Business Update

Voicemail Maintenance and Outages – Saturday, May 12

May 2, 2018

On Saturday, May 12, from 8:00 a.m. – 8:00 p.m., the Yale ITS Telecommunications team will be performing maintenance to Yale’s voicemail system. The purpose of the maintenance is to improve the responsiveness of the voicemail system. Due to the large number of mailboxes, this will be a rolling...

Account Holder Report by Person can now be scheduled

May 2, 2018

Scheduling for the Workday Account Holder Report by Person is now available for the April close. Reports will be scheduled using an event called “Workday Account Holder Month End Event” that will occur the weekend of May 5, 2018.

As previously communicated, the Workday Account Holder...

Cost Transfer Policy Exception

April 25, 2018

The Office of Sponsored Projects will continue to permit some flexibility in adherence to the Cost Transfer Policy (1305 – Cost Transfers Involving Sponsored Projects). The original policy deviation was communicated in our...

Close out open spend authorizations with $0 balances

April 25, 2018

The Shared Services team has noticed over 100 spend authorization open balances that should be closed. Many of these are from 2017. If it has a $0 balance it has been paid back and should be closed. Many spend authorizations are for cash advances and shows as a commitment on your statements....

Changes to Prizes and Awards (PandA) Process

April 20, 2018

With graduation almost upon us, many departments are preparing to present Prizes and Awards to graduates and other students. The automated Prizes and Awards (PandA) process has been updated to integrate with Workday. An overview highlighting key changes in the PandA automated process can be...

New Workday Roles - Coming Soon

April 18, 2018

To correctly identify and communicate with BOLT Members, Lead Administrators and Operations Managers, new roles were recently created in Workday. Initial assignment of these roles were vetted by Lead Administrators and loaded into Workday. These roles do not interact with any Workday business...

Planned Outage and Upgrade - Pinnacle Reporting - Thursday, April 19

April 18, 2018
Yale ITS will upgrade the Pinnacle reporting system on Thursday, April 19, from 8:30 a.m. - 5:00 p.m. Individuals will be unable to log into Pinnacle to access billing reports during this time.

Pinnacle, the internal reporting system used for IT billing, will be upgraded on Thursday, April 19...

Register for an Account Holder Report Information Session

April 18, 2018

Scheduling for the Workday Account Holder Report will be available in early May for the April close.

The Workday Account Holder Report will provide an option similar to our Oracle DWH reporting system. The report provides information grouped by COA segments in a printable PDF format....

Voicemail Timestamp Moving to Beginning of Message

April 18, 2018

Based on feedback from the community, on Saturday, April 21, starting at 7:00 p.m., ITS will change the order the voicemail system announces timestamp information. Instead of hearing timestamp information at the conclusion of a message, the system will now provide this information at the...

Workday Procurement Tips

April 18, 2018
Minimize Purchase Order Processing Lead Times with Careful Selection of Purchase Order Requisition Types Minimize order approval lead time with the proper use of Requisition types 3 and 4: “Purchasing Assistance Required”. All orders greater than $10,000 are automatically routed to Purchasing for...

STARS Applicant Website Upgrade

April 18, 2018

On Monday, April 23, 2018, the online Strategic Talent-management And Recruitment System (STARS) used by internal and external applicants for staff positions will be upgraded, including a new interface with an updated look and feel.

Noteworthy features include: ...

Attend a Chart of Accounts Brown Bag Session

April 18, 2018

The Controller’s Office will be offering a brown bag learning session entitled “Chart of Accounts – Fund and Other Updates”. The purpose of this session is to provide some more advanced Chart of Accounts (COA) information regarding the segments of Fund and Program. It will also provide some...

PCard Cardholder Report - Reminder

April 11, 2018

Business operations staff can use the PCard Cardholder Report, accessible through Tableau, to monitor or manage their department’s Pcard information.

The report includes important information regarding your unit’s Pcards and cardholders,including:

still-active PCards for...

Workday Training Materials - Reminder

April 11, 2018

The Workday Training Team is constantly updating the online training content based on Workday updates, subject matter experts, and staff feedback. Workday users can visit this website for the most recent edition of training materials and videos ....

Interim Director of HR Operations Announced

April 4, 2018

Dear Colleagues,

As you know, Nancy Creel-Gross has retired from the University. Rather than filling the current position, I am taking the opportunity to review the portfolio and assess the responsibilities of the Director of HR Operations.

I have asked Susan Riggs to serve as...

Policy Updates as of April 4, 2018

April 4, 2018

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts page . The documents will be posted on the website for a period of 30 days. If applicable...

Interim director of emergency management announced

April 4, 2018

As you may know, Maria Bouffard’s last day at Yale is Friday, April 6. With her assistance, I’ve begun a search for the Director of Emergency Management and hope to recruit a strong candidate to fill the position by June.

Given the critical nature of the role, I have asked Marje Lemmon...

March 2018 month-end closing

March 28, 2018

The fiscal month-end closing in Workday will be completed on April 5, 2018, for the March FY18 fiscal period. Units are required to be closed by Wednesday, April 4, 2018 at 5:00PM.

In advance of this month-end closing, please note some key transaction processing deadlines:

April 4,...

New consolidated report for managing invoices

March 21, 2018

In Workday, two similar reports have been consolidated: “Invoice Aging – Yale” and “Invoices In Progress by Cost Center – Yale.”

The new report is titled: “Invoice Aging In Progress – Yale.” This new report provides a list of invoices in progress, including the COA, in addition listing...

Background Check Reminder

March 21, 2018

In preparation for the upcoming summer temporary hiring season we want to take this time to remind hiring managers and their support staff about Yale’s background check policy.

For Yale temporary/casual candidates that are new to the University or have been away from Yale for six months...

Worday Procurement Tips - March 21, 2018

March 21, 2018
For accurate package deliveries, validate employees “Work Space” building and room information

On PO requestions, the “Workspace” building and room location information from an employee’s profile is auto-filled in the Default Ship-to address and Deliver-to room location....

Web Accessibility Policy, site updates, & learning opportunities

March 21, 2018

The Web Accessibility Policy went into effect Thursday, March 1 and requires changes to university websites so they are accessible to people with disabilities. If you have staff in your department who...

Account Holder Reports available in early summer

March 21, 2018

Workday Account Holder Reports (AHR), similar to the old Oracle reports, will be available in early summer to improve the format and timeliness of financial reporting.

The Workday AHR will be grouped by COA segments and provided in a printable PDF format.

These report will...

Payroll accounting adjustment – Grant date validation

March 14, 2018

When proposing a Payroll Accounting Adjustment (PAA) that includes a grant worktag, the adjustment must be charged within the start and end date of the grant. Workday has a built-in “validation rule” that ensures that grant PAAs fall within this timeframe by evaluating the oldest pay period and...

New aspect of federal tax law – Tax Cuts and Jobs Acts of 2017

March 14, 2018

The Yale Controller’s Office recently sent a notice about an aspect of a new federal tax law (the Tax Cuts and Jobs Act of 2017) that may impact recruiting of new faculty and staff. Specifically, the law makes reimbursement for moving expenses taxable income, effective for expenses submitted on...

Improved grant worktag search by PI or sponsor

March 14, 2018

The ability to search for a Grant in Financial Transactions by the PI’s name is now an option in Workday. Previously, searching by PI name in the Grant worktag field only provided the grants that had the PI’s name in the grant name.

With the latest Workday enhancements, a search by PI...

Organizational Changes in Finance and Business Operations

March 14, 2018

Dear Colleagues,

We continue to align our organization to support President Salovey’s academic priorities . We also continue to focus on developing and attracting talent to help us...

Featured Workday training resources

March 7, 2018

Workday ordering help for lab groups: Members of the research community expressed concerns that they continue experiencing difficulties placing orders in Workday, sometimes also resulting in packages being sent to the wrong address. Research groups can request a conference...

Workday procurement tips

March 7, 2018

Search for items previously ordered in Workday

When searching for items previously ordered in Workday, use the report, “Find Requisitions by Cost Center – Yale”. Limit your search using the parameters screen. When the results appear, click the “Item Description” column...

New warning for preventing duplicate invoice payments

March 7, 2018

To prevent duplicate invoice payments, a new warning will appear in Workday when duplicative invoice information is detected. This new warning is effective as of March 12, 2018.

Recommended - P2P Invoice Specialists should verify that the invoice is not a duplicate by following the steps...