New Business Operation Forms

Individual or Department PCard limit increase: Under appropriate circumstances, with proper business reasons, exceptions to the standard PCard limits may be justified. In such instances, the below form should be completed and submitted. 3215 PR.01 Yale Purchasing Card Procedure

Deposit Form: The University requires checks/cash must be deposited within 24 hours of receipt. Funds belonging to the University should be deposited promptly using the below form. This will create a Jira ticket for easy tracking. When you have a check/cash you must complete this form prior to bringing the check to Business Operations. Once you bring the check/cash to Business Operations, we will print a copy of the Jira ticket along with a signature from Business Operations staff as a receipt. You will also receive an email once the ticket has been closed.

Welcome to School of Management!

On behalf of the Business Operations for the School of Management, we would like to offer you a Business Operations Toolkit. I am confident you will find these best practices beneficial to your role. Below are the best practices, attachments, and helpful links for you.

Welcome Tool Kit

Financial Training

Onboarding - Finance Foundations

Finance Foundations is an onboarding program for staff new to a finance-related role, either as a new hire or a transfer from within the university. The program provides the foundational knowledge and skills needed to fulfill the roles and responsibilities of a financial professional in the Yale community.

Creating Expense Reports	Purchase Contracts Part 1	Purchase Contracts Part 2 – Services Contracts

Contact Business Operations for Help!

Looking for Forms? All Yale forms can be found here

Explore the SOM Business Operations Service Catalog by Category

Service Category

Description

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Procurement Toolkit

Information about purchasing goods and services from a supplier, finding a supplier, shipping options, purchasing guidelines, payment guidelines and travel services assistance.

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If this is what you are looking for, visit the Purchasing Goods and Services page directly

Procurement Toolkit

Payroll - Hiring Contact List, Student Employment (Hourly) and Teaching Assistant

Information about Payroll and Hiring at SOM, including contacts for Payroll, hiring types, information about Yale payroll and more

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If this is what you are looking for, visit the Payroll and Hiring Guides page directly

Payroll - Hiring Contact List, Student Employment (Hourly) and Teaching Assistant

	Hiring Contact List	Information on who to contact to hire different employee types at SOM.
	Hiring Student Employees (Non-Teaching Assistant Role)	Information on hiring temporary Yale University undergraduate student employees (both work-study and non-work-study students) and hiring graduate and professional student hourly employees.
	Hiring or Becoming a Teaching Assistant	Information about hiring a Yale Student for a Teaching Assistant role or registering to become a Teaching Assistant. Please remember that you'll need to register for each course you teach.

Yale School of Management Spending Guides and Helpful Links

Annual spending memo's, Yale School of Management Business Operations helpful links to assist with financial transactions

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If this is what you are looking for, visit the Yale School of Management Spending Guides and Helpful Links page directly

YSOM Helpful Links

	Yale SOM Honoraria	An honorarium is a token payment made to bestow recognition to an individual for a significant service they perform, for which payment is not required or requested.
	Deposit Form	Depositing Cash or Check to SOM Business Operations
	Yale Electronic Receipt Documentation
	Study Subject Instructions	To clear/reconcile transactions related to any online study platform. All deposits should be cleared within 30 days per the University PCARD policy.
	SOM Faculty Spending Guidelines	Annual guidance for incurring and processing Faculty expenses, including travel, conferences, procurement, and restricted items.
	SOM Staff/Program Spending Guidelines -	Annual guidance for incurring and processing Staff/Program expenses, including travel, conferences, procurement, and restricted items.
	Frequently Used Expense Item and Spend Category (Spending Categories SC)	List of frequently used Expense Items vs. Workday Spend or Revenue category. Subject to change, Business Operations may request you to use a different Spend Category or Expense item.**
	Workday Mobile Application	Did you know? Workday provides a mobile application for iPad, iPhone, and Android devices. You can use the Workday app for multiple tasks, approve expense reports, and request a quick expense report or time off.
	SOM W9	Taxpayer Identification Number

Yale University Helpful Links

Yale University helpful links for financial transactions and University websites

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If this is what you are looking for, visit the Yale University Helpful Links page directly

Yale University Helpful Links

	Accounting for air travel guide	Provides information on how to break out/itemize the business travel
	Airfare Codes It's your Yale	Helpful Airfare Codes
	Directory	Yale University Faculty, Staff and Student Directory
	eShipGlobal site	Send packages via Federal Express, UPS, USPS and DHL and charge the expense directly to your account using a COA. Please login with your Net ID and password.
	Expense Report Checklist
	Yale Electronic Receipt Documentation
	International Tax Office Payment Planning Tool	This page provides the University community with a comprehensive guide and planning tool with respect to payments made to non-U.S. individuals who are not considered University employees and to non-U.S. entities.
	It's Your Yale	Yale's home page for human resources, finance, and administrative services information
	Oanda Currency Converter	Yale's preferred site for a currency converter
	Per- Diem Rates	When it is not practical to claim actual meal expenses, individuals may use the federally published Domestic Per Diem or Foreign Per Diem rates for meals and incidental expenses applicable for the city of travel.
	Transaction Control Number	To obtain a unique identifying number for an electronic form.
	University Forms Page	To ensure you are using the current up-to-date form, please use forms directly from this site, It is not recommended to save forms to your computer directly, this can result in using outdated forms.
	University Policy and Procedures	Yale's expectations of its community members, enhance operational efficiency, mitigate risk, and support compliance.
	Workday at Yale Training Guides	Explore training resources for Workday Financials, which include: Chart of Accounts, Expenses, Finance, Procurement, and Sponsored Awards. Training resources are available in a variety of formats including videos, training guides, quick guides, and other support documentation.
	Workday Mobile App	Did you know? Workday provides a mobile application for iPad, iPhone, and Android devices. You can use the Workday app for multiple tasks, approve expense reports, and request a quick expense report or time off.
	Yale Travel Management	Yale Travel Management provides travel services to faculty, staff, and students when traveling on official university business.

Welcome Tool Kit

Welcome to School of Management!

On behalf of the Business Operations for the School of Management, we would like to extend a Business Operations Toolkit. I am confident you will find these best practices beneficial to your role. I have included below best practices, attachments, and helpful links.

BusOps Tool Kit

Our BusOps Tool kit consists of Workday tutorial videos and guidebooks. As such, you should work through the training links identified below to become familiar with the financial system, policies, and procedures. In addition, our office helps preparers understand when to use which process. We’ve highlighted below resources for the preparer community to enhance the Workday Training Guides. Although we expect there will still be questions, especially when you are new, we also note our phone number, email address, and portal page. Please do not hesitate to reach out!

Workday and Yale Helpful Resources:

Workday Link (i.e., personal HR record, Financial and Procurement):

Login: https://workday.yale.edu

Workday Glossary:

Glossary: https://workday.yale.edu/terms/a-e

Yale Helpful Links:

Workday at Yale Training Guides: http://workday.training.yale.edu/

Yale Travel Management: https://your.yale.edu/work-yale/learn-and-grow/training/travel-and-expenses
It’s Your Yale: https://your.yale.edu/

International Tax Office Website: https://your.yale.edu/payment-planning-tool-paying-individuals

Workday Chart of Account (COA) – charging instructions:

A COA is used to classify and record financial transactions within all Workday processes
Please work with your managers to obtain your department COA; this will ensure proper financial allocations
Each segment can be searched using the segment name or number. If you notice any segments auto-populating within Workday, please ensure these match with the COA your manager provided

Workday Business Processes You Will Need to Know:

Create Expense Report – reimburses Yale employees - Expenses
Create Spend Authorization – creates a cash advance for employees - Expenses
Create Supplier Request – set-up a non-employee to receive any payment - Procurement
Create Supplier Invoice Request – process a reimbursement or payment to a non-employee who has a supplier record - Procurement
Create Requisition – buy goods or establish purchase orders for services/goods - Procurement

Workday Reports:

Find Supplier Invoice Requests – Provides a list of “Supplier Invoice Requests” for units and gives a status of where requests are in the process.
Find Suppliers by cost center – Allows users to look up suppliers and determine if suppliers have complete background checks.
My Requisitions – View each Requisition, date, amount, suppliers, PO’s and status.
My Expense Transactions – View unprocessed P-card charges.
My Business Processes in Flight – Yale - View transactions you submitted that are not fully approved

SOM BusOps Helpful Resources:

We cannot address every situation that preparers might encounter, but we’ve prepared the information below to support you on the most common types of tasks you’ll be performing: