Business Update

Policy & Procedure updates: Jan. 24, 2024

January 24, 2024

The following new and revised policy documents are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...

Yale Procurement Paymode network update

January 24, 2024

Yale Procurement has partnered with Bank of America and Bottomline Technologies to leverage their Paymode network, which includes suppliers currently accepting ACH payments. This collaboration facilitates the transition of 800 Yale suppliers from traditional check payments to ACH payments and...

Possible action required: TMS retires on Jan. 25

January 24, 2024

Yale’s Training Management System (TMS) will be retired at 5 p.m. on January 25 and replaced by Workday Learning on January 29.

What you need to know:

TMS (including access to transcripts of prior training) will no longer be available after January 25. If you...

Reminder of requirement to report cash transactions over $10,000

January 24, 2024

The University is required to report certain transactions to the Internal Revenue Service and the Financial Crimes Enforcement Network, where it receives more than $10,000 in cash from a single payer. This rule applies to a single $10,000 transaction as well as two or more related transactions...

Budget process enhancement - inclusion in the Finance Data Mart

January 17, 2024

A new budget enhancement will be made available. Effective Monday, January 22, 2024, the FY2025 draft budget data from the Yale Budgeting Tool (YBT) will be loaded into the Finance Data Mart daily Monday through Friday. This will allow users the flexibility to incorporate draft budget data into...

Update to AHR and FAB report subscriptions

January 17, 2024

To maintain an accurate and more efficient list of monthly Account Holder Report (AHR) and Financial Activities and Balances (FAB) report subscriptions, the Finance Reporting and Analytics Team is requesting that report owners review all subscriptions in a “Disabled” status before Jan. 26, 2024...

Update: Procedure 3417 Human Study Participant Remuneration

January 17, 2024
Summary

Effective Jan. 10, 2024, Procedure 3417 PR.01 Human Research Study Participant Remuneration was revised and enhanced with new supporting forms . Staff with open study participant advances have...

Scheduled outage - PaperCut maintenance on Monday morning, Jan. 15

January 10, 2024
Please share these details with individuals in your area of responsibility who need this information. Summary Yale ITS will deploy a software upgrade to the PaperCut print system from 7 - 9 a.m. on Monday, Jan. 15, resulting in an outage. Yale’s PaperCut vendor recommends that we deploy this...

PO Procedure Information Session presentation and recording available

January 10, 2024
Summary

The Purchase Order (PO) Procedure Information Session recording and presentation ...

Assets and Liabilities – Yale report enhancements

January 10, 2024

Effective Jan. 10, 2024, the Assets and Liabilities – Yale report has been enhanced to include default parameters in the Ledger Accounts and Summaries prompt of the report. This is to assist users with aligning to the required parameters of the Year End Closing Procedure and the Financial Review...

Policy and Procedure updates - Jan. 10, 2023

January 10, 2024

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...

Coming soon: Enhancements to the cost transfer process and information sessions

January 10, 2024
Summary Effective Wednesday, Jan. 24, 2024, there will be changes to the Cost Transfer policy and procedures. Do not submit any new Cost Transfers past Friday, Jan. 19, 2024, until Wednesday, Jan. 24. Ensure all in progress cost transfers are reviewed and...

Q2 Forecast Process Enhancement - Inclusion in the Finance Data Mart

December 20, 2023

A new Q2 Forecast enhancement has recently been made available. Effective Monday, December 18, the current year Q2 Forecast data from the Yale Budgeting Tool (YBT) will be loaded into the Finance Data Mart daily, Monday through Friday. This will allow users the flexibility to incorporate Q2...

Scheduled outage - PaperCut maintenance on Sunday, Jan. 7

December 20, 2023
Please share these details with individuals in your area of responsibility who need this information. Summary Yale ITS will deploy a software upgrade to the PaperCut print system from 7 - 9 a.m. on Sunday, Jan. 7, resulting in an outage. Yale’s PaperCut vendor recommends that we deploy this...

IRS mileage rate increase effective Jan. 1, 2024

December 20, 2023

Effective January 1, 2024, the IRS standard mileage rates for the use of a car, van, pickup truck, or panel truck for University business purposes are:

67 cents per mile for business use 21 cents per mile for moving purposes

These rates apply to electric and hybrid-electric automobiles...

Join us to learn about the exciting new approach to Learning & Development at Yale!

December 14, 2023
Summary

We are excited to unveil an innovative approach to Learning & Development at Yale!

Over the past few years, we have developed an infrastructure, including quality standards and modern technology, to support learning as part of our work at Yale. This is only a start, as we...

New self-service system tracks health requirements

December 13, 2023
Tracking health requirements just got easier!

Health On Track , the university’s new self-service system for tracking health requirements, will launch on January 29.

Health On Track will manage current school or job-related health requirements and allow Yale to provide a safe...

Important: Save your Zoom recordings before Jan. 2024

December 13, 2023
Summary On Jan. 15, 2024, Yale will limit how long we save Zoom recordings to 13 months. Possible action required: Please prepare early to ensure you don’t lose any recordings you wish to keep. Recordings made on or before Dec. 16, 2022, will be deleted on Jan. 15 when this change is made...

Check your inbox for awaiting action items

December 13, 2023

Please be mindful that absences and timesheets must be reviewed and approved earlier than usual during the months of November and December. The upcoming Thanksgiving and Christmas holidays and recess days will have an impact to the...

Airgas hazmat fee update

December 13, 2023

Individuals who purchase through Yale’s vendor, Airgas, will notice an additional hazmat fee added to purchases, per the new contract. View the breakdown of fees in the following table.

...

Expense report submissions and the holiday recess

December 6, 2023

Month-end and recess are upon us. Before leaving for recess, individuals are expected to prepare and submit expense reports, with supporting documentation, within thirty days from the date the expense is incurred. This expectation applies to both PCard and out-of-pocket expenses.

For out...

Policy & Procedure updates - Dec. 6, 2023

December 6, 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 web page...

New items added to the Finance Data Model effective Dec. 1

December 1, 2023

Effective December 1, 2023, the following new items will be added to the Finance Data Model for the community:

FN Fiscal Period Dim New field added to report on quarters Example: FY24-Q1, FY24-Q2, etc. FN Supplier Invoice Header Dim New Dimension to the Model named ‘FN Supplier Invoice...

Procurement performed two PO mass closures the week of Nov. 13, 2023

November 22, 2023
Mass closure of fully paid purchase orders November 13, 2023

Procurement performed a mass closure of fully paid purchase orders (POs) on November 13, 2023. This closure applied to fully paid POs with no activity in the past nine months.

If you would like to review a list of the fully...

Holiday recess schedules and adjusted deadlines 2023

November 22, 2023

Yale University will be closed for the holiday recess from Friday, December 22, through Monday, January 1, 2024. The following is a brief summary of systems availability, adjusted deadlines, and support services related to this period.

Payroll Schedule and Important...

Procurement to perform two P.O. mass closures - week of November 13, 2023

November 8, 2023
Mass closure of fully paid purchase orders November 13, 2023

Procurement plans to perform a mass closure of fully paid purchase orders (P.O.s) on November 13, 2023. This closure will apply to fully paid POs with no activity in the past nine months.

If you would like to review a list of...

New university system supports health requirements

November 8, 2023
Summary

Campus Health is partnering with Information Technology at Yale to launch a new self-service system called Health On Track to manage job-related health requirements like the flu vaccine and employment-related physicals for the University. These...

New items added to the Finance Data Model effective Nov. 10

November 8, 2023

UPDATE as of November 10, 2023 : Due to unforeseen technical issues, updates to the Financial Data Model listed in the Business Update sent Wednesday, November 8th, have been postponed. Once available, a future notification will be submitted through a Business Update...

PPE supplies available through YPPS

November 1, 2023
Flu season is upon us, and practicing good hand hygiene is one of the best ways to minimize the risk to you and your colleagues. Yale Printing & Publishing currently has a good supply of hand sanitizer and sanitizing wipes available for departments to order free of charge. Along with cleaning...

Purchase Order Procedure information sessions – additional sessions available

November 1, 2023
Summary Due to high demand, additional 3201 PR.01 Purchase Order Process information sessions are now available. The focus of these mid-...

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