July 2006
Clicking the links below will bring you to the general topic headings.
1.
GENERAL INFORMATION

Best Practices: Commitment and Vision Renewed

Travel Update: GetThere.com and Orbitz

Back-Up Child Care

Mixed Paper Recycling

Donate Office Furniture and Supplies

Take the NuRide Challenge

Online MEDEX Portal

Charge for Visitor ID

Weight Watchers at Work

Summertime in New Haven
2.
3.
HUMAN RESOURCES

2006 Flexible Spending Accounts

Medical and Dental Plans Available to Postdoctoral Fellow

Yale Health Plan Pharmacy Deductible Increase

Yale University Retirement Annuity Plan Changes

Medical and Dental Rates Remain Constant
LEARNING CENTER

New Parent Packet

WorkLife Classes

Learning Center Classes

IT Computer Courses

Oracle Training

Safety Training
4.
PROCUREMENT

SciQuest to Replace VIP Phone Orders 1/07

Accuship: Insurance, FedEx Supplies, Large Group Shipments

Satisfaction Survey Results

Contract Listing Updates

Scam Alert

Corporate Express Merchandise Show

PCard Prodcedure Now Includes EMS
5.
ADMINISTRATIVE SERVICES

Annual Oracle Upgrade

Online Phone Book Improvements

Campus Mail Tip: Stopping Junk Mail at Home
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6.
FINANCE

Important Tax Information

Monthly Finance Reviews
7.
INTERNATIONAL UPDATE

Very Important Tax-Office Appointments

Notice to Visa Waiver Program (VWP) Travelers

Connect Across Cultures with One-on-One Conversations
8.
OTHER ADMIN

Other Resources

Other Yale E-Newsletters and Periodicals
G ENERAL I NFORMATION --------------------------------------------------------------------------
In a full-day retreat on May 4 in the President's Room in Woolsey Hall, leaders of the Best
Practices Initiative completed a pivotal reexamination of the future as envisioned under the labor-management partnership. After quickly reaffirming the original partnership vision that was outlined in a strategic plan last September, the leaders participated in frank and productive discussions about a number of process and implementation issues.
“You now have a ‘brand’ for this new process and we know what is needed to make this initiative successful,” explained Tom Schneider, CEO of Restructuring Associates, Inc., who facilitated the retreat with his colleague, Scott Adams.
Present at the retreat were members of the Best Practices Policy Board, the Initiative Steering
Committee, and the director of Best Practices. John Pepper’s role on the Policy Board has been taken on by both Shauna King, vice president for Finance and Administration, and Bruce
Alexander, vice president for Facilities and New Haven Affairs. As a result of the day's discussions, the Policy Board agreed to continue to fully support the Best Practices Initiative as the central operational strategy for fully engaging staff members to achieve increased productivity, operational quality, improved service, and on-the-job satisfaction.
The strategy is aligned with an assessment by Restructuring Associates, during the last round of collective bargaining negotiations, that envisioned Best Practices "as an exceptional opportunity not only to establish a less-contentious labor relationship, but also to create a results-oriented partnership that yields measurable improvements to both parties and to the
New Haven community.”
The Policy Board also approved a plan, developed by the Best Practices Training and
Education Committee, to build the internal capacity to train and facilitate a number of additional
Joint Departmental Committees (JDC) during the next fiscal year by hiring two Yale employees to serve as facilitators for the Committees. These internal facilitators, working with Best
Practices Director Paula Wilson, will go through an apprenticeship under Restructuring
Associates to obtain hands-on experience and classroom training. Progress reports from the first Joint Departmental Committees will be shared this summer and the experience and lessons learned from these initial efforts will help shape new Committees going forward.
Several key themes and lessons emerged from the retreat:
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Every Joint Departmental Committee must have a clear scope that includes jointly setting specific, concrete goals, targets and measures. To be successful, they must achieve documented, significant improvements and meaningful outcomes.
Sponsorship both from the leaders within the departments and from the Best Practices leadership is critical to the success of the Joint Departmental Committees.
Consistent support and facilitation of these Committees are necessary to provide direction and
identify and eliminate barriers to success.
Training is required for every Committee.
By working together on tangible goals, sharing information and ideas, and solving problems openly and jointly, a deep trust and partnership will develop. These Committees will serve as models for a new partnership throughout the University, so that a cooperative approach to working together becomes a natural part of Yale’s culture
Although Yale Travel Services has received positive feedback on Orbitz for Business (Orbitz), they continue to work closely with departments to tailor Orbitz to Yale’s needs, including distribution of travel-enabled PCards and an on-line travel approval process.
Given the success of the Orbitz program, the GetThere.com online booking tool will be phased out by July 31, 2006. If you have not already made the transition to Orbitz, the Travel Services staff will be happy to help you get accustomed to Orbitz’s on-line and agent-assisted travel services.
You may book travel online without incurring a service fee by using Orbitz for Business at http://www.orbitzforbusiness.com
. Login using your yale.edu email address (for first- time users the password is ‘travel’). You must use a travel enabled PCard or a personal credit card to book travel with Orbitz.
With the successful implementation of Orbitz and the expansion of travel-enabled PCards, we plan to phase out the use of paper Travel Requisitions (TR) this summer. Yale Travel Services will continue to employ Orbitz and the travel-enabled PCards in place of the TR for purchasing travel. If you need to use a TR or have any questions regarding travel-enabled PCards, please contact Maggie McDonnell (432-9962).
Yale Travel Services will continue to work with departments to meet all your travel needs and welcomes your feedback. Please continue to forward your comments and improvement suggestions to: travel@yale.edu.
WorkLife recently announced the inauguration of a program to provide in-home, back-up childcare services for Yale faculty, staff, and students. This program is the realization of one of the childcare initiatives outlined in a message to the community in November of 2005 and reflects the invaluable input and advice of the WorkLife Subcommittee on Child Care, which was convened in March.
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Caregivers On Call, an established provider of back-up child care since 1991, now provides eligible members of the Yale community with up to 40 hours of services per household per year at subsidized rates. These services are intended to assist parents in arranging care for their children when their usual caregivers are not available, e.g., because of center or school closings or caregiver illnesses. Caregivers On Call was selected to provide back-up services because of its nationwide network of caregivers, its depth of experience, and its excellent reputation.
The University will provide substantial subsidies to the program, which will allow Caregivers On
Call to offer a sliding scale, hourly rate to parents ranging from $7-15/hour, depending upon the parents ’ Yale affiliation and income. Complete details regarding the program and registration materials are available online at www.yale.edu/backupcare
For further information, please feel free to contact Yale ’s Child Care Coordinator, Susan
Abramson, at 203-432-8069 or Worklife@yale.edu
.
Over the summer Yale Recycling student workers will be re-labeling paper recycling bins to refl ect changes in Yale's collection of paper waste. All bins will bear the label, “Mixed Paper,” and accept many more paper products.
To make recycling easier and take advantage of changing markets for recycled paper, Yale
Recycling now allows you to put all your paper together into any of the paper bins on campus, whether labeled "Office Paper," "Newspaper," "Glossy Paper" or the new combined category of
"Mixed Paper." The new labels will explain that nearly all paper items are recyclable: white paper, colored paper, glossy paper, manila folders, magazines/catalogs, cereal boxboard, hard and softcover books, sticky notes, etc.
For more information check www.yale.edu/recycling or contact Yale Recycling at
Recycling@yale.edu
or 432-6852.
Through a network of local and international non-profits, Yale Recycling can help you donate furniture, office supplies, and even fittings and fixtures from buildings during your renovation, office move, or "spring cleaning" project.
During the months of May and June, Yale sent more than 20 tons of clothing and other items to local charities. More than 5 additional tractor trailers of mattresses, furniture, dining hall chairs, and student donations have left campus for use by charitable organizations working in developing countries impacted by the hurricanes of recent years. Such donations typically reduce Yale project costs since that there is no disposal fee.
To find out how you can ensure your useful but unwanted items find a new home contact Yale
Recycling at Recycling@yale.edu or 432-6852.
So far, 35 Yale University staff have signed up with NuRide to earn rewards. For those of you
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who have not heard about NuRide, it is like Frequent Flyer Miles for your car. Every time you share a ride with someone as a participating NuRider, you earn "NuRide Miles" which you can redeem for gift cards, gift certificates and other rewards from corporate partner sponsors such as Brookstone, XM Satellite Radio and others.
On March 20, 2006, Governor Rell issued a 2,000,000 Mile Rideshare Challenge, which is a
"regional initiative that brings government, corporations and citizens together to help alleviate traffic congestion and reduce automobile emissions throughout the state." As part of the challenge, state residents will be able to use the NuRide Network to find the ideal partner with whom to share a single ride for work.
The Connecticut Challenge is the second in a series of regional rideshare challenge events being promoted by NuRide. NuRide is a free benefit that Aetna, Cendant Mobility, Pfizer, Pitney
Bowes, United Illuminating, Yale University and other Connecticut companies currently promote to their staff at no cost to them.
For more information on the NuRide program, the 2,000,000 Mile Rideshare Challenge or to sign up with NuRide, please visit www.nuride.com
or contact Brooke Hoberman at Rideworks at
203-777-7433 ext. 129.
As part of Yale’s Travel Assistance Program through MEDEX, before you leave and while you are traveling you can now access destination information for 173 countries, view details of
Yale’s MEDEX program, and contact the MEDEX Emergency Response Center directly. All you need is an internet connection.
Some of the many portal highlights include the ability to:
 Search by City/Country in the Travel Tools section for detailed World Watch reports with real time status information




View specifics about culture, transportation, currency, entry/exit requirements, weather and more by using additional World Watch features in the Travel Tools section
Check the World Watch Country Threat Ratings and the government’s Crisis and
Warning List to see the current issues of note
 Navigate to a destination via a World Map to find local hospitals, embassies, airports, museums and other points of interest including ATM locations



Link to the U.S. State Department Warnings as well as other foreign government sites.
Go to Hot Spots for a daily update of critical global events
Link to the Global Monitoring page for real-time World Watch intelligence on events as they unfold
Locate a provider or facility using the
Contact the assistance.
Hospital/Doctor/finder tool
MEDEX Member Emergency Response Center directly online for
It only takes minutes to set up your personal account for access to all of this information.
Instructions can be found on the Risk Management web site at: http://www.yale.edu/riskmanagement/programs/medex .
For more information on our MEDEX program or the new portal, contact Vicki Ramsay at 2-
8258 or victoria.ramsay@yale.edu.
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If Faculty or Students in your department are traveling overseas, there are new tools available to help ensure they are prepared for what they may encounter in another country. The MEDEX portal is just one facet of an overall foreign travel plan recently established. Other components include a pre-trip orientation, a pre-trip checklist for travelers, an orientation for Faculty Trip
Leaders, or for Trip Sponsors, and a template for an emergency plan for use by leaders or travelers in the event of an emergency while traveling. If you would like more information on this program, please contact Vicki Ramsay or Marje Lemmon at 2-0140, or
Marjorie.lemmon@yale.edu
.
As was recently decided by the University's ID Card Center/Security Advisory Group, all Yale departments will now be charged $25 for each Visitor-type ID card they request from Yale's ID
Center. If you have any questions, please contact Geof Bonenberger at 2-9157 at 2-9157.
Summer is coming. Are you ready?
As you may have heard, Yale's Weight Watchers At Work meeting has been producing some great weight-loss results for many of your co-workers.
To help us stay active this summer and get us on our way to achieving our health and fitness goals, attached is a Summer Tips sheet courtesy of Weight Watchers. It contains some great advice to help keep you moving all summer long, while keeping the pounds off during vacation season.
If you're looking for some convenient assistance with your weight loss and fitness goals, now is a great time to join our Weight Watchers At Work meeting series. Whether you're simply looking to lose a few pounds before summer or you're ready to begin the road to a healthier you, these meetings, held right here on site, can help you achieve your specific goals with the valuable support of your fellow co-workers.
To find out more information about our Weight Watchers At Work series, come to an:
Open Enrollment Meeting on July 13th at 11:45 am at the Yale School of Management, room A48 in 52 Hillhouse Avenue. For more information please contact Diane Temple at
(203) 432-6961.
Remember, you can join at any time during the series. Here's to a healthy, safe and active summer!
There is a myriad of wonderful events taking place in New Haven over the summer. One easy way to check out all the fun is to click on this link to Yale Bulletin and Calendar 's special summer supplement: www.yale.edu/opa/ybc_summer06/contents.html
H UMAN R ESOURCES -------------------------------------------------------------------------
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Expenses incurred during 2006 should be submitted directly to ADP for reimbursement. ADP claim forms may be found at www.yale.edu/benefits which includes their toll-free fax number.
You may access your ADP account on-line through the Yale Benefits Self-Service site by using your Yale Net ID and password. If you have any questions about your ADP account or reimbursements, please call them at 800-654-6695.
Remember, if you use d expenses incurred during the “grace period” extension, from January 1
– March 15, 2006, to cover 2005 balances, you may not submit those expenses to ADP for reimbursement.
Coverage for Postdoctoral Fellows begins on the first day of the month following their date of employment with Yale unless their date of employment is the first day of the month and then coverage begins immediately.
An enrollment application must be completed and returned to the Benefits Office within 31 days from the date of employment in order for coverage to be in effect. The enrollment application is located online at http://www.yale.edu/hronline/benefits/docs/YaleMPFacEnrollFormRevised032206.pdf
Postdoctoral Fellows are eligible for subsidized rates. A departmental authorization to subsidize health coverage form must be completed by your department and returned along with the enrollment application. The subsidy form is located online at http://www.yale.edu/hronline/benefits/docs/PDF_Subsid_form.pdf
Questions regarding this process can be directed to the Benefits Office via e-mail at benefits.office@yale.edu
or by calling (203) 432-5550.
Effective July 1, 2006, the Yale Health Plan Pharmacy deductible will increase to a maximum of
$200 per person and $600 per family. Pharmacy coinsurance remains at 20% up to a $700 individual out-of-pocket expense. Once the individual out-of-pocket maximum has been met then pharmacy expenses are covered at 100%. The $25,000 cap on reimbursements remains per person/per year.
There have been changes to the Yale University Retirement Annuity Plan (YURAP) with the start of the new fiscal year on July 1. All faculty and staff enrolled in the plan will begin contributions at the 2.5% rate. When an employee's accumulated fiscal year salary reaches the plan bend point, the contribution rate will automatically increase to 5%. The new plan bend point for fiscal year 2006-2007 is $50,150.
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Unlike previous years, medical and dental employee contributions did not increase on July 1.
Faculty and Staff may notice an increase in their medical or dental contributions as a result of merit increases. Medical and Dental rates are not expected to increase until January 2007.
L EARNING C ENTER AND O THER T RAINING
Balancing work with the arrival of a new child can be difficult, and now Yale offers parents
(faculty, staff and post-docs) support to make the transition a little easier. As a new component of Yale’s WorkLife program, which is designed to “improve the quality of life for members of the
Yale Community and their families,” the Department of Human Resources will now be sending
University employees who adopt or give birth to children a “New Parent Packet” containing helpful information to ease the daily challenge of balancing work and family life.
The packet includes a gift for the child and a wealth of information for parents about University services such as babysitting and day care as well as tips and advice on flexible work schedules.
The packet even comes with a selection of “favorite songs, games and art activities” compiled for children by the staff of Yale’s affiliated child care programs.
To request that a New Parent Packet be sent out or for more information, please e-mail worklife@yale.edu or call Susan Abramson at 2-8069 with the following information:
• Parent name
• Yale affiliation (Faculty, M&P, C&T, S&M, Post-doc)
• Home address
• Child's date of birth (for size appropriate gift)
NOTE: Please notify the parent that you are providing the WorkLife Program with this information.
To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660.
Class
Child Care Information Session
RE-CHARGE! A Realistic Approach to WorkLife Balance
(half-day workshop)
Back-Up Child Care Briefing
Date
July 11
July 12
August 10
August 11
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Find details and register for Learning Center courses online at: http://mire.med.yale.edu/lcdb/
Course
July
Pathways II
Communication: Effective Listening
Managing Multiple Projects, Objectives and Deadlines (SkillPath On-Site
Seminar)
Pathways I
Date
July 11 & 12, 2006
July 13, 2006
July 20, 2006
July 24, 26, & 28, 2006
Course
August
FOCUS: Giving and Receiving Feedback for Employees
FOCUS: Giving and Receiving Feedback for Supervisors
Date
Aug 8, 2006
Aug 8, 2006
FOCUS: Goal Setting for Supervisors and Employees
Creating a Career Plan
Aug 8, 2006
Aug 22, 2006
Myers-Briggs Type Indicator Workshop I - Understanding Personal Preferences Aug 24, 2006
Strategies for Successful Time Management Aug 24, 2006
Handling the Impact of Change
Expressing Yourself: The Art of Being Understood
Dealing with Conflict and Confrtontation in the Workplace
Aug 29, 2006
Aug 29, 2006
Aug 30, 2006
Register at www.yale.edu/learningcenter
Course
Web Training
HTML 4.01: Web Authoring – Level 1
Operating System
Computers Made Easy
Internet Basics
Database Applications
Access 2003: Level 1
Scheduling Email
Date
Jul 11
Aug 14
Aug 22
Aug 8, 10
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Introduction to Meeting Maker
Microsoft Office
Excel 2003: Level 1
Excel 2003: Level 2
Excel 2003: Level 3
Excel 2003: Formulas and Functions
PowerPoint 2003: Level 1
Word 2003: Level 1
Word 2003: Level 2
Word 2003: Merging Letters, Envelopes and Labels
Word 2003: Tabs and Tables
Graphics
Photoshop 8.0: Level 1
To register, visit www.yale.edu/xtrain .
Accuship
Corporate Express: Online Ordering of Office Supplies
Internet Procurement - Temporarily Suspended
Office Supplies: Online Ordering with Corporate Express
Purchasing Card Training
Travel and Expense Reimbursement (Distributed Authority)
Simple Web Allocation Process (SWAP)
VIP Number Requests and Assignments
Web Invoice Payment (WIP)
Human Resources
C&T, Casual and Student Payroll
Casual Employee Setup and General Employee Maintenance
View HR Records with Salaries Responsibility (Medical School Employees Only)
General Accounting
July 10, Aug 7
July 11, 13
July 26, 28; Aug 21, 23
Aug 1, 3
Aug 2
Aug 15, 17
Aug 28, 30
Aug 3
July 7
Aug 29
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Custom Commitments Responsibility
Effort Reporting and Certification
Journal Entry/Staging Area (JSA)
Labor Distribution (LD)
Receipts Identification Form - Cash Receipts (RIF)
Financial Planning
Data Warehouse Reporting for HR/LD/Payroll
Data Warehouse Reporting for New Users
Introduction to Brio Query 6
Budgets--Grant and Contract Oracle Financial Analyzer (OFA)
Other Training
User Access TAC Training
Yale E-Travel
The following safety training courses are offered periodically throughout the year. Descriptions for each of these courses can be found online at www.yale.edu/oehs/training.htm
. All training seminars are held at the Office of Environmental Health & Safety, 135 College Street, lower level, room 15. For further assistance and information, call 785-3550.
Course
Bloodborne Pathogens Initial Training
Bloodborne Pathogens Annual Retraining
Laboratory Chemical Safety
Radiation Safety Orientation
Respiratory Protection Training
Safe Use of Biological Safety Cabinets
Safety Orientation for Non-Laboratory Personnel
Shipping and Transport of Hazardous Biological Agents
Tuberculosis Awareness
Date
July 12, 26; Aug 9. 23
July 19; Aug 9, 22
July 18; Aug 2
July 6, 19; Aug 8, 30
July 11, 27; Aug 8, 24
July 13; Aug 16
July 20; Aug 24
July 5; Aug 2
July 13, Aug 15
Bloodborne Pathogens for Researchers http://info.med.yale.edu/bbp/
Bloodborne Pathogens for Healthcare Workers http://info.med.yale.edu/bbpclinical
Hazardous Chemical Waste Management http://info.med.yale.edu/chemhaz
Laboratory Chemical Safety http://info.med.yale.edu/chemsafe/
Tuberculosis Awareness http://www.yale.edu/oehs/TB/index.htm
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Advanced Biosafety Seminar
Hazardous Chemical Waste Management
Noise and Hearing Conservation
Office Ergonomics
Radiation Safety Survey/Spill Seminar
P ROCUREMENT
In January 2007, “VIP Phone” orders (University Wide contract phone orders) will be discontinued as will the use of the ePortal for Office Supplies, Computer, Computer
Supplies and Lab Supplies will be discontinued. This transition is being made streamline and to simplify the buying process while improving controls. The SciQuest electronic procurement solution features up-front collection and validation of charging, automated workflow for approvals and access to hundreds of university wide contract suppliers.
To make this transition, ALL eligible departmental orders will need to be processed through SciQuest starting December 31, 2006.
In preparation for these changes, most departments have already converted to SciQuest and should continue the transition process.
Department administrators who have not yet begun to implement SciQuest should start implementing SciQuest no later than September 30, 2006.
• Buying through SciQuest is getting very high marks! (See comments below from colleagues who are already using SciQuest.)
• Yale University Procurement is prepared to help ensure your success!
• Don’t wait! Based upon experience, this implementation can take time to roll out.
Patience Benassi, Administrator of Neurobiology:
Neurobiology rolled out SciQuest to just one post-doc to start. His experience was so positive others wanted to get on board (and they did)...SciQuest has been a positive improvement for the business office purchasing process from start to finish of each transaction.
Charlene Rohloff, Administrator for Internal Medicine
It is going wonderfully. The more the staff uses it (SciQuest), the more they love it. (Internal
Medicine, has experienced a 50% decrease in VIP phone orders and a 70% increase in
SciQuest usage.)
Steven Gentile, Cinical Administrator, Neurosurgery
We are very pleased with the SciQuest application. It has changed the ordering process from a tedious chore to a pleasant shopping experience. SciQuest has significantly streamlined the way we search for products, compare prices and process orders. The purchase order appears the next day as an accounting commitment, increasing the ease and accuracy of the financial reporting process.
The following Q&A will give you a snapshot of the University’s current progress with
SciQuest and provide further information on how to either begin the rollout process or follow through on an implementation that is already underway.
What is the status of the SciQuest deployment?
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Over 65% of the departments across the University are realizing the time-saving benefits of using SciQuest for their purchases. Key factors contributing to the success of these and other leading departments include:
• Leadership commitment and support
• Monitoring and follow-up to ensure full use of the tool
• Use of SciQuest deployment team (for Consulting, Training, Communications, Metrics)
To provide insight into the SciQuest implementation experience, please view the most recent deployment metrics.
What do I do to get started now?
FOLLOW THESE IMPORTANT NEXT STEPS!
Business Administrators just beginning to implement SciQuest:
• Contact Michelle Valerio at 432-6995 to discuss an implementation date for your unit
(implementation must be before September 30, 2006).
• Thoroughly read the following information on how to orchestrate your implementation: http://www.yale.edu/procurement/eprocurement/GettingReadyForBusinessManagers.html
• Provide access to users: For those departments that submit their initial user set-up information to Procurement by July 15, 2006, Procurement will enter them into the START system on your behalf! Simply complete the user access spreadsheet and submit via email to procurement@yale.edu.
• Arrange for and offer training where needed.
Select online, classroom or both: o Self-service online http://www.yale.edu/procurement/eprocurement/training/ o Register for hands-on training with the Learning Center:
Lab

Supplies: http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=1012
Office and Computer Supplies:
 http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=1014
• Continue your rollout with a goal of 90-100% of your transactions going through SciQuest by
December 31, 2006.
Business Administrators already live with SciQuest:
• Contact Michelle Valerio 432-6995 to discuss how to best transition all remaining users.
• Continue your rollout with a goal of 90-100% of your transactions going through SciQuest by
December 31, 2006.
Finally, Procurement invites everyone to provide feedback about the solution to procurement@yale.edu
so we can continue to make it better. Please do not hesitate to ask for assistance with your SciQuest rollout. Procurement looks forward working with you toward a successful deployment in your unit!
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• Insurance is now available for domestic and international shipments. Here’s how to add insurance to your shipment.
• How do I get FedEx supplies for use here at Yale? Here’s how to order .
• Need to create shipping labels for a large group? Here’s how to make the task easier by importing existing Address Books from FedEx or UPS, etc. to ACCUSHIP or by converting an
Excel file Address List into an importable CSV format .
Your feedback is important to us and will help to guide future improvements. Here are the highlights of what you told us:
Customer Service Satisfaction:
Purchasing Services: 78%
Accounts Payable: 49% (Target 60%)
Purchasing Card: 88%
QA & Compliance: 59%
Overall Procurement: 68% (Target 65%)
Procurement Tools & Processes:
Buying Tools & Processes: 65% (Target 60%)
Paying Tools & Processes: 55% (Target 65%)
Top things that you would like changed or improved in Procurement:
1. Quicker responses to inquires/phone calls
2. Better communication with departments especially regarding holds and bounces
3. Better assistance with correcting and addressing problems
Your favorite Buy-Pay tool/process:
1. PCard (hands down favorite)
Your least favorite Buy-Pay tool/process:
1. Paper POs
Thank you for participating in the semi-annual Procurement Satisfaction Survey!
During the month of June, the following changes were made to the Contract Listing. For details, see http://www.yale.edu/procurement/contractlisting/commodity.html
CAR RENTALS
Cancelled: Choice Auto Rental, UNP1060334 . Please use Enterprise, UNP 1047364
ENTERPRISE RENT-A-
CAR
Buy-Pay Approach:
Company Address:
Ordering Procedure
280 Crown St., New Haven, CT 06511
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Contact One:
Contact Two:
PO:
Exp. Code
Buyer:
Other Info:
Customer Service Phone: 203-772-
1143
Customer Service Phone:
UNP1047364
883200
Chris Bartolotta 432-9976
Pricing Information
Fax: 203-774-8287
Fax:
Car Rental christopher.bartolotta@yale.edu
The Association of College & University Auditors recently noted the following scam. It appears to have happened in the South, but the Yale community should be aware of it.
Winthrop University (South Carolina) was recently contacted by a telemarketing supplier,
Texkem Incorporated, 408 Easton Street, Ronkonkoma NY, trying to generate sales of overpriced cleaning supplies/herbicides by furnishing purchasing card holders with gift cards sent to their home address. The tactics used by this company mirror those used by Stone Cold
Chemicals, which was been shut down and whose management was convicted in Florida and
Georgia. Several states are prosecuting state employees for accepting the gifts (kickbacks). The gifts were usually 10% of the order and consisted of gift cards, watches, NFL jerseys, golf supplies, etc. SCC was shut down in Georgia and Florida in 2003 and the principals convicted on a number of charges.
Should you become aware of such supplier tactics here at Yale University, please contact Chris
Mihok, director of Purchasing Services, at 432-9980 or christopher.mihok@yale.edu
.
Don't miss the Brand Merchandise Show hosted by Yale University Purchasing Services:
August 17, 10:00am2:00pm, President’s Room, Woolsey Hall
Highlights
• Store Merchandise Programs
• Special Order Merchandise for Events and Promotions
• Service Award Programs
• Award Merchandise
• Kitting and Fulfillment
• Give-aways
• Munchies
• Fun!
For more information, contact Chris Bartolotta at 2-9976.
Print a flyer for your department
The previous Yale Purchasing Card (PCard) procedure has been revised and it now includes instructions on how to use the P-Card with the Expense Management System (EMS). This updated procedure also contains the current monthly statement and receipt process for the
15

PCard. Content from the previous Yale Purchasing Cardholder’s Guide has been merged into this new procedure so please refer to the new procedure and destroy the outdated procedure and guide.
As there are several changes that effect many Yale Purchasing Cardholders and Yale business units, please carefully review Procedure 3214 PR.01 Yale Purchasing Card and Expense
Management System (for a quick reference, see a summary of the highlights ). If someone assists you in preparing associated expenses or reports, please share this information with them.
Should you have any questions regarding this procedure, please contact procurement@yale.edu
A DMINISTRATIVE S ERVICES ------------------------------------------------------------------------------
Each fall, Yale’s Payroll applications undergo maintenance to update and maintain reliable service of the Oracle Financial, Human Resources, Procurement and Reporting applications that form the foundations of many of Yale’s administrative systems.
The upgrade is tentatively scheduled to take place Oct 13 - Oct 15. Oracle applications will not be available during this period. Administrators have not yet finalized thi s year’s upgrade but will make the community aware of any planned changes to the applications. Currently they expect this upgrade to have minimal impact on the end user.
Users will be able to access information and news related to the upgrade on a website shortly, but while that site is unavailable, please send any questions or concerns to andrew.sgambato@yale.edu
Over the past couple of months Human Resources, ITS and Campus Mail have been working together to implement improvements to the Yale's Online Phone Book. Their goal is to give people outside of the Yale community correct mailing information for the people they are corresponding with at Yale. Every Yale employee has a mail code for his department, and each mail code now has its own valid US Mail address. When a name is accessed in the Phone
Book, its corresponding mail code will generate an address that can be used for U.S. mail.
Each person should provide the correct US Post Office box number for the location where he wants his mail delivered, which can be used when people do not know where to send his mail.
Many people have multiple appointments and may not work in the same building that houses their department's main business office. In such cases these new addresses may not be entirely accurate, but they should be sufficient to direct each individual's mail to his department's main business office from which it may then be forwarded without delay. If an employee changes his mail code in order to change his mailing address in the Phone Book, the delivery address for his payroll check or deposit receipt will also change.
The Phone Book will also show the building address for each employee's main departmental business office is also shown. If this address is not the correct address of your business office,
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please have someone in your business office contact Campus Mail, preferably by email, with the correct information. Contact Lynne at lynne.beauchemin@yale.edu.
Correct addressing is important to avoid delays in the US Postal Service and address look-up at
Campus Mail. Help Campus Mail speed your mail to you by always providing a correct Post
Office Box address.
Help us serve you better! When you call the Campus Mail office with an inquiry, please have the following information handy:
• tracking number
• shipper
• date sent
• addressee name
• address used on item
The Campus Mail office is open from 7:30 am to 4 pm Monday through Friday
(764-9310). We will be glad to assist in locating your items during those hours. If you call after those hours, voicemail is always available. Please leave a clear, complete message, including your name and telephone number along with the requested information above. We will gladly research your inquiry and return your call.
You can easily stop about 75% of the junk mail that comes to your home using the Mail
Preference Service. They are able to effectively decrease the non-profit and commercial mail you currently receive by placing your name in a "do-not-mail" file. After registration, it takes approximately three months to see the decrease in junk mail.
Write to them requesting that your name, address and phone number be deleted from all mailing and marketing lists. Provide them with all spellings of your name, as well as with any other names at your address. Be sure to sign and date your letter. You can also register online at http://www.dmaconsumers.org/offmailinglist.html They will retain your information for five years.
Mail Preference Service c/o Direct Marketing Association
PO Box 9008
Farmingdale, NY 11735-9008
F INANCE -----------------------------------------------------------------------------------------
Student FICA Tax (Social Security & Medicare) Summer Reset
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Effective Period: June 1, 2006 - August 31, 2006
All students, with the exception of International Students and Scholars (i.e. non-resident aliens, in J-1 or F-1 non-immigration status), that are currently classified as Exempt from FICA Tax for the 2006 school year will be reset such that they will be Subject To FICA Tax withholding during the summer period noted above.
Students will be reset back to Exempt from FICA effective September 1, 2006
On a monthly basis, financial procedures focus on reviewing accounts to assure completeness, accuracy and validity of activity. The procedures are designed to ensure that financial informati on accurately reflects the organization’s activity, validate internal controls, identify possible inaccuracies, exceptions and/or balance deficits, and also provide a quality assurance check prior to the distribution of statements to account owners.
Ensuring the accuracy of the University Financial Statements is critical. Therefore at fiscal year end, emphasis should be placed on a final review to accomplish the highest level of accuracy possible. Several additional procedures are needed for making final adjusting entries. These procedures include a final review and clearing of erroneous expenses out of GA and a final review and clearing of deficits in fund balances and grant awards. They also include the final clearing of the labor suspense and AP Hold and Bounce accounts according to published guidelines.
For non-Medical School units, please go to the following URL to view the complete packet of materials and instructions for use in the year-end closing process for FY2006: www.yale.edu/ppdev/YearEndClosing/index.htm
.
Medical School departments should refer to the year-end materials provided by the Medical
School Business Office
For those who need assistance with JSA, LD, and Brio or if you have other specific questions concerning the year-end process, email ga.usersupport@yale.edu
.
ICA effective September 1, 2006.
I NTERNATIONAL U PDATE
It is imperative that all new international students, scholars, faculty members and other visitors receiving any payments through the University payroll system (e.g., stipends, fellowships, wages, etc.) must meet with the University Tax Office prior to receipt of payment.
At this meeting, a member of the Tax Office will review the individual’s tax status to determine proper tax withholding, including whether the he is eligible to claim a reduced income tax withholding rate pursuant to a tax treaty. The Tax Office will also determine if payments to the individual are exempt from Social Security and Medicare (FICA) tax withholding. International students and scholars under the University’s sponsorship have been notified of this University service and instructed to contact the University Tax Office in order to schedule an appointment
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upon their arrival. Please visit the International Tax office website at www.yale.edu/tax/int for more information regarding payments to international individuals.
Due to the high volume of appointments at the beginning of each semester, the department administrator may wish to schedule an appointment for an individual in advance or remind the individual of this University service. If an individual has not been set up on the Payroll system prior to meeting with the Tax Office, he will need to provide documentation from the department regarding his position (e.g., postdoctoral fellow, postdoctoral associate, etc.) and type of payment (e.g., stipend, fellowship, wage) at the appointment.
International students and scholars may schedule appointments through the International Tax
Office website at http://www.yale.edu./tax/int/appointments.html
. In addition, department administrators may schedule an appointment on behalf of an international student or scholar using this website. The University Tax Office will continue to schedule appointments for those individuals who do not have access to the internet or have difficulty scheduling an appointment online. To schedule an appointment with the Tax Office directly, please call 432-5530 or 432-
5597 or email Jodie.stewart-moore@yale.edu or daysi.cardona@yale.edu
. If an individual cannot make the scheduled appointment, which lasts approximately 20 minutes, please notify the Tax Office immediately so that another individual can be scheduled for this time.
During the months of July, August, and September, appointments will be scheduled Monday -
Thursday between 8:30 a.m. and 3:00 p.m.
A number of international visitors come to Yale under the provisions of the Visa Waiver
Program. (Individuals from 25+ countries can use this as an alternative to a B1/B2 tourist visa.)
As Yale departments are more likely than OISS to be in contact with these short term visitors, the information below is worth noting.
Visa Waiver Program travelers with machine readable passports (MRP) issued, renewed or extended between October 26, 2005 and October 25, 2006 must now have a digital photograph printed on the data page or integrated chip containing information from the data page. MRPs issued, renewed or extended on or after October 26, 2006 must have the integrated chip containing information from the data page of the passport (e-passport). Epassports contain information (via the integrated chip) that provides data related to the individual’s identity i.e., facial comparison data. Machine readable passports issued, renewed or extended before October 26, 2005 are not required to have the digital photograph or integrated chip. Those individuals will not be required to obtain a new passport until their current MRP expires.
For complete and detail information about the VWP passport requirements and a list of the VWP countries, please go to the following Department of State web site: http://travel.state.gov/visa/temp/without/without_1990.html
One-on-One Conversations is a new International Center program that matches volunteers from both the New Haven and Yale communities with international students, scholars and their spouses/partners at Yale to engage in language and culture exchange. Over 65 Englishspeaking volunteers are already participating and expanding their understanding of people, the world and cross-cultural communication. The time commitment is one hour a week and possible
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benefits further include being able to share your country and culture with others, learning or practicing teaching skills and offering friendship across cultures.
The international community has eagerly responded to this wonderful opportunity to connect across cultures and get to know the U.S. and its people better, and community volunteers are very much in demand. Please help to spread the word and consider volunteering today. To learn more about this program and/or to sign up online, go to http://www.oiss.yale.edu/conversations/ .
A number of international visitors come to Yale under the provisions of the Visa Waiver
Program. (Individuals from 25+ countries can use this as an alternative to a B1/B2 tourist visa.)
As Yale departments are more likely than OISS to be in contact with these short term visitors, the information below is worth noting.
Visa Waiver Program travelers with machine readable passports (MRP) issued, renewed or extended between October 26, 2005 and October 25, 2006 must now have a digital photograph printed on the data page or integrated chip containing information from the data page. MRPs issued, renewed or extended on or after October 26, 2006 must have the integrated chip containing information from the data page of the passport (e-passport). Epassports contain information (via the integrated chip) that provides data related to the individual’s identity i.e., facial comparison data. Machine readable passports issued, renewed or extended before October 26, 2005 are not required to have the digital photograph or integrated chip. Those individuals will not be required to obtain a new passport until their current MRP expires.
For complete and detail information about the VWP passport requirements and a list of the VWP countries, please go to the following Department of State web site: http://travel.state.gov/visa/temp/without/without_1990.html
O THER A DMINISTRATION -------------------------------------------------------------------------
ITS Help Desk: call 2-9000; email helpdesk@yale.edu
ITS-Med Help Desk: call 785-3200; email itsmed.helpdesk@med.yale.edu
Financial Support Services: email ga.usersupport@yale.edu
If you’re new to BrioQuery 6 and need training, go directly to X-train to register online at www.yale.edu/xtrain , and then choose Financial Planning and Management category or contact the Learning Center at 2-5660.
Yale Bulletin & Calendar
Benefits
The Circuit (ITS)
Controller's Office
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Engineering
Financial Review
Library (Nota Bene)
PPDev-What's New
Procurement
Safety Bulletin
Tax Office
Travel working@yale
Yale Daily News
Yale Medical Group
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