Business Update

Updated Workday reports

February 3, 2021

A change was made to the export function of the following Workday reports. Now, the Excel spreadsheet can be expanded to view “Spend Category” financial information.

Indirect Costs Reconciliation by Award – Yale Indirect Costs Reconciliation by Grant – Yale Award Closeout - Indirect Costs...

Reminder - Daily notifications for accounting journals and adjustments

February 3, 2021

​​​​​​​Notifications are sent, to the entry originator, when an accounting journal or accounting adjustment is canceled. The process runs daily at 8:00 a.m. and provides a list of accounting journals and accounting adjustments canceled the previous day.

To view the notifications, select...

A new SciQuest shopping experience

February 3, 2021

SciQuest has been progressively updating the user interface over the past several months. The next step in modernization includes changes to the shopping experience. Noticeable changes will be made to the following:

Home page Product search Product search results Shopping cart Checkout...

Cellular charge billing adjustments and updates

February 3, 2021

Yale ITS is working closely with AT&T and Verizon to correct billing errors. Issues include overage charges, duplicate charges for equipment, and delays in billing.

AT&T

Overage charges due to COVID-19: AT&T is providing credits for...

Effort Certification Work Area Enhancement

January 27, 2021
Summary An Effort Certification Work Area has been added to Workday that Effort Certification Reviewers can access to manage and complete all required actions in their work queue. During the release of the fall 2020 (July 1, 2020 - December 31, 2020) effort certification period, in addition to...

Retroactive Payroll Costing Allocation Enhancement

January 27, 2021
Summary

Effective with the January 2021 monthly payroll, Workday has released an enhancement that will allocate retroactive payroll expenses to the retroactive period’s costing allocations. This enhancement will help maintain accurate Payroll and Effort Certification results and limit the need...

Updates - Workday Reports

January 27, 2021

The following Workday Reports have been updated:

Find Subawards - Yale The Proposal ID (IRES #) prompt has been added Sponsored Award Recent Setups – Yale The Proposal ID (IRES #) prompt has been added Accelerated/Decelerated Spending on Awards...

Skype for Business is being retired July 2021

January 20, 2021
Summary

Microsoft is retiring Skype for Business in July 2021. The University is moving to Microsoft Teams tools for chat and online calling.

All ITS managed machines are updated with Teams. If you are not using an ITS-managed computer, visit the ...

Finance Course new offerings: Introduction to the Chart of Accounts

January 20, 2021

Additional course offerings have been added for the instructor-led Finance Course called the “ Introduction to the Chart of Accounts (COA) ” to be held via Zoom. Please register via the...

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

January 20, 2021

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...

New FD29 Industry Clinical Trials Interactive Report now available

January 20, 2021
Summary The new FD29 Industry Clinical Trials Interactive Report is now available! Please view the video demo of the FD29 Industry Clinical Trials Interactive Report . Virtual training is available for all...

New University Purchasing Card Process - Coming Soon!

January 20, 2021

An article about a new Yale Purchasing Card (PCard) process was inadvertently sent out in the January 20, 2020 issue of Business Update. Please disregard. The new process for PCard distribution will be shared shortly.

Online Service Provider Contact List Updated

January 13, 2021

The University Service Provider (USP) Journal Source Contact List has been updated in the online Accounting Manual. The obsolete list has been replaced with a current list of service provider journal sources and their primary contacts. This list may be used by customers if they have questions...

Yale ePAY website and store setup survey launch

January 13, 2021
Summary

Yale ePAY (eCommerce Payment Acceptance at Yale) is working with University departments to standardize credit card payment acceptance, processing, and reporting across the University to meet Payment Card Industry Data Security Standards (PCI DSS).

A ...

Decommissioning COA Oracle to Workday Conversion Tools

January 13, 2021

Please be advised that during the month of January, the following Oracle-Workday conversion tools are being decommissioned. These conversion tools were originally designed for use in identifying segment conversion related to historical financial information only and were intended as a starting...

Java JRE software being removed from ITS Windows managed computers

January 13, 2021
Summary Starting January 26 through to February 22, Java JRE software will be silently removed from ITS Windows managed computers that do not require Java JRE for work or application functionality. There is no impact or disruption anticipated. Approximately 18,000 computers are in-scope for this...

2021 IRS Mileage Rate Change

January 6, 2021

Effective January 1, 2021, the standard mileage rates for the use of a car, van, pickup, or panel truck will be:

56 cents per mile for business miles driven 16 cents per mile driven for medical or moving purposes 14 cents per mile driven in service of charitable organizations

The new...

Consolidation of Amazon Prime Accounts

January 6, 2021

Yale Procurement did some research and discovered that over the years a significant number of Yale Pcard holders have set up their own Amazon Prime accounts at a cost to each department.

This week an email was sent to all Pcard users, that have made Amazon charges in the past, announcing...

New Finance Data Mart Interactive Reports

December 16, 2020
Summary The new Finance Data Mart Interactive Reports are available! Interactive Reports are launched from the Power BI Report Server . Please...

Task Force 21 – Finance and Business Operation’s cross-campus training team!

December 9, 2020

Last month, a new cross-campus team of professionals came together to form the new “Task Force 21” group – this task force was established in response to training goals that have been established by Yale Finance. The new group will seek to develop a plan for functional financial training focused...

Policy and procedure updates as of December 9, 2020

December 9, 2020

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

Planned removal of Java from ITS-managed computers

December 9, 2020
Summary Java JRE is planned for removal from ITS-managed computers that do not require Java for work or application functionality. The silent removal process will begin in early 2021 to address security concerns. There is no impact or disruption anticipated. Approximately 9,500+ computers are in-...

Corporate Account with Grubhub

December 9, 2020

Yale Procurement is excited to announce that Grubhub is now an approved supplier through the establishment of a Yale-wide corporate account. This new agreement allows departments to order and have food delivered to virtual meetings across the US. Orders for large and small groups can be...

Holiday recess schedules and adjusted deadlines

December 9, 2020

Yale University will be closed for the holiday recess from Wednesday, December 23 through Friday, January 1, 2021. The following is a brief summary of systems availability, adjusted deadlines, and support services related to this period.

Payroll Schedule and Important...

Share your favorite recipe in the Winter Recipe Roundup!

December 4, 2020

Special thanks to the almost 90 Yale staff, faculty and graduate students who submitted recipes. The winners will be announced in January 2021 on the It’s Your Yale homepage. At that time, a link will be published for the Yale Community to access or download the...

Find Spend Authorization / Cash Advances – Yale enhancements

December 2, 2020

The Find Spend Authorization/Cash Advances – Yale report was recently enhanced. The result set for this report now includes all of the Chart of Accounts (COA) values which are applied to the spend authorization lines when the commitment is created.

For questions, please contact...

Program Guidance – Updated on COA Website

December 2, 2020

The Chart of Accounts team has updated the online guidance for Program . In addition to the existing definitions for the program hierarchy, the team has added two items:

Program Usage Guide Program...

Finance Data Mart Interactive Reports Go Live November 30, 2020

December 2, 2020
Summary The new Finance Data Mart Interactive Reports are available! Interactive Reports are launched from the Power BI Report Server . Virtual training begins tomorrow. Please...

Month-end Close Journal Approval Deadline remains at 5:00 p.m.

November 18, 2020

Due to negative impacts on downstream reviewers during the October month-end close, Accounting Journal approval will revert to the original deadline of 5:00 p.m. on the day of the close. Please note that the Accounting Journal approval change used for the October close had been announced in the...

Purchase Orders - Create Change Order Comment Field now required

November 18, 2020

As of Thursday, November 19 the “comment field” is now required when entering Purchase Order (PO) Change Orders.

Currently, when reviewing a Change Order, any alterations made are not easily identifiable. This often adds a considerable amount of time to the review process. Now when...

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