December '24 Controller's Office News

Recently Issued YSM Policies, Procedures, and Guidelines

The following policies, procedures, and guidelines were issued in recent months and communicated at the October 15, 2024 F&A Managers meeting. While some items are new to the community, others have been in practice for some time and have only recently been formalized and published within PolicyTech.

• YSM Gift Assessment Reduction or Waiver – Policy​
• YSM Gift Assessment Reduction or Waiver Request – Procedure​
• General Allocation (GA) – Policy​
• Academic Program Support (APS) Contribution – Policy​
• Lodging – Guideline​
• Yale New Haven Health System Special Funds Process – Frequently Asked Questions – Guideline​
• YSM Centralized Billing for Workday – Procedure​
• Monthly Accounts Receivable and Billing – Procedure​
• YSM VA Salary Coding – Procedure

Please contact ysmcontroller@yale.edu with questions.

Clinical Funds Flow Update

For the November period, when Yale Medicine processes the funds flow model, they will exclude the overhead and benefit payments based on FY2024 rates from ledger accounts 42050: Patient Care Income - RVU Payment and 42051: Patient Care Income - Startup RVU Payment. Two new ledger accounts have been created to use for these payments (42057: Patient Care Income - Overhead Payment and 42058: Patient Care Income - Benefits Payment).

The payments that departments receive for overhead and benefits in November will be based on year-to-date FY2025 October actual figures and a one-month average for November in an effort to have an accurate number of months paid out. Yale Medicine will perform a reconciliation at year-end. This will take place for both RVU Model areas as well as Staffing Model areas.

Please contact tara.gambardella@yale.edu with questions.

Enhanced COA Segment Closure Dashboards

Users with Cost Center Financial Analyst (CCFA) and Cost Center Payroll Details (CCPD) Workday access were notified by University Finance on November 26, 2024 of various enhancements to the existing Workday COA segment closure dashboards (Cost Center, Program, Project, and Assignee).

These dashboards were created to assist departments in completing the Segment Closure Form and Checklist. A User Guide is also available at the above link.

Please contact coa@yale.edu with questions regarding segment closure procedures and askfinance@yale.edu for technical assistance.

Amazon Business

As noted in the November 13, 2024 Business Update, there are now two options for employees to purchase from Amazon: The new Jaggaer Punchout Catalog and Yale's Amazon Business Prime webpage. For details, please visit the above link and contact askfinance@yale.edu with questions.

Space Update Deadline

Reminder that space data must be updated by December 11, 2024 in preparation for the FY2026 Planning Meetings. Please send an email confirmation to Mariah Priest, Andy Pels, and Trinity Kiley verifying your space has been reviewed and is up to date by the date noted above. Any updates received after this date will not be included in your department's planning meeting current space data report. We encourage you to submit your updates as soon as possible, especially as Q2 forecast submissions are due on December 13, 2024.

Balance Sheet Reconciliations

Please remember that, as part of preparing the monthly Financial Review Checklist, balance sheet reconciliations are to be completed within ten days of the month-end close.

To guide departments in better understanding these reconciliation responsibilities, the YSM Controller's Office published in PolicyTech the YSM Balance Sheet Reconciliation Responsibilities - Reference document this past summer.

Please contact ysmcontroller@yale.edu with any questions.

Prioritization of Federally Funded Equipment

Guidance related to the prioritization of federally funded equipment was published on the University Service Provider (USP) Resources webpage in August 2024. For those departments or USPs using Moveable Equipment Inventory (MEI) that is fully or partially funded with federal awards, there are federal requirements for the use of that equipment, even if the federal funding source is inactive. This document outlines the requirements with which departments and USPs must comply.

Approval Process for Sponsorship and Donation Requests

In accordance with Policy 3303 Gifts from University Funds, departments must seek approval for all gifts or donations other than those allowed specifically by this policy. This includes all sponsorships, regardless of dollar amount.

Please contact ysmcontroller@yale.edu with the following information (including any relevant supporting documentation):

• Department
• Cost/Sponsorship level
• Organization
• Business Purpose
• Benefit to Yale University

The YSM Controller's Office will review and coordinate approval requests with YSM leadership as well as the University Controller's Office.

Salary Over the Pension Cap Rebate Process

To support the new salary over the pension cap rebate process, as set forth by the University, the YSM Controller's Office published a procedure as well as a reference document
which provides detailed instructions for inputting and updating data into the Microsoft Teams file that the YSM Controller's Office uses to create the monthly departmental rebate journal entries.

The YSM Controller's Office also sent a message to the YSM Finance community on October 28, 2024 with a list of frequently asked questions and responses. That document is currently under internal review and will be formally published in PolicyTech in the near future as a guideline.

Please continue to contact ysmcontroller@yale.edu with questions.

Non-Sponsored Contracts and Invoicing

In a message that was distributed to the YSM Finance community on November 14, 2024, the YSM Controller's Office reminded departments to ensure that all non-sponsored (non-YNHHS) contracts that have been fully executed be sent to the Centralized Billing team at ysminvoicing@yale.edu.

• If the contract has pre-determined installments, the invoice request template does not need to be completed. The contract, COA, customer name, and contact email are all that's needed.
• If the contract is variable, the Workday Invoice Template - Form must be fully completed and submitted along with any supporting documents required by the customer.

As a reminder, if you’re requesting an invoice for a new contract, please check that the customer is a current customer in Workday.

Lastly, please send all invoice requests for December to ysminvoicing@yale.edu by December 19, 2024 at 4:00 p.m. The team will continue to invoice as time allows through December 23, 2024; however, only invoices submitted by the 19th are guaranteed to be processed before the end of the calendar year.

Cost Share Reason Codes

As noted in a message from the YSM Controller's Office to the YSM Finance community on October 31, 2024, updates were made to Workday system validations to no longer require reason codes on cost share journal entries that are loaded via the MFT process.

Note that the validation will still trigger for cost sharing journal entries created directly in Workday manually.

Please continue to contact ysmcontroller@yale.edu with questions.