Business Update

Founders Day - Annual Labor Guidance

September 26, 2018

Dear Colleagues,

In preparation for the celebration of...

Change to Printing of Cash Sales Tracking Slip

September 26, 2018

Cash Sales users will see a change to the way Cash Sales Tracking Slips are printed.

You will no longer see the word Download when printing your Cash Sales Tracking Slip. To print, click on the Print icon. When the Cash Sales Tracking Slip displays, click on the down arrow in the upper...

Salary and merit statements now available in Workday

September 19, 2018

This year’s merit process closed on Monday, September 17, 2018. All managers and professional staff are now able to view their salary and merit statements in Workday. Instructions, which you may wish to share with managers and staff, and a few items to note are now available.

A few...

Premium Processing Fee Increased for H-1B, O-1 and I-140 Applications

September 19, 2018

The Unites States Citizenship and Immigration Services (USCIS) has the increased Premium Processing Fee to $1,410 for H-1B, O-1 Applications. If you already submitted a check request, please cancel, and request a check for the new amount ($1,410.) If the Office of International Students &...

FYI: Changes to Gift View and Gift Reports

September 19, 2018

Please note there are few changes to be aware of when viewing a Gift or running reports that utilize the ‘Gift Hierarchies’ prompt.

Changes to Gift View Look and feel

Please ignore the new “Latest Valuation” date field displayed when viewing a Gift. This date does...

Policy Update as of September 12, 2018

September 12, 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...

Significant detours and changes to the Yale Shuttle routes on Friday, September 14, 2018

September 12, 2018

Summary

There will be significant detours and changes to the Yale Shuttle routes on Friday, September 14, 2018, due to the Grand Prix bike race. As of noon, College Street will be closed between Elm and Crown Streets. As of 3:00 p.m., Temple Street will be closed between...

Workday Enhancements to the My Team Management Dashboard

September 5, 2018

Summary

The Workday upgrade will be live on Saturday, September 8, after 10:00 a.m. Below is an overview of those changes.

Workday Homepage - New look and feel

The homepage will be redesigned, including:

The Yale logo as the new Home...

Policy Updates as of September 4, 2018

September 5, 2018
Policy Drafts

The following draft documents of two new policies are now available for review and comment, and are posted on the Policies & Procedures Drafts Site . The review process included...

Organizational Announcement - Yale Operations

September 5, 2018

Dear Colleagues,

I write to inform you that Kathy Byington, Associate Vice President for Business Operations and Operational Excellence, has accepted a leadership position at another institution of higher education and will be leaving the University later this month....

Planned maintenance and potential outages on telephone systems - September 7 - 9

September 5, 2018

Summary

Beginning at 6:00 p.m. on Friday, September 7, through 6:00 p.m. on Sunday, September 9, Yale ITS, partnering with our external vendor, will perform maintenance to the telephone system. As work is performed, the following may occur: Incoming and outgoing telephone...

Conflict of Interest language added to three Workday processes

August 29, 2018

Recently, Procurement Conflict of Interest (COI) language was added to three Workday pages: Create Requisition, Create Expense Report and Create Supplier Request. The COI language was added as a reminder to end users of their responsibility to report any conflict of interest (see below) prior...

Workday Upgrade – Expense Report Changes Postponed

August 29, 2018

Summary

Workday is not releasing the Expense Report updates in September. Expense Report entry screens will remain the same. Information sessions in September will be cancelled.

Details

In August, you received a communication about Expense...

Effort Reporting – Retroactive Payroll Issue in PAAs

August 22, 2018

When a change is identified in the effort certification process, a pre-populated Payroll Accounting Adjustment (PAA) is automatically created. It is simultaneously sent to the Inbox of the Cost Center Payroll Accounting Adjustment Specialist(s) assigned to the worker’s home cost center....

Planned Maintenance: Sponsored Identity systems enhancements - August 30

August 22, 2018

Summary

On Thursday, August 30, ITS will perform maintenance to the Sponsored Identity system resulting in enhancements to improve user experience and reduce submission errors, including:

Addition of Sponsored Identity type descriptions in the Sponsored Identity...

Workday upgrade coming September 8, 2018 - What to expect

August 15, 2018

On September 8, Workday will be upgraded to a new version. Below you will find some helpful information to prepare you for the changes.

New look and feel

The home page will be redesigned, including:

The Yale logo as the new home button Notifications and...

Payroll Toolbox Now Available – New resource

August 15, 2018

Summary

Yale Shared Services Payroll is proud to announce the launch of the Payroll Toolbox , a one-stop self-service resource which brings together information and resources related to your...

New report: Sponsored Budget to Actuals by Grant - Yale

August 15, 2018

The Sponsored Budget to Actuals by Grant – Yale report is similar to the Sponsored Budget to Actuals with Commitments – Yale report, except the former is run by Grant and the latter is run by Award. As with many sponsored reports, in order to run the report, your Cost Center Financial Analyst...

Important Reminders from the Controller’s Office

August 15, 2018

Requirement to Report Cash Transactions over $10,000 - Reminder

The University is required to report certain transactions to the Internal Revenue Service and the Financial Crimes Enforcement Network when it receives more than $10,000 in cash from a single payer. Such...

New report: Sponsored Budget to Actuals Summarized by Award - Yale

August 15, 2018

Do you own a multi-line Award with a complex budget and need to see the overall financial position for the Award as a whole? Sponsored Budget to Actuals Summarized by Award – Yale is similar to the existing report Sponsored Budget to Actuals with Commitments – Yale, without the Grant breakdown...

Workday Account Holder Report in production

August 8, 2018

The Institutional Reporting & Analytics (IR&A) team recently deployed to production the Workday Account Holder Report (AHR) to support the monitoring of financial activity for a portfolio of accounts owned by faculty or other academic leaders. These include grants, gifts, and...

Policy Updates as of August 8, 2018

August 8, 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 with the process...

Internal Service Providers (ISP) – Reminder

August 1, 2018

As FY 2018 wraps up and FY 2019 begins, we want to remind you to use the proper Internal Spend Categories and Internal Revenue pairings when charging to an Internal Service Provider Journal Source. It is important that the Internal Spend and Internal Revenue Categories offset each other. In...

Costing Allocation Deadline for Payroll Obligations - Action Required

August 1, 2018

Costing allocation changes impacting payroll obligations for the current monthly payroll must be completed by 3:00 p.m. one day prior to the first calculation. As is customary, payroll obligations will not be updated after payroll first calculates. Therefore, all changes made to current month...

Improved Mobile Device Billing Reports

July 25, 2018

Yale ITS has partnered with our mobile device carriers to automate and enhance Yale’s mobile device billing reports. Beginning July 31, electronic files from Yale’s mobile carrier vendors, starting with Verizon, will be downloaded directly into our in-house telephone billing system (Pinnacle)....

Business Operations Administrative Staff Changes

July 25, 2018

To better align business offices in their support of the University’s mission, there have been several administrative changes within Business Operations. I am pleased to announce the following organizational changes.

Effective July 1, 2018, JoAnn Sullivan has been promoted to lead...

Make It So Returns July 16 – Revised for the New Chart of Accounts

July 18, 2018

Make It So (MIS) went live, July 16, 2018. MIS is a standalone application which takes the work you’ve completed in the Yale Budgeting Tool (YBT) labor plan and pushes it to Workday Costing Allocations. In the past, MIS was used similarly to push labor schedules to Oracle.

The basic...

Update on Workday Account Holder Report by Person

July 18, 2018

The first scheduled event during the year-end period ran this past weekend. The issue affecting the calculation of balances on non-grant reports has been resolved.

The roll-forward of commitments/obligations has been completed. Payroll obligations have been recorded for FY19 for all funding...

Organizational Announcement

July 11, 2018

Dear Colleagues,

I am pleased to announce an organizational change intended to improve the service that we provide to academic units, drive initiatives that will build on the implementation of Workday Financials, and, longer term, enhance overall operational excellence.

The...

Inaccurate Balance Calculations on Workday AHR Non-grant Reports

July 11, 2018

There is currently an issue with the non-grant Monthly Account Summary Report when it is run for Fund Balances. This report is part of the Workday Account Holder Report package. Read more.

The report currently displays the FY18 beginning balance, plus activity for Fiscal Year 2018....

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