have prepared on behalf of others, Workday will push out changes the weekend of May 28.

Beginning on Monday May 31, delegates will take the following steps to print an expense report that they created on behalf of another...

Reminder: Workday Time and Absence Go-live May 30, 2021

May 26, 2021
Summary

As previously announced , on May 30, 2021, Workday Time and Absence will replace MyTime (Kronos) for tracking time worked, requesting time off, and tracking time off balances. Additionally:

Time clocks used...

Additional reports to show real-time net balance calculation starting May 28

May 26, 2021

Beginning Friday, May 28, 2021, additional reports will show real-time net balance (also known as “fund balance”) amounts. The University will use Workday functionality to calculate and show fund balance at the detailed COA level and retire the allocation formula used to book net balance since...

Workday Financials tenant maintenance - Thursday, May 27

May 26, 2021

In support of Workday Financials tenant maintenance, there will be timing changes to Accounting Journal submissions and approvals, as well as to financial transaction approvals on Thursday, May 27 .

Accounting Journal Time Changes

The following Accounting Journal timing...

Workday Time and Absence transition: Changes to FMLA leave types

May 26, 2021
Summary

With Yale’s transition to Workday Time and Absence on May 30, 2021, managers with staff on leave will notice that the FMLA related leave types found in the Workday Time Off tab will change to:

Align with...

Net balance cleanup being performed by Central Finance in May and June 2021 – no action required

May 25, 2021

In March 2021, Central Finance suspended use of revenue category (RC) on the net balance allocation that posts during the month-end close process. RC073: Other Income will no longer be part of the detailed chart of accounts (COA) for net balances on ledger account 31001. For consistency, all...

New F&A Location field added: Find Awards and Grants – Yale

May 19, 2021

The University has an upcoming Facilities and Administrative (F&A) rate negotiation with the Federal government for base year FY22. The Federal negotiated rate determines how much reimbursement Yale receives for sponsored project related administrative cost and facilities use. The F&A...

Financial Review Checklist Trainings

May 19, 2021

Financial Review Checklist (FRC) Trainings have been created to aid business offices in completing certain steps of the FRC. Four training sessions have been completed and published to Stream on the Financial Review Checklist channel. The first training, Financial Review Checklist – General,...

Skype for Business is being retired on May 21, 2021

May 12, 2021
Summary Microsoft is retiring Skype for Business in July 2021. The University is moving to Microsoft Teams tools for chat and online calling. On Friday, May 21 , Yale ITS will decommission all Skype for Business accounts at Yale. You will still be able to chat with a Skype user if...

Mass closure of inactive purchase orders

May 12, 2021

To reduce the volume of obsolete commitments and obligations, Procurement plans to perform a mass closure of inactive purchase orders (POs) beginning Monday, May 24, 2021. Criteria for the mass closure will be:

The purchase order was created on or before March 31, 2020; and The purchase...

New report: Assets for University Service Providers – Yale

May 12, 2021

The Assets for University Service Providers – Yale report combines the Find Assets – Yale report and the Assets Net Book Value – Yale report (but does not replace the two reports).

Previously, completing the MEI depreciation tab in the Rate Schedule form required University Service...

Payroll obligations for FY22

May 12, 2021

To prepare for FY22 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 that all workers have costing allocations at least through the end of FY22 at one level of...

Fiscal 2021 year-end closing instructions

May 5, 2021

Links to the instructions and calendar for the year-end close for the fiscal year ending June 30, 2021 (FY21) are available in the online accounting manual . They have been provided below for your convenience. The...

Important updates for University Service Providers (USPs)

May 5, 2021

This is a follow-up of the April 14 announcement .

The following information relates to updated requirements for USP billing practices. Please note, this information was also distributed via...

Panda enhancement / Zelle implementation information session recording available

May 5, 2021
Summary On April 19, 2021: Prizes and Awards (PandA) functionality was expanded to provide a more efficient and faster means to create Workday supplier records for University students. The new PandA template is now available for download...

Upcoming training for Yale financial staff

May 5, 2021
Summary Task Force 21 - Development of training for the Finance community Module 1 - Internal Controls Foundational Training Module 2 - Approvers Role in Financial Transactions Background and Details

Yale is a large and complex organization that depends upon its community members to operate...

New - Ability to cancel Accounting Journals

April 28, 2021

Effective Wednesday, April 28, 2021, the Cost Center Finance and Accounting Specialist (CCFAS) can cancel Accounting Journals initiated in the current open accounting period. Journals can be canceled after creation, when in the draft, or while in progress. Once a journal has been successfully...

Effort Certification Work Area Update: Rendering Time Improvement

April 28, 2021
Summary In January 2021, the Effort Certification Work Area was added to Workday. The rendering time for viewing the Work Area has been significantly reduced from 3-4 minutes to 30-40 seconds. The Effort Certification Work Area Guide has been updated to reflect the improvement. Details

In...

Finance Course: Introduction to the Chart of Accounts - New Offerings

April 21, 2021

Additional Zoom course offerings have been added for the instructor-led Finance Course entitled “ Introduction to the Chart of Accounts (COA) .” Please register via the Training Management...

Reminder: Restricted Ledger Accounts on Journals

April 21, 2021

In the August 26, 2020 and March 31, 2021 issues of Business Update, a new journal entry...

PandA Enhancement/Zelle Implementation -  Update and Information Session Guides available

April 21, 2021
Summary

Effective Monday, April 19, 2021:

Prizes and Awards (PandA) functionality was expanded to provide a more efficient and faster means to create Workday supplier records for University students. The new PandA template is now available for download. Accounts Payable implemented Zelle...

Change - Building room names and numbers

April 21, 2021

Due to various Facilities building renovations and remodeling projects, buildings across campus have experienced floorplan changes and room re-numbering (see below example).

As a result, Workday users may need to select new room numbers associated with a specific building when:...

Revised - Policy 3201 General Purchasing 

April 21, 2021

The following policy document recently received minor clarifying revisions. Please discuss the document with the appropriate people in your department

Policy 3201 General Purchasing Related Documents:...

Important updates for University Service Providers

April 14, 2021

The following information relates to updated requirements for University Service Providers (USPs) billing practices. Please note, this information will also be distributed via direct email in the coming days to the contacts registered for each USP.

Dear Yale University Service Providers...

Two Workday reports recently updated

April 14, 2021

The Workday Report entitled “Sponsored Report Tracking (Award Tasks) – Yale” has been enhanced to include the following fields:

Award Lifecycle Status - this field can be found on the award header in Workday Aging in Days - this field is a calculation (Today less Due Date (to Sponsor))...

New Guidance - Payroll Costing Treatment for Academic Leaves

April 14, 2021

In the February 10, 2021 issue of Business Update, information was posted about a name change update for the costing treatment worktag value “FacLOA”. The new name, “FacSabbatical”, is aligned with certain types of academic leaves that do not require fringe assessment. This week additional...

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