Wayne Hayes is an accounting supervisor in the Sponsored Projects Financial Administration (SPFA) department within the controller’s office in Yale Finance and Business Operations. More specifically, he manages a team of analysts, and they are responsible for stewarding funds awarded through grants that support research at the university.
| Title | Accounting Supervisor, Grant Accounting |
| Time in current position | 4.5 years |
| Started at Yale | 2020 |
What is the role of a grant accountant at Yale?
Grant accountants support the departments that perform sponsored research at the university. Funding for research projects results from a grant written by Yale faculty members or research scientists and approved by a sponsor, be it a federal or state agency, a private institution, or another university. Our role is to ensure that the research project is carried out in compliance with the rules set forth in the grant agreement and that Yale uses grant funds for acceptable activities while doing the research.
Once the grant is approved, the award is set up in Workday for tracking. Grant-related finances are monitored based on reporting requirements on a monthly, quarterly, or annual basis. We track the reporting deadlines and provide financial reports and invoicing to the sponsors and research department as the research project progresses. We are also responsible for closing out the award when the work of the grant is completed, ensuring that all invoices are paid, and the contract requirements have been fulfilled.
What do you do in your role as an accounting supervisor?
I am one of three department supervisors and oversee a team of grant accountants. We collaborate with each other and find ways to streamline the work. We use training guides to ensure that our teams are adequately trained and understand what their role entails. We continually provide opportunities to refresh their training through drop-in sessions and Workday Learning classes. However, the work varies as each award comes with its own unique characteristics.
We support researchers with the award agreements by clarifying grant agreement terms and outlining what actions and they should or should not take. There are several Yale policies that they need to reference, in addition to federal and state rules, and other aspects which are unique to each grant. The researchers need to be familiar with each set of policies and rules so that we abide by these rules. Given the volume of rules and regulations, it is key that we either know the information or know where to find the information to ensure compliance.
What matters to me just as much as the work is helping to develop the people that report to me and to support them in realizing the career and achievements they desire. I enjoy getting to know my team and learning about their aspirations. A core part of my role that is important to me is to help them excel in whatever path they take even if that means moving out of this department because I want the best for them.
How does the grant accountant’s role connect to Yale’s mission?
Part of Yale’s mission is being committed to improving the world today and for future generations through outstanding research. That’s where grant accountants come in since we are stewarding those funds for research, making sure everything is compliant so that the university can continue its cutting-edge scientific work and receive funding. We take care of the money end of the grant so researchers can focus on their important work.
Why did you apply for a job at Yale?
Before Yale, I was in an accounting role at a software insurance company. I was looking for a different environment, and I thought that Yale might provide that because of the way this department supports meaningful research work. It is very interesting to see the various types of scientific and exploratory work that goes on here. Yale scientists are finding cures for diseases, advancing technology, and solving social issues.
What would you say to someone who is interested in this field?
You don’t have to love numbers, but you need to feel comfortable with them. It is not a traditional accounting job where you only process financials. It is a nice balance of accounting and compliance.
I would advise anyone who is new to and interested in seeking a job in this field to first look for an environment where the culture fits you, where co-workers are easy to get along with, and trust between them is evident, because that promotes positivity. Then find a mentor to be a guide because that helped me grow as a professional and as a leader. Just having someone to talk to when I was new was so helpful, a person to express understanding and give guidance on what to look for, and what not to do. Be willing to learn in a place where every day is a new experience. It takes almost a year of doing the work to feel comfortable. Finally, be okay with not always having the answer. It’s okay to make a mistake.
