Business Update

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

August 26, 2020

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...

Annual Tax Notificaton Reminder for supporting organizations of Yale University

August 26, 2020

In accordance with U.S. Treasury Regulations, certain charitable organizations established to support Yale and operated in connection with the university (referred to as “Type III supporting organizations”) are required to provide the following information to the university annually:

a...

Reminder - New Financial Activity and Balances report (FAB) training

August 19, 2020
Summary New Financial Activity and Balances report (FAB) is now live on the Power BI Report Server . The FAB report is similar to the legacy Account Holder by PTAEO report and can be subscribed to and distributed via email based on...

Find Workers Costing Allocations by Charging Cost Center – Yale

August 19, 2020

On Wednesday August 19, an updated version of the report Find Workers Costing Allocations by Charging Cost Center – Yale will be released. For those who have set filters and/or have this report scheduled, the filters need to be re-set and the report rescheduled.

To review filters and...

eCommerce Payment Acceptance at Yale (ePAY) Project Launch

August 19, 2020

The University is launching the eCommerce Payment Acceptance at Yale (ePAY) project to standardize credit card payment acceptance, processing, and reporting across Yale. Beginning this summer, the project will develop and implement an eCommerce platform that is Payment Card Industry Data...

Policy and Procedure updates as of August 19, 2020

August 19, 2020

The following draft documents are now available for review and comment and are posted on the Policies and Procedures Drafts Site . The documents will be posted on the drafts site for a period of 30 days. Please...

eShipGlobal Enhances Inbound Shipment Process

August 19, 2020

Beginning Friday, August 28, 2020, the University’s express shipping tool, eShipGlobal, will implement a new process to streamline inbound shipments to Yale. With this enhancement, the Yale person expecting a shipment will be responsible for creating the inbound shipment details. The person...

Finance Organizational Announcement from Steve Murphy

August 12, 2020

On Thursday, August 6, Steve Murphy, Vice President for Finance and Chief Financial Officer, announced organizational changes at a Finance All-Hands meeting, followed by a memo to the Finance organization.

After an in-...

Policy Updates as of August 12, 2020

August 12, 2020

Yale has updated Policy 1607 Information Technology Appropriate Use Policy and...

Out-of-State Work location due to the COVID-19 Pandemic

August 12, 2020

As many faculty and staff are working remotely as a result of the COVID-19 pandemic (“the pandemic”), the university is reviewing the out-of-state work locations of faculty and staff and updating the university’s records, as applicable. This review is required to ensure the university’s...

New Petty Cash voucher for COVID-19 Testing Reimbursements

August 12, 2020

On Wednesday, July 29, 2020 the University announced that graduate and professional (G&P) students not planning to live...

Kronos/Payroll Costing Change - August 16-22

August 10, 2020

Effective with Weekly Payroll period August 16– August 22, 2020 Kronos will send Payroll Costing Allocations to Workday only if alternate charging in the form of a Transfer is entered in Kronos. Currently, ALL Costing Allocations in Kronos, whether adjusted or not, are sent to Workday. Payroll...

Scheduled Yale internet outage - Sunday, August 9

August 9, 2020
Summary Yale ITS will perform planned maintenance to the campus network on Sunday, August 9, from 5:30—6:30 a.m. Expect up to 45-minute outages affecting Yale’s Internet connections, impacting: Yale VPN and Central Authentication Service (CAS) locally hosted Yale websites Workday, ServiceNow...

Recent Organization Changes in Finance

August 7, 2020

Dear Yale Finance and Audit colleagues, I want to elaborate on the information shared in the Finance All-Hands meeting yesterday.

In October 2019, we started an operational review in Yale Shared Services (YSS) that was initially in response to a leadership change. We started with...

Yale Central ID Center open by appointment

August 5, 2020

Beginning Monday, August 3, 2020, the Central ID Center will be open Monday – Friday 9:00 a.m. to 3:00 p.m. by appointment only. This is being done to maintain social distancing. The Medical School ID Center will remain closed. Please...

Financial Review Checklist updates and enhancements

August 5, 2020

Recently, the Controller’s Office made enhancements to the Financial Review Checklist . As part of this change, the checklist has been enhanced. These enhancements now include all relevant...

Accelerated/Decelerated Spending on Awards – Yale report has been updated

July 29, 2020

The Accelerated/Decelerated Spending on Awards – Yale report has been updated. There were two issues reported previously, and these issues have been corrected:

For the award owning view, to see both the Authorized Amount for the entire Award, plus the Funding Amount, Expenses and Remaining...

300 George Street renovation includes new telephony system

July 29, 2020

Please share this important message to individuals in your area(s) of responsibility, as needed.

300 George Street, 6th floor, is under renovation. The current telephony system will be decommissioned to allow for space expansion in that area. Approximately 547 Yale telecom lines have...

Timekeeping transition to MyTime Lite

July 29, 2020

Starting on July 29, 2020, most managerial and professional staff, clerical and technical staff, temporary staff, active retirees, and faculty managers who are time card approvers will use MyTime Lite for time entry and approval. The MyTime link will redirect impacted users to MyTime Lite...

Upcoming Journal Entry Deadlines - Fiscal 2020 Year-End

July 22, 2020

Please take note of the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 24 – 3:00 p.m. – Journal entry cutoff for Self-Support Schools including YSM Central, Division of Faculty Salaries, and the Provost Administration....

Finance Course: Introduction to the Chart of Accounts - New Offerings

July 22, 2020

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...

Financial Activity and Balances (FAB) report update and training

July 22, 2020
Summary: Beginning July 25, the FAB report will require you to input a Subscription Description, To Email Address and Email Subject in addition to the Accounting Period in order to access Company and Cost Center values. All required fields will include an asterisk. The FAB report is similar to the...

Upcoming Journal Entry Deadlines - Fiscal 2020 year-end

July 8, 2020

Please take note of the following upcoming journal entry deadlines. All dates relate to the June period unless otherwise stated.

July 10 – 3:00 p.m. – Journal entry cutoff for university service providers (USP, formerly referred to as ISPs), source system owners and charges to departments...

Serlin International Limousine now approved Yale Vendor

July 8, 2020

Serlin International Limousine is now on Yale’s Egencia platform. This approved vendor provides world-class chauffeured transportation services in Connecticut, Westchester County and the Greater New York City area. They also provide service in more than 450 cities around the world with a...

Year-end-close deadlines - Canceled Accounting Journals and Accounting Adjustments

July 8, 2020

On Friday, July 17, accounting journals and accounting adjustments that have a status of “in-progress” at 3:00 p.m. will be canceled to run the fund balance roll-forward for the FY21 July fiscal period. Accounting adjustments will be closed for FY20 at that time.

The following week, on...

Action Required - 2020 Lead Administrator Environmental Controls Questionnaire

July 8, 2020

As a reminder, Lead Administrators and Senior Directors are required to complete the Annual Attestation for FY20. Please do so at your earliest convenience and send to...

Issues with Accelerated/Decelerated Spending on Awards – Yale report

July 8, 2020
Summary

The following issues have been identified with the Accelerated/Decelerated Spending on Awards – Yale report and are being researched and fixed:

The Funding Amount may be incorrect if a value is input in the Cost Center Hierarchies or Cost Center prompts and the Organization for the...

Year end schedule and guidance for Account Holder by Person and Financial Activity and Balances reports

July 8, 2020

To support year-end processing for fiscal accounts using a non-grant budget, multiple report events will be run. Fiscal accounts will be “held” in May/June, and accounts using grant budgets will advance as normal into June/July. Since the Financial Activity and Balances (FAB) report only...

Procurement Obligations Roll Forward - July 13, 2020

July 8, 2020

Beginning at 5:00 p.m. on Monday, July 13, 2020, Procurement will begin a “roll-forward” process. This process will automatically update the budget date to July 1, 2020 on all purchase orders (POs) and supplier contracts with open obligations created prior to July 1, 2020.

Obligations...

Return to Campus Reports Now Available

July 8, 2020
Summary Return to Campus reporting is now available for Division Leaders, Professional School Deans, Lead Administrators, PIs, and some supervisors. For more information, and to access these reports, visit the...

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