Business Update

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...

Using Make-It-So to Update Payroll Costing Allocations

March 18, 2020

Do you have a Cost Center Payroll Costing Specialist role? If so, check out Make-It-So (MIS) which streamlines payroll costing allocations.

Make-It-So (MIS) is a standalone application which takes work completed in the Yale Budgeting Tool (YBT) labor plan and pushes it to Workday costing...

Virtual tour of Create Requisition update

March 18, 2020

On Saturday, March 7, Workday was upgraded to a new version. All Cost Center Requisitioners and Approvers are invited to attend a virtual guided tour of the new screens in the Create Requisition process. The tour will highlight what’s new including:

Guided Requisitioning Ship to &...

Information sessions - Faculty Annual Compensation

March 18, 2020

Two Zoom sessions are being offered to business office staff in the professional schools, including the School of Medicine. The sessions review the submission process for Faculty Annual Compensation recommendations. Lead Administrators will receive a separate email containing links to the Zoom...

Update - Treasury Services suspends in-person service

March 18, 2020

Effective immediately, Treasury Services has temporarily suspended in-person service. For spend authorizations, available payment options include: direct deposit, check and prepaid card – for those who have a Treasury issued card. Please utilize bank ATMs for cash withdrawals from prepaid...

Procurement ordering, delivery of supplies, and contract commitments - Updates as of March 18, 2020

March 18, 2020

Starting March 16 through March 31, 2020, Yale Procurement will be working remotely to support all buying activity. Procurement has been getting many inquiries about ordering supplies, timely delivery of items, and contracts. This page will be updated as needed, please check back here...

A note from Accounts Payable regarding supplier check distribution

March 16, 2020

In light of President Salovey’s recent message, the health and safety of our staff remains our top priority. To that end, Yale Shared Services staff will be working remotely starting Monday, March 16. As a result, there will be no special handling or pickup for checks (e.g., payments to...

Yale Payroll - Paper paychecks 

March 16, 2020

Effective immediately, and until further notice, paper paychecks are no longer going to be distributed or available for pickup.

Staff, students, and faculty who currently receive paper paychecks will have two choices for receiving their paycheck:

Direct Deposit...

Change to Timecard Approval Deadlines

March 16, 2020

Weekly deadlines have been changed for the week ending March 14, 2020. Please note the following timecard approval deadlines.

My Time (Kronos) Sign off Deadline:

Tuesday, March 17, 2020, 5:00 p.m. Please check with business office/managers for...

Workday Upgrade March 7, 2020 – Requisition Approver update

March 11, 2020

On Saturday, March 7, Workday was upgraded to a new version. The information that follows provides Cost Center Requisition Approvers with important information that will assist them in editing and approving requisitions.

Cost Center Requisition Approvers

When reviewing the Requisition...

Gift Assessments moving from daily to monthly

March 4, 2020

Beginning with the March fiscal period, allocations for spendable gifts will be posted at month end. Previously, this activity posted daily.

Contributions for gifts (ledger account #43000) in the Spendable Gifts – Assessed gift hierarchy will continue to have a 12% assessment (# 51000)...

Payroll Costing for Staff Phased Retirement

March 4, 2020

The payroll costing guidance regarding Staff Phased Retirement has been modified to provide more clarity about the update process. Please note that this guidance relates only to payroll costing for staff who were formally approved for the Staff Phased Retirement program.


Workday Upgrade March 7, 2020 – What to expect

March 4, 2020

On Saturday, March 7, Workday will be upgraded to a new version. Below you will find some helpful information to prepare you for the changes.

Finance Updates Create Requisition changes

The changes to the Create Requisition Process are listed below. Refer to the...

Getting through airport security - REAL ID Standards kick in October 1, 2020

February 26, 2020

Currently, airline passengers who show up without an ID may still be able to pass through airport security. It’s a time-consuming process, but a TSA agent may be able to confirm...

New Workday dashboard - Award Closeout Review

February 26, 2020

A new dashboard has been released in Workday named Award Closeout Review. This dashboard was created to give business offices a central place to review items that determine whether an award is ready to be closed, and identify areas where actions need to be taken.

There are five sub-...

New lead administrator joins MacMillian Center

February 26, 2020

Recently, John Beecher joined the Whitney & Betty MacMillan Center for International & Area Studies as their new lead administrator.

John’s extensive experience at Yale in a variety of roles prepared him for the many different units and wonderful range of activities at the...

Accounting manual – Information added on Capital Projects

February 19, 2020

A new document was recently added to the online Accounting Manual. This document includes information about the accounting model for capital projects. The Accounting Manual provides information and guidance for Yale staff on accounting and financial management activities. Individuals can filter...

Successful Start to Next Generation Network Pilot at 25SP

February 19, 2020

The program designed to increase Yale’s network security, resiliency, speed, and nimbleness— Next Generation Network (NGN)—reached a key milestone on February 7. This included the successful deployment of wired network services at 25 Science Park....