Business Update

Planned Maintenance: Sponsored Identity systems enhancements - August 30

August 22, 2018


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...

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...

Payroll Toolbox Now Available – New resource

August 15, 2018


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 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...

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...

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...

Policy Updates as of July 11, 2018

July 11, 2018

The following draft documents are now available for review and comment, and are posted on the Policies & Procedures Drafts Site . The review process included discussions with the process owners and end users...

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.


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....

New Report: Indirect Costs Reconciliation – Yale - NOT IN PRODUCTION

July 11, 2018


The new Workday report, Indirect Costs Reconciliation – Yale, identifies at-a-glance the effective Facilities & Administrative (F&A) cost rate for each Spend Category used on an Award. For best results, users should run...

Interim University Controller Announced

June 27, 2018

Dear Colleagues,

I am pleased to announce that Frank Kinney from Huron Consulting is now serving in the role of Interim University Controller until a permanent replacement is named.

Frank has an extensive background in financial leadership positions, having served most recently...

Policy Updates as of July 1, 2018

June 27, 2018

The following policy documents have been updated and will be posted on July 1, 2018 on the Policies & Procedures website.

Policy 3201 General...

Workday Payroll Costing - Calculating and Entering Salary over IRS Cap Information Sessions

June 27, 2018

This session will discuss how to calculate and enter into Workday costing allocations for individuals paid in excess of the IRS pension cap ($275,000 for calendar year 2018.)

Please register for a virtual or instructor-led session using one of the links below....

Possible Action Required - Invoice Processing Error

June 27, 2018

Approximately 3% (600 out of 25,000 invoices) sent by email between April 30 and June 21 were not transferred to Workday. This was due to an intermittent failure in the software used to transfer invoices. The software requires significant processing resources to transfer invoices, consequently,...

Fly America Act – Requirements and Training

June 20, 2018

Staff and faculty traveling on Yale business funded by the U.S. Government (grants) are required in most situations to use U.S. carrier services for all air travel. This requirement is commonly referred to as the “ ...

Workday Improvement - Financial Transaction Approval

June 20, 2018

Workday recently corrected a defect that required financial transaction Approvers to approve each individual line on transactions that included one or more of their cost centers. As a result of this recent fix, Approvers are no longer required to repetitively approve each individual line which...

Charges to the Location Worktag - Reminder

June 13, 2018

The Location Worktag is optional on all Workday platforms. This Worktag is meant to track the costs of any building related charges. A Location Worktag should only be used when charging expenses to a building. The one exception is for Human Resources (HR), where employees are associated with a...

New Workshop - Leaves of Absence Manager’s Training

June 13, 2018

The Absence Management Team is offering a new training workshop for managers. This one-hour training module will review:

the leaves of absence process understanding FMLA and the Yale leaves roles and responsibilities of the various parties return to work

These are currently only offered...

Fiscal 2018 Year-End Close – Kick-off Sessions

June 6, 2018

The Fiscal 2018 Year-End Closing Packet was distributed on May 17. A copy of the communication and links to the instructions are online .

At the request of Business Operations, the Controller’s Office...

2018 Biennial Movable Equipment Physical Inventory

June 6, 2018

In accordance with Federal regulations and University policy, a physical inventory of Yale’s Moveable Equipment must be taken at least every two years in order to ensure that the University has properly maintained and accurately accounted for equipment within each unit.

In completing...

Delegations for Preparing Expense Reports and Spend Authorizations Have Been Extended

June 6, 2018

This past weekend, Workday Delegation End Dates for Expense Reports and Spend Authorizations were automatically extended to June 30, 2050 for about 95% of current delegations. As a result, Alternate Delegates were removed during this extension, but are not anticipated to affect functionality. No...

Subject: Action Required: May FY18 Month End Closing Deadlines

May 30, 2018

The fiscal month-end closing in Workday will be completed on June 6, 2018, for the May FY18 fiscal period. Units are required to be closed by Tuesday, June 5, 2018 at 5:00 p.m.

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

June 5,...