Prizes and Awards (PandA) Summary of Key Changes April 2018

PandA Changes Oracle - OLD Workday - NEW PTAEO captured in single column in Excel template. Dynamically created new supplier record if supplier record did not yet exist in Oracle. Dynamically created new address records for existing suppliers and performed some supplier updates. Approved batches were imported to Oracle twice a day. COA segments captured in individual columns in Excel template. Dynamically creates new supplier record if supplier record does not yet exist in Workday. For existing suppliers, all required changes need to be handled in Workday before uploading the PandA file for Pay (e.g., re-activating supplier record, creating new address, modifying existing address, and configuring supplier record to accept payments via Check). Real time invoice creation upon uploading of the approved PandA file. Edits verify that prize amounts are within the Approver’s approval limit.

PandA Changes – Supplier Record Requirements PandA payments are issued based on the Supplier record in Workday If the Supplier record does not exist for a student, PandA will create it automatically during the submission of the file. No user action is required For existing Supplier records, if the student’s address provided in the file or provided by Banner does not exist in Workday, PandA will present the following validation error message: The address you submitted for this existing supplier record does not yet exist in Workday. Please contact the Cost Center AP Specialist and request the supplier address be established in Workday prior to submitting the check request. If you don’t know who your Cost Center AP Specialist is, please contact your department business office for guidance. Once you receive confirmation from your Cost Center AP Specialist that the address has been created, you may submit the file. The NEW address will need to be created prior to uploading the file for Pay. It needs to be requested through the Supplier Change Request form and submitted to the Vendor Compliance Unit (VCU) If you have the Cost Center Financial Analyst role, run the Find Suppliers – Yale report to determine whether the supplier address exists with slight differences. If it does, edit the PandA record to enter the exact address as it already exists in Workday and submit the file.

Supplier Record Requirements… For existing Supplier records, if the student’s Supplier record is configured to accept only ACH payments, or there is no active Supplier Connection for Check payment for the address to be used, PandA will present the following validation error message: Supplier Connection for recipient 15826886 is marked as Inactive or does not exist. Please contact the Cost Center AP Specialist and request the supplier connection be re-activated in Workday prior to submitting the check request. If you do not know who your Cost Center AP Specialist is, please contact your department business office for guidance. Once you receive confirmation from your Cost Center AP Specialist that the supplier connection has been re- activated, you may submit the file. The Supplier’s record will need to be modified to accept payments via check. It can be requested through the Supplier Change Request form and submitted to the Vendor Compliance Unit (VCU) If you have the Cost Center Financial Analyst role, run the Find Suppliers – Yale report to review the existing Supplier Connections and clarify what action is needed.

Additional information on Prizes, Awards and Fellowships can be found on It’s Your Yale