Administrative Processes

In July 2017, Yale will rollout Workday Financials.  This transition will make Workday the sole source for faculty appointments, employee records, compensation, and labor scheduling.

Refer to the Office of Faculty Administrative Services Calendar of Changes - Summer 2017 for a list of important dates and changes to procedures.

General guidelines for processing transactions:

Note:  For assistance with the compensation process, go to Managing Compensation for Faculty.

  • June through September - The deadline for submitting transactions is 30 days in advance of the effective date.
  • October through May - The deadline for submitting transactions for a given month is the 9th of the month for FAS and the 15th of the month for all other schools in order for the change to be included in that month’s payroll.  Note: Forms that are not completed properly may result in a delay of being processed.
  • If the compensation is for a faculty member who is not in your supervisory organization, you will need to send the form to the supervisory organization for entry into Workday.  NOTE:  If the faculty member is being given a secondary appointment in your department, you will need to enter only the academic appointment into Workday. 
  • Submit all supporting documentation to faculty.admin@yale.edu as a complete packet.  Use the following format for the subject line:
    • Faculty Member Last Name, First Name, Transaction Type, Effective Date (mm/dd/yy)
      • ​Example:  Smith, John, Reappointment, 7/1/16
  • ​Enter the transaction into Workday after sending all documentation to facult.admin@yale.edu.  It would be helpful to OFAS staff if you include the Salesforce case # in the comments section of the transaction.
     

Faculty Appointments - New Hires
Faculty Appointments - Re-appointments and Promotions
Faculty Job Changes
Faculty Extra Compensation
Faculty Leaves
Faculty Summer Compensation
Faculty Terminations
 

Faculty Appointments - New Hires

Relevant Workday guide: Hire Faculty Process

If hiring a faculty member who does not have a pre-hire record in Workday, you may wish to use the Faculty Data Collection Form to obtain the necessary personal information to create the record:

Faculty Data Collection Form (3501 FR.09)

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Faculty Appointments - Re-appointments and Promotions

Relevant Workday guides:

(1) Recording a promotion for a faculty member.  Change Job: In Track Promotion (Academic)

(2) Re-appointing a faculty member to a primary, fully joint, or secondary appointment. Academic: Managing Appointments, and Manage Compensation (Academic) or Change Job: Work Week FTE/Location (Academic), if there is any other change to the job.

(3) Providing a faculty member with an initial secondary appointment.  Academic: Managing Appointments

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Faculty Job Changes

Relevant Workday guides:  Change Job: Work Week FTE/Location (Academic),  Manage Compensation (Academic) and/or Academic: Managing Appointmentsdepending on the type of change.

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Faculty Extra Compensation

All extra compensation should receive prior approval of the Provost’s Office.  To obtain the approval, complete the Provostial Pre-Approval for Faculty Extra Compensation and submit it to provostforms@yale.edu.

Relevant Workday guide:  Manage Compensation (Academic)

Faculty who are between appointments and need to be paid must be converted to Academic Services Providers.

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Faculty Leaves and Teaching Relief

Refer to the procedures online at http://facultyadmin.yale.edu/resources/leaves-teaching-relief.

Relevant Workday guide: Leave of Absence: Academic (Time Off)

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Faculty Search Questionnaire

Uses:  Reporting the results of a ladder faculty search and providing a detailed account of the outreach plan and recruitment efforts.  This does not have a corresponding Workday process at the current time.

Instructions/Comments:

  • Please follow the instructions at the top of the form.  The form must be submitted as a Word document and the supporting materials as a single pdf document.
  • Offers cannot be made to the candidate until this form has been approved.

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Faculty Summer Compensation

Business Process:  Providing a faculty member with compensation for work conducted during the months of June, July, and/or August, as well as programs that begin in May and span through the summer.  Note:  For summer 2017, the procedure for June will differ from that of July and August.  Please refer to the information session presentations from May 1, 2017 and May 12, 2017.

Instructions:

  1. The Summer Compensation Form is completed and submitted by the “paying” department.
  2. Submit the form directly to provostforms@yale.edu.
  3. For June 2017 only:  Enter the transaction in Workday.  For guidance, refer to the document, “Instructions for Paying Summer Compensation in Workday.”

Comments:

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Faculty Terminations

Relevant Workday guide(s):  Termination/Separation: Employee (Academic) or Termination/Separation: Contingent Worker

Instructions/Comments:

  • In Workday, terminate the employee record and this will also launch the business process to end the academic appointment.
  • Resignations - If the faculty member is resigning earlier than the term end date or has tenure, you must obtain a letter or email of resignation from him or her containing the anticipated last date of work and send it to faculty.admin@yale.edu.
  • Retirements - If the faculty member has been tenured for at least 10 years, and the years of service plus age equals 75 or greater, he or she is eligible for emeritus status.  This is NOT a termination.  This is a change in track from Ladder to Administrative -> Emeritus.

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