Business Update

YaleSites upgrade project status – Spring 2023

June 7, 2023
Summary

As previously announced , Yale ITS and the Office of Public Affairs and Communication are upgrading YaleSites, Yale’s web-publishing service. This...

Purchase order closures and change orders suspended July 1 – 12, 2023

June 7, 2023
Summary Action required : All requisitions and change orders must be fully approved by Friday, June 30, 2023, for inclusion in the FY23 commitments and obligations. Departments should not submit or approve change orders between July 1 - July 12, 2023. Change orders in progress as...

SPFA sponsor-based service model portal and information sessions now available

June 7, 2023
Summary As previously announced , effective May 31, 2023, SPFA began a transition to a sponsor-based service model. The ...

New Payroll Comparison Interactive Dashboard Report available on June 8, 2023

June 7, 2023

A new Payroll Comparison Interactive Dashboard Report will be available on the Power BI Report Server starting on June 8, 2023, to support the review of payroll expenses. This dashboard report allows users to easily identify variances between periods and review trends in payroll over time....

NetIDs to be locked for Yale graduates - No action required

May 31, 2023
Summary Yale’s Information Technology Services (ITS) will lock NetIDs for students who have graduated following a one-year grace period. A similar initiative successfully went live in March 2022 for faculty, staff, and sponsored identities. Graduates from the Schools of Management and Law are...

Fringe benefit credits for CT PFML Reduction cleanup - No action required

May 31, 2023

An error in the setup of CT PFML Reduction has been identified. This pay component was not included in the rule to assess fringe during the FY23 base fiscal year. Therefore, fringe was not credited (returned to the departments) based on this pay component from July to February of FY23. As of...

New SPFA sponsor-based service model - intake portal now available

May 31, 2023
Summary

As previously announced , effective May 31, 2023, SPFA is transitioning to a sponsor-based service model and an...

Action required: New spend category for publishing fees - Open Access Only (SC797)

May 31, 2023
Summary

For improved monitoring of open access publishing costs, a new spend category has been created called “Publishing Fees- Open Access only (SC797).” Currently, units may have been using the existing “Publishing Fees – (not Open Access) (SC269)” to capture both open access and non-open...

ISPADJ Journal Source – Updated internal controls effective May 2023

May 24, 2023

The Controller’s Office is implementing updated internal controls on the ISPADJ journal source to restrict certain charges on sponsored awards, effective this month.

As previously communicated on...

Mass closure of inactive purchase orders

May 24, 2023

To reduce the volume of obsolete commitments and obligations, Procurement will perform a mass closure of inactive purchase orders (POs) beginning Tuesday, May 30, 2023 . Criteria for the mass closure will be:

The purchase order invoice status is fully paid; and The purchase...

Bee SAFE, Not Sorry: Hear it from the Experts Panel

May 24, 2023

Have you ever wondered whether to report suspicious cyber activity? Reporting security incidents is critical and it’s everyone’s responsibility. It helps protect Yale’s data and systems to enable the fulfillment of Yale’s mission.

Join Yale Information Security on...

Yale’s Learning & Development Initiative highlights

May 17, 2023

Dear Colleagues,

We are excited to share with you some of the advancements made in the Operations Learning Strategic Initiative (LSI). LSI aims to integrate staff learning and development into Yale’s...

SPFA Intake Portal and support model information sessions

May 17, 2023
Summary Effective May 31, 2023, SPFA will transition to a sponsor-based service model and an intake portal for university departments to request SPFA support. Information sessions will be held to review the benefits of the new service model and demonstrate the new SPFA Intake Portal’s functionality...

Safeguarding your device in case of loss or theft

May 17, 2023

You use your phone to access all kinds of data. From viewing your bank balance to reading Yale email to sharing information with family and friends. So much of our life lives on our phone. But is your data secure should it be lost or stolen?

The cost to replace it can be high. If the...

Account Holder Report and Financial Activity and Balances Report updates

May 10, 2023
Summary

The merchant field from Expense Reports will be available on the Account Holder Report (AHR) and Financial Activity and Balances (FAB) report starting on May 22.

Previously, the merchant’s name on the Expense Report (ER) displayed as “Expense Report” in the Payee field on the AHR...

Information Security Office lunch and learn - May 17, 2023

May 10, 2023

In April, the Information Security Office (ISO) launched its new campaign, Bee SAFE, Not Sorry about our shared responsibility to report suspicious cyber activity.

Do you know what constitutes a “security...

Reminder: Information sessions for Supplier Banking Setup and form changes

May 10, 2023

Summary

As previously announced , effective May 26, 2023, Supplier Setup Forms 3401 FR.01 Supplier Payment Setup: Wire Transfer and 3401 FR.02 Supplier Payment Setup will be...

Bee SAFE, Not Sorry - Report an Incident campaign

May 3, 2023

Last month, the Information Security Office launched its new campaign, Bee SAFE, Not Sorry, highlighting our shared responsibility to...

Information sessions for supplier banking setup and form changes

May 3, 2023
Summary Effective May 26, 2023, Supplier Setup Forms 3401 FR.01 Supplier Payment Setup: Wire Transfer and 3401 FR.02 Supplier Payment Setup will be updated to make setup or changes to supplier ACH and wire payment easier. Information sessions will be held to review the banking setup process and...

Fiscal 2023 year-end closing instructions

May 3, 2023

Links to the Year-end Closing Procedures and Year-end Closing Calendar for the fiscal year ending June 30, 2023 (...

Scheduled Outages to Network and Phones - various dates: May 15 - June 23

May 3, 2023
Summary On various dates, beginning on May 15 and running through June 23, Yale ITS will upgrade the campus network software, specifically impacting networks and phones for all buildings that have already transitioned to the...

Policy & Procedure updates - April 26, 2023

April 26, 2023

The following policy documents, which previously completed their full review and approval process, are now published and effective. Please discuss the documents with the appropriate people in your department and send any questions to...

Global Accessibility Awareness Day 2023

April 26, 2023

Global Accessibility Awareness Day (GAAD) marks its twelfth anniversary on Thursday, May 18, 2023. To celebrate, Yale’s Digital Accessibility Team is hosting a presentation and trivia with prizes. We will discuss what’s new in WCAG 2.2, why the criteria are important, and how...

Misclassification of accounting transactions related to MEI

April 26, 2023
The Capital Asset Accounting team in the Controller’s Office has recently become aware of misclassifications in the accounting book codes relating to the registration and issuing of Moveable Equipment Inventory (MEI). Briefly stated, the problem involves the inaccurate accounting on seventy-seven...

Yale Hub to Replace Student Information System (SIS) in June 2023

April 26, 2023
Summary

The existing student platform, Yale Hub , will replace the student self-service portal, Student Information System (SIS), sis.yale.edu, in June. All self-service pages currently available in SIS are already accessible via the...

Update and possible actions required: Issue with AP invoice submissions 

April 26, 2023
Summary A workaround is now available for the invoice issue reported on Wednesday, April 19 . There is no permanent solution at this time...

Bee SAFE, not sorry

April 19, 2023

Report suspicious cyberactivity right away to the Information Security Office. This action is critical to get ahead of malicious actors trying to gain unauthorized access to the important work we do every day in...

ServiceNow launches Field Service Management application

April 19, 2023
The ServiceNow Field Service Management (FSM) application has officially launched. FSM is a resource management system for dispatching technicians that track equipment assets and consumables. The application will be used by Distributed Support Providers, Telecom, Audio & Visual Support, and...

Electronic payment process and update

April 12, 2023

Departments that accept incoming electronic payments should contact Treasury Services for assistance and for the best available method. Non-sanctioned payment methods should be avoided and may result in the high fees charged to the university if payments are accepted.

Large payments should...

Policy & Procedure updates - April 12, 2023

April 12, 2023

The following draft documents, which have completed the committee stages of their formal review, are now available for community review and comment and are posted on the Policies & Procedures Drafts page ....

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