Business Update

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 (...

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...

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...

Possible action required: Campus mail and supplier purchase orders

April 8, 2020

Due to the current COVID-19 pandemic, normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period TR&S mail and package delivery operations will continue, with a primary focus on servicing Yale’s essential on-campus operating units....

Possible action required: Campus mail and supplier purchase orders

April 8, 2020

Due to the current COVID-19 pandemic, normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period, Transportation, Recieving, and Storage (TR&S) mail and package delivery operations will continue, with a primary focus on servicing Yale’s...

Planning for year-end close – Key Dates

April 8, 2020

As in past years, the Controller’s Office plans to release the year-end closing instructions and calendar during the first full week of May (on or about May 8, 2020). The instructions and calendar will be...

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...

Scheduled maintenance: Clinical phone systems - April 1

April 1, 2020
Summary Yale ITS will perform scheduled maintenance to Yale’s clinical phone systems on Wednesday, April 1, from 6:30 - 8:00 p.m. The work is not expected to cause any interruptions. Please share this message with individuals in your area who need this information. Details

Yale ITS will...

COVID-19 - Financial Considerations

March 31, 2020

The message below was sent to Vice Presidents, Deans, Directors, and Lead Administrators, on March 30, 2020.

The Yale community has responded to the global challenge of COVID-19 in a way that reflects its strength and character. Our university is resilient. In just...

Accounting Adjustments – Reasons for Cancelation

March 25, 2020

Accounting Adjustments can be canceled for one of the following reasons:

The initiator decides to cancel the transaction If the status is ‘in-progress’ at the time of the fiscal period close (cancelled centrally) When a supplier invoice payment is reissued

When an Accounting Adjustment...

Loops and teacups for all those bicycles!

March 25, 2020

Bike racks on campus are overflowing. To accommodate the increased number of bicycle commuters on campus and address concerns that bikes are being locked inside stairwells or chained to fences, signs, or other objects outside their buildings, Yale Facilities expanded its bike rack program. This...

SciQuest Outage April 3 - 5 for upgrade

March 25, 2020

Due to SciQuest upgrade, access to SciQuest catalogs will be unavailable from Friday, April 3 at 9:00 p.m. through Sunday, April 5 at noon.

SciQuest User Interface updates

SciQuest is continuing with their plans to streamline, simplify and modernize the shopping...

Using Make-It-So to Update Payroll Costing Allocations

March 18, 2020

Do you have a Cost Center Payroll Costing Specialist role? If so, check out Make-It-So (MIS) which streamlines payroll costing allocations.

Make-It-So (MIS) is a standalone application which takes work completed in the Yale Budgeting Tool (YBT) labor plan and pushes it to Workday costing...

Virtual tour of Create Requisition update

March 18, 2020

On Saturday, March 7, Workday was upgraded to a new version. All Cost Center Requisitioners and Approvers are invited to attend a virtual guided tour of the new screens in the Create Requisition process. The tour will highlight what’s new including:

Guided Requisitioning Ship to &...

Information sessions - Faculty Annual Compensation

March 18, 2020

Two Zoom sessions are being offered to business office staff in the professional schools, including the School of Medicine. The sessions review the submission process for Faculty Annual Compensation recommendations. Lead Administrators will receive a separate email containing links to the Zoom...

Update - Treasury Services suspends in-person service

March 18, 2020

Effective immediately, Treasury Services has temporarily suspended in-person service. For spend authorizations, available payment options include: direct deposit, check and prepaid card – for those who have a Treasury issued card. Please utilize bank ATMs for cash withdrawals from prepaid...

Procurement ordering, delivery of supplies, and contract commitments - Updates as of March 18, 2020

March 18, 2020

Starting March 16 through March 31, 2020, Yale Procurement will be working remotely to support all buying activity. Procurement has been getting many inquiries about ordering supplies, timely delivery of items, and contracts. This page will be updated as needed, please check back here...

Tech help

March 18, 2020

The ITS Help Desk is receiving an unusually high number of calls and chat requests at this time. Priority of response is given to individuals whose jobs involve direct patient care, followed by faculty support and the rest of the community. IT encourages the community to review guidance on the...

A note from Accounts Payable regarding supplier check distribution

March 16, 2020

In light of President Salovey’s recent message, the health and safety of our staff remains our top priority. To that end, Yale Shared Services staff will be working remotely starting Monday, March 16. As a result, there will be no special handling or pickup for checks (e.g., payments to...

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