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

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

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

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:

• Reimbursement Decision Tree (Link)
• Frequently Used Expense Item and Spend Category (Link)
• Preparing and Submitting Invoices (PO and Non-PO) to Shared Services (Link)
• Business Operation Portal (Link)
• Payroll & Hiring Guide Contact List (LinK)
• Staff Memo (Link)
• Requisition to Purchase Orders (Link)

Attachments:

Expense Report Tips 101.docx

BusOps Tool Kit 101 (1).docx

How to Get Help:

• Email: sombusiness.office@yale.edu
• Call: 203-432-6004