Business Update

New report listing Invoices over 90 days old

May 20, 2020

Effective June 1, 2020, Yale Shared Services will begin distributing a new report listing all unapproved, unpaid invoices older than 90 days. The “Invoices in Progress More than 90 Days -Yale Report” will be generated quarterly and emailed to all Senior Directors.

Aging, unapproved, and...

Protecting your online identity with DUO Everywhere

May 20, 2020
Protecting your online identity

In the weeks since we have been working remotely, Yale has experienced a substantial increase in attempts to compromise NetIDs. This puts our intellectual property, faculty research data, and personal information at heightened risk.

Yale has been working...

XLOOKUP for Excel from Microsoft

May 20, 2020

Microsoft has just added a powerful new function to Excel: XLOOKUP. Use the XLOOKUP function when you need to find things in a table or a range by row. For example, find an employee name based on their employee ID, or the planning unit code based on the cost center. With XLOOKUP, you can look in...

Update to Reporting Tool – Monthly Financial Review Checklist Dashboard

May 20, 2020

Based on feedback from the Financial Compliance and central Procurement groups the monthly financial review checklist dashboard has been updated to align with Yale’s policy and procedures as follows:

Procedure 3215 Section: 2 Use of the Yale Purchasing Card paragraph 7 which reads:...

Dashboard Corrected - Award Closeout Review

May 20, 2020

The Commitments and Obligations sub-report on the Award Closeout Review Dashboard has been corrected. Now it only includes current fiscal year commitments and obligations. Previously, it included grant inception to date commitments, which would sometimes lead to erroneous commitments or...

New Zoom Course - Introduction to the Chart of Accounts

May 13, 2020

The purpose of this course is to provide a basic understanding of the Chart of Accounts (COA) structure at Yale and knowledge on effective use of the COA, enabling consistent and meaningful University reporting. The next course is scheduled for Tuesday, May 19. Individuals can register for “...

Policy and Procedure Updates as of May 13, 2020

May 13, 2020

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

New email for Financial Compliance Department

May 13, 2020

The Financial Compliance Department, within the Controller’s Office, has a new Yale email address,...

Reminders & new deadline regarding Policy 2820 Acceptance of Credit & Debit Card Payments

May 13, 2020

Below please find several important reminders and information on a key new deadline related to Policy 2820 Acceptance of Credit & Debit Card Payments. This policy governs all Yale...

New - Weekly PCard notices to cardholders

May 13, 2020

Starting Tuesday, May 19, University Purchase Card (PCard) holders will begin receiving automated weekly emails for new unprocessed credit card expenses. Currently, the message is only available in their Workday notifications. The email will be a direct copy of the Workday notification. This...

Four Visa Card Programs for paying study subjects

May 6, 2020

Yale’s Treasury Services announces four Visa Card Programs for paying study subjects:

OnCore is the preferred method for managing studies and paying study subjects. When subjects are enrolled in the program, payments are made automatically once a visit is marked as...

Fiscal 2020 Year-End Closing Instructions

May 6, 2020

Links to the instructions and calendar for the year-end close for the fiscal year ending June 30, 2020 (FY20) are available in the online accounting manual , and have been provided below for your...

Update Workday Cost Center contact information

May 6, 2020

All unit leaders are reminded to review and update as needed the report:

Lead Administrator and Operations Manager by Cost Center – Yale”

This report lists the Lead Administrator, Operations Manager and Senior...

Payroll Obligations for FY21

May 6, 2020

To prepare for payroll obligation creation, please review the reports Find Position Restriction Costing Allocations - Yale and Find Workers Costing Allocations by Home Cost Center - Yale to confirm all workers have costing allocations at least through the end of FY21 at one level of the costing...

New Lead Administrator joins Jackson Institute

May 6, 2020

The Jackson Institute for Global Affairs is excited to welcome Alexa Schlieker as their new lead administrator. She will start the position on July 1, 2020.

Alexa’s ten years at Yale in a variety of roles prepared her for the wide range of programming and activities at the Jackson...

Follow-up: Strategic Listening Post

May 6, 2020

Dear Colleagues,

We are inspired by all of you who have stepped up and continued to support Yale’s mission and make progress on our goals during these challenging times.

To better understand what is on employees’ minds, we conducted a Strategic Listening Post exercise last week...

New credit memo redemption policy and Zoom training

May 6, 2020

Yale Shared Services is implementing a new practice to promote the timely redemption of credit memos issued by our suppliers. Effective May 1, 2020, any Yale department with a credit memo that is 90 days or older will be contacted by Yale Shared Services (YSS). YSS will partner with them to...

Reminder: Hierarchy changes - FY20 year-end timetable

May 6, 2020

Please note that prior to the FY20 year-end close period, the last opportunity for Chart of Accounts (COA) requests related to segment closures, cost center hierarchy changes or reorganizations is May FY20 month-end (calendar June). Closures generally resume with the September month-end (...

Policy and Procedure Updates as of April 29, 2020

April 29, 2020

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

Update - Assigning Costing Allocation end dates

April 29, 2020

When a position change has been approved and the employee has a Worker Position level costing allocation with an end date that is empty or after the employee’s start date in the new position, the costing allocation end date should be entered or updated.

Effective April 30, 2020, the Cost...

Scheduled outage April 30 – Bomgar remote support software

April 29, 2020

Summary:

The remote support software, Bomgar, will be unavailable between 8:00 p.m. and 10:00 p.m. on Thursday, April 30. You will not be able to share your desktop with support staff during this time. The software upgrade includes a re-brand and will now be called...

Updated - Accounting manual – Grant accounting guidance

April 29, 2020

The “Accounting for Grants” section of the online Accounting Manual was recently updated and published by the Controller’s Office. The document now includes accounting information for program income and interest on non-federal awards. The Accounting Manual provides information and guidance for...

New Report - Accounting Adjustment Questionnaire Responses

April 22, 2020

A new report was recently released in Workday called “Accounting Adjustment Questionnaire Responses - Yale.” This report was created for business offices who can now view the responses entered in the justification questionnaire of an accounting adjustment when a grant worktag is involved....

New report to review travel related expenses

April 22, 2020

A new report was developed to help identify if a previously submitted travel related expense, that may have been cancelled, requires reimbursement to the University. The new “Expense Reports Lines and Itemizations – Yale” is now available in Workday. Departments can now review expense report...

Closing obsolete Purchase Orders

April 15, 2020

As a best business process practice, departments are encouraged to run a report that identifies each open purchase order (PO) COA obligation. Regular periodic review of this report will help departments understand their outstanding financial obligations via POs.

To help departments...

Changes - Fiscal 2020 year-end GA Sweep

April 15, 2020

For the FY20 year-end close, the General Appropriations (GA) Sweep will no longer include suspense balances in the process. This means that any GA balances sitting in suspense programs or projects will not be swept when the FY20 GA Sweep runs for the final June close...

Accounts Payable streamlines supplier change requests

April 8, 2020

In August 2018, Accounts Payable (AP) implemented a new procedure to prevent fraud within Yale’s supplier database . Requests to change banking information...

Hierarchy changes - FY20 year-end timetable

April 8, 2020

Please note that prior to the FY20 year-end close period, the last opportunity for Chart of Accounts (COA) requests related to segment closures, cost center hierarchy changes or reorganizations is May FY20 month-end (calendar June). Closures generally resume with the September month-end (...

Update - Treasury Services drop boxes

April 8, 2020

Treasury Services remains closed to in-person transactions, but continues to process and deposit cash sales. There are two drop boxes available for departments to place cash sales.

On the Grove Street side of the 2 Whitney Avenue building there is an exterior drop box to the left of the...

University-wide guidance on use of COVID-19 Project

April 8, 2020

University Finance has established a project to be used for specific activity related to COVID-19. The purpose of this project is to provide visibility to unplanned COVID-19 expenses for identification of related budget variances, tax reporting, and potential stimulus funding applications. The...

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