Business Update

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...

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...

Announcement: F&A Rate Base Year Changed to FY22

July 1, 2020

Due to the unprecedented circumstances surrounding COVID-19 and the reality that research activities are just beginning to resume on campus, Yale applied for and was granted an extension in its timeline to renegotiate its federal facilities and administrative (F&A) rates. As such, the...

Policy and Procedure Updates as of July 1, 2020

July 1, 2020

The following documents have been updated, reviewed, and are now published as in-force on the Policies and Procedures website .

Financial Review Checklist and Related Procedure Related Documents:...

Requesting DSP support for areas supported by Yale ITS

July 1, 2020

ITS has had to modify how on-site support will be delivered by the Distributed Support Providers (DSPs). The requirements for physical distancing measures, the reduced number of support staff physically allowed on campus, the sanitizing measures for those staff and all equipment they touch, and...

Account Holder Report by Person (AHR by Person) is now live – (June 29)

June 29, 2020

Summary

The Account Holder Report by Person (AHR by Person) is now live and is updated with enhancements requested by the community. For on-demand information about these changes, please use this link:...

Year End Close – Accounting Date for Journals and Adjustments

June 24, 2020

The July accounting period will be open for all activity beginning on Wednesday, July 1, 2020.

When processing accounting journals and accounting adjustments, please be mindful of the date used making sure the transaction is posted in the correct fiscal period.

In...

Notifications for accounting journal cancelations

June 24, 2020

Beginning on Thursday, June 25, a notification will be sent when an accounting journal is canceled. These notifications will be sent to the individual who originates an entry. The process will run daily at 8:00 a.m. and provide a list of accounting journals canceled the...

AP contacting suppliers encouraging enrollment in direct deposit payments

June 24, 2020

Due to the COVID-19 pandemic, Accounts Payable (AP) is trying to cut down on the amount of checks it prints. AP is contacting certain suppliers by email in hopes of encouraging them to arrange for direct deposit payments instead.

As an added security measure, these emails will be...

Action Required: Purchase Order closures and change orders Suspended July 1 – 13, 2020

June 24, 2020

Action Required : In progress FY 2020 requisitions and change orders, must be fully approved by 5:00 p.m. Tuesday, June 30, 2020.

Procurement will not close FY 2020 purchase orders between July 1 and July 13, 2020 POs created after July 1, 2020 may still be closed during...

Change to Grant Budget Category

June 24, 2020
Summary: Printing and Publications budget category for Grants has been decommissioned Existing budget amounts in this category will be moved to Services Expense Details:

As part of the enhancements to the Account Holder by Person report (AHR by Person report), Grant budget categories were...

Yale Health hires new Lead Administrator

June 17, 2020

Yale Health is excited to welcome Joanne Roux as their new lead administrator, who started on Monday, June 8, 2020.

Prior to joining Yale Health, Joanne was the Vice President of Finance at Neighborhood Health Plan of Rhode Island. She previously held responsible financial positions at...

New date validation when itemizing a PCard expense

June 17, 2020

Effective Thursday, June 18, 2020, preparers will no longer be able to alter the transaction date of a Purchase Card (PCard) expense when itemizing charges on an expense report.

If an expense report contains an itemized PCard expense and the itemization line date does not match the date...

Finalize and submit draft expense reports by July 17, 2020

June 17, 2020

Please finalize and submit any draft expense reports by July 17, 2020. Reports that remain in draft will be cancelled. Once expense reports are cancelled the credit card transactions will return to an active status, which can be viewed under “Unexpensed Credit Card Transactions - Yale” report...

Account Holder Report by Person with enhancements available June 29

June 17, 2020
Summary On Monday, June 29, the Account Holder Report by Person (AHR by Person), will be updated with enhancements requested by the community. On-line materials or one of three optional 45-minute...

Policy and Procedure Updates as of June 10, 2020

June 10, 2020

The following documents were updated, have completed their review period, and are now published as in-force on the Policies & Procedures Website .

Policy 1410 University Service Providers Related Documents:...

Mass closure of inactive Purchase Orders

June 10, 2020

To reduce the volume of obsolete commitments and obligations, Yale Procurement plans to perform a mass closure of inactive purchase orders (PO) beginning the week of June 15, 2020.

Criteria for the mass closure will be:

PO was created on or before March 31, 2019;...

Updated Dashboard and New Workday Report

June 10, 2020
Award Closeout Review Dashboard updated to Tab Views

The Award Closeout Review Dashboard will now contain two tabs that distinguish Business Office from the Office of Sponsored Projects (OSP) Central Office review. Due to security constraints, the reports on the OSP tab will only be available to...

Long Service Recognition – Finance, Auditing and Business Operations

June 3, 2020

Congratulations to Yale staff members who are celebrating milestone service anniversaries from July 1, 2019 through June 30, 2020! Although we were not able to celebrate in person this year, we are no less thankful for their dedication.

Please take a moment to review this year’s...

Reminder: Change to Monthly Timecard Codes for M&Ps who are not working

June 3, 2020

On April 24, 2020, Employee Services distributed an email regarding changes to monthly timecard codes for M&P employees not working. This is a reminder of those changes. The text of the original communication is below:

Effective with the April 2020 time reporting period [ and...

FileNet upgrade complete

June 3, 2020

Yale has been working on an upgrade to FileNet, the Enterprise Content Management System. FileNet is a long-term archival document management system currently housing several million University documents across a dozen repository areas.

The FileNet upgrade launched on June 1, 2020. The...

Microsoft Teams: Get work done by working together

May 28, 2020
Summary

All members of the Yale community have access to Microsoft Teams, a cloud-based communication and collaboration workspace that is part of Office 365. Whether you are part of a project team, study group, department, or workgroup, Teams makes it easy for individuals and groups to have...

Upcoming Project Management meetings

May 27, 2020
June Project Management Meeting: Using Microsoft Teams to Manage your Projects

Microsoft Teams is now available to all Yale staff, and can be a useful tool to facilitate communications and sharing of information across teams and individuals. If you are interested in learning more about Microsoft...

New Supplier Contract Report now available

May 20, 2020

A new report, entitled “Find Supplier Contracts by Cost Center – Yale,” provides Cost Center Financial Analysts the ability to view supplier contracts within their hierarchy. Basic data such as Supplier, Status, Total Contract Amount, and contract start and end dates are provided.

By...

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