Administrative Processes

Procedures for processing transactions

Note: Workday is the sole source for faculty appointments and employee records.  Prior to entering any information in Workday, please follow the procedures below. 

Deadlines:

• 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. 
• Transactions are processed in the order they are received in the Salesforce queue if complete as described below.

1. Gather all required documents for the transaction.

   • Compensation changes or payments must include:

     • A letter or memo from a dean or provost which includes (1) the total amount being paid, (2) a description of the appointment or work being performed, and (3) the dates of the assignment or the academic term of the appointment, and the

     • Faculty Compensation Approval Form

   • All FAS transactions must include the documents required by the FAS Dean’s Office on the FAS Chart of Required Documents | Faculty of Arts and Sciences (yale.edu).

   • Professional School appointments require an appointment letter signed by one of the school deans.

   • Secondary appointments for which an appointment letter has not been generated require a completed Secondary Appointment Form.  Note to FAS departments:  Please follow the procedures online at Secondary Appointments | Faculty of Arts and Sciences (yale.edu).

2. Merge into a single merged pdf document (click here for instructions if needed) .

3. Submit all supporting documents to faculty.admin@yale.edu using the following format for the subject line:

   • m/d/yyyy (of the effective date), Faculty Member Name as it appears in Workday, Transaction Type
     • ​Example:  7/1/2024, Smith, John, Reappointment

4. Record the Salesforce case number from the confirmation email.

5. Enter the transaction in Workday and enter the Salesforce case number in the Comments section.

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