Business Update

Travel tips from Egencia

November 18, 2020
Add Hotel loyalty numbers to your Profile

Regularly update your Egenica profile. Add hotel loyalty numbers to receive best rates and track points. Egencia has added “member- only rates” for Hyatt, Hilton, IHG, and Wyndham to their display. These rates only display if your loyalty number is in...

Report no longer available - Sponsored Payments vs. Expenses – Yale

November 18, 2020

As of Wednesday, November 18, 2020, the report Sponsored Payments vs Expenses – Yale will no longer be available. Payment information on this report does not display.

To view information related to funding and expenses, use the Sponsored Funding vs. Expenses – Yale report. Payment...

New Procurement Toolkit announced

November 18, 2020

The Yale Procurement Team is excited to announce the launch of the Procurement Toolkit. This new resource, created in collaboration with departments from across campus, provides information and guidance to the Yale Community about the Source-to-Buy-to-Pay process. Now live on the It’s Your...

Travel Tips from Egencia

November 11, 2020

Be sure to add your hotel loyalty numbers to your Egencia Profile. Egencia has added “member-only rates” for Hyatt, Hilton, IHG, and Wyndham to their display. You will only see these rates if your loyalty number is in your Egencia profile, and you click on “see all rates” at the bottom of your...

New Controls for Workday Payroll Costing

November 11, 2020

Workday Payroll Costing includes a new control called Allowed Worktags. The control limits the choice of Funds for each Gift, Grant, and Yale Designated when entering transactions. Allowed Worktags are not new to Workday.

Built into the Chart of Accounts (COA) since its inception, this...

Finance Data Mart - New Interactive reports

November 11, 2020

The new Financial Data Mart Interactive Reports are targeted to be available on Monday, November 30, 2020.

Interactive Reports are launched from the Power BI Report Server . Virtual training begins on Tuesday, December 1,...

2020 Turkey Drive - Donations needed by November 16

November 9, 2020

Help the Yale Police Department feed people in need this holiday season during the 4th Annual Turkey Drive . Consider a cash donation to help them purchase Thanksgiving dinners for needy New Haven families.

Since 2016, the...

Policy & Procedure Updates as of October 28, 2020

October 28, 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...

Moveable Equipment (MEI) Updates – Mailing of Asset Tags, Biennial Inventory, and Asset Disposals

October 28, 2020
Mailing of Asset Tags

The mailing of Moveable Equipment (MEI) asset tags has resumed. As of Monday, October 5, 2020 asset tags were mailed to Cost Centers via campus mail. This process will continue monthly. Please be on the lookout for your Cost Centers tags. If you have any questions about the...

Update: Supplier Net 45 Payment Terms

October 28, 2020
Summary

By the end of March 2021, the Procurement team will identify and convert eligible suppliers’ Payment Terms to Net 45. The purpose of this effort is to align with the newly updated General Payment Policy 3401....

Action required - CorVel to administer workers’ compensation claims effective November 1, 2020

October 21, 2020

As of Sunday, November 1, 2020, Yale began partnering with the third-party vendor, CorVel, to administer its workers’ compensation claims. FutureComp no longer handles workers’ compensation matters. Starting November 1, 2020 all existing claims, as well as new claims, reside with CorVel....

Replenishing PPE supplies for you and your department

October 21, 2020

Yale is committed to the continued safety of all those returning to work, and has taken additional measures to ensure that supplies of critical personal protective equipment (PPE) remain available to our research community. To that end, the University has centrally procured PPE supplies in bulk...

New Accounting Journal Close Deadline

October 21, 2020

Accounting Journal submission(s) will be restricted after 3:00 p.m. on the day of the month-end close. Journals that are in-progress by 3:00 p.m. can continue to route for approval until 8:00 a.m. the next day. Journals that have not been submitted by 3:00 p.m. will need to be created or copied...

Personal use of university vehicles - Reporting

October 14, 2020

There are yearly tax implications for Yale employees who utilize university vehicles for personal purposes. Yale is required to report the value of the personal use of a university vehicle by an employee as additional taxable wages on the employee’s Form W-2, Wage and Tax Statement.

The...

Reminder - Annual electronic filing requirement for small exempt (Student) organizations

October 14, 2020
Reminder for Certain Student Organizations: Annual Electronic Filing Requirement for Small Exempt Organizations – Form 990-N

Most small tax-exempt organizations whose annual gross receipts are normally $50,000 or less are required to submit Form 990-N electronically, also known as the e-Postcard...

Reclassification and Transfer Guidance – Updated in Accounting Manual

October 14, 2020

The Reclassification and Transfer document in the online Accounting Manual was recently updated by the Controller’s Office. The updates added emphasis to guidance regarding gifts on page 2 and updated the decision tree...

Workday Create & Review Requisition Virtual Tour Recordings

October 7, 2020

In March 2020, a Workday upgrade was implemented that included changes to the Create Requisition and Requisition Approval process. The following virtual session recordings, highlighting updates from the March upgrade are now available on the Workday Training site.

The...

Change in Accounting Date Validation

September 30, 2020

Recently, a change was made to the validation of Accounting Date on all transactions. Historically, the Accounting Date validated against the Award Schedule in Workday which was inconsistent with the budget date validation, as well as problematic for financial reporting. With the validation...

Financial Review Checklist – MEI Updates

September 30, 2020

The Financial Review Checklist (FRC) ( Form 1101 FR.01 ) was revised as of July 1, 2020, to provide enhanced clarity around the minimum required financial review activities for each respective time...

FY20 Year-end and First-quarter Close

September 30, 2020

The general ledger for FY20 officially closed last week. The FY21 first quarter closes the week of October 5, 2020 with the September month-end. Please note, when running FY21 financial reports, that July beginning balances reflect the final year-end close balances.

Other information and...

Interim Policy Updates as of September 30, 2020

September 30, 2020

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

Workday reporting issue

September 30, 2020

Due to the recent Workday update, a filter option in some Workday reports is generating an error. Previously, the greater then/less then filter when set to “0,” filtered out all lines that had a zero balance making some large reports easier to review. Now, because of the update, when entering “0...

FY20 Year End Close Confirmed for September 25

September 23, 2020

The FY20 general ledger close, tentatively scheduled for Tuesday, September 22, 2020, has now been confirmed for Friday, September 25, 2020. As a result, please note the following with regards to the close and related reporting:

The GA Sweep will run on Friday, September 25, 2020. The...

Clearing Uncollectible Cash Advances on Spend Authorizations

September 23, 2020

The Controller’s Office, in collaboration with Financial Systems and Solutions, has implemented a new procedure for clearing uncollectible spend authorizations (cash advances). When a department must recognize a loss for an uncollectible cash advance balance on an open spend authorization,...

Policy & Procedure Updates as of September 23, 2020

September 23, 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...

Yale exclusive "Hotel-alternative" program

September 23, 2020

In partnership with Yale, Compass Furnished Apartments has officially launched their new “Hotel-Alternative” program. Their fully-furnished New Haven apartments have been made available for all Yale staff.

At Compass, your safety is our number one priority. We have an enhanced cleaning...

New Workday Supplier Request questionnaire

September 23, 2020

Supplier Request Now Includes a Questionnaire The Supplier Request process in Workday, referenced in the new 3401 PR.01 – Supplier Setup, now includes a questionnaire to capture additional information.

After the Cost Center AP Specialist submits a supplier request, in...

ePAY Update and Announcement

September 16, 2020
Summary

Project ePAY (eCommerce Payment Acceptance at Yale) is working with University departments to standardize credit card payment acceptance, processing, and reporting across the...

Important Notice for Grant Budgets on Account Holder by Person Report

September 16, 2020

The budget presented on the AHR by Person report is based on the current open month and includes only the budget amendments entered into Workday from the Award Start Date up to the current open month. If the new budget period begins before the prior month is closed, the new period’s budget will...

Short-Term Employee Payroll Tax Deferral

September 16, 2020

Last month, President Trump issued an executive order permitting employers to defer the employee share of social security tax (6.2%) for employees who earn $104,000 or less annually for September 1, 2020, through December 31, 2020. Yale University has evaluated this optional employee tax...

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