Business Management Monthly News
August 2006
Clicking the links below will bring you to the general topic headings.
1.
GENERAL INFORMATION
 Shauna King Announces New AVP Position
 Summertime in New Haven
 Traveling in August? Visit MEDEX’s Online Portal
 Paper Travel Requisitions Phasing Out
 Homebuyer Seminars
 Back-Up Child Care: Register BEFORE You Need It!
 Free Archive Binders
 CitySeed Markets
2.
HUMAN RESOURCES
 Fair Labor Standards Acts: Record Keeping
 Eligibility Rules for Medical and/or Dental Coverage
 Benefits Office on Med Campus
3.
LEARNING CENTER
 New Parent Packet
 WorkLife Classes
 Learning Center Classes
 IT Computer Courses
 Oracle Training
 Safety Training
4.
PROCUREMENT
 Procurement Course Schedule
 Contract Listing Updates
 Furniture Savings
 Corporate Express Brand Merchandise Show
5.
ADMINISTRATIVE SERVICES
 Annual Oracle Upgrade
 Campus Mail Tip: Reasons to Use P.O. Boxes
 Campus Mail Tip: Telephone Inquiries
 Campus Mail Tip: Stopping Junk Mail at Home
6.
FINANCE
 Important Tax Information
 Development Address Change
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7.
INTERNATIONAL UPDATE
 Very Important Tax-Office Appointments
 Important Notice to Visa Waiver Program (VWP)
8.
OTHER ADMIN
 Other Resources
 Other E-Newsletters and Periodicals
GENERAL INFORMATION -------------------------------------------------------------------------Shauna King Announces New AVP Position
Dear Colleagues,
President Levin recently declared the University's absolute commitment to administering its
research grants and contracts with the utmost integrity, highest ethical standards and fullest
regulatory compliance. I would like to share with you some of the steps taken to support the
commitment pledged by the President.
President Levin and the Officers have created the position of Associate Vice President for
Research Administration, which carries with it responsibility for developing and implementing a
long-term integrated strategy for providing high quality administrative support and compliance
oversight for the research enterprise at Yale. The AVP's initial focus will be on grant and
contract financial management across the university. The Grants and Contracts Financial
Administration (GCFA) unit will report to the new AVP, and the new AVP position will report to
me with a dual report to the Provost. We expect to announce an appointment to this new
position very soon.
With the recent announcement of Jan Ackerman's retirement, the anticipated arrival of our new
AVP, Andrew Rudczynski (see press release below), and as further indication of the importance
of making real progress in this area, effective immediately, GCFA will report directly to my office.
Stephen Murphy, the Director of Business Services Improvement, will serve as Interim Director
of Research Administration, overseeing GCFA on my behalf. In his current post, Steve has been
working to improve the cost, quality, and efficiency of administrative services around the
University. In that capacity, he has built a reputation as an effective change leader. He joined
the University in 2001 as the Director of Finance and Administration for the Office of
Cooperative Research, which is responsible for patenting and licensing the university's
technology. Prior to working for Yale, he served in various finance and business development
positions in the private sector. Steve earned his B.A. in economics from Yale.
Fran Dykstra will continue as Director of GCFA and will report to Steve. In addition, Bob Davis,
Director of RIS, who has extensive experience in business process redesign within universities
and other complex organizations, will be helping Steve with his new duties. We have also
engaged the Huron Consulting Group, experts in the field of research administration, to help
accelerate our improvement efforts. The past year has brought considerable change and
improvement to GCFA, and I am confident these additional steps will build on this momentum
and bring about further progress.
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Our most urgent priorities for GCFA are implementing a new Effort Reporting policy and system;
reducing cost transfers; streamlining work processes; strengthening internal controls; and
providing improved training and education for researchers, lab personnel, and administrators.
To succeed in these efforts we will need to involve people from across the University's research
enterprise, including faculty, departmental grant administrators, and others involved in the grant
process.
I look forward to working with you and your staffs to make Yale an even better place for
teaching and research.
Shauna King
Vice President for Finance and Administration
Press Release: Yale Names New Associate Vice President for Research Administration
New Haven, Conn. — Andrew B. Rudczynski has been named Associate Vice President for
Research Administration at Yale University effective September 1, President Richard C. Levin
has announced.
Rudczynski has served as Associate Vice President for Finance and Executive Director,
Research Services at the University of Pennsylvania since 1999. In that role he has been
responsible for managing the administrative support for Penn's sponsored research effort.
Rudczynski will assume a new position created by Yale to provide more focused responsibility
for the University's systems and processes regarding research administration, accounting, and
improved compliance programs. The position, which reflects recommendations made by an
expert outside consultant retained by Yale last year, will report to both the Provost and the Vice
President for Finance and Administration.
"We are pleased to have Andrew bring his talents and experience to this important new position
at Yale," Levin said. "I am confident he will make a major contribution to our efforts to improve
our grant and contract administration practices and provide better support to our faculty
performing sponsored research."
At Yale, Rudczynski will initially be responsible for oversight of the operations of Grant and
Contract Financial Administration and for Research Fiscal Compliance. Rudczynski will
subsequently take responsibility for oversight of the Faculty of Arts & Sciences Grants and
Contracts and the School of Medicine Grants and Contracts offices. Working with the Provost's
Office, he will ultimately assume managerial responsibility for other compliance areas of Yale's
grants and contracts, including conflict of interest avoidance, biosafety, animal care and other
matters. Consolidation of these functions at Yale is expected to provide more seamless
coordination and integration of policies, procedures and reporting systems.
Before joining Penn, Rudczynski was Associate Vice President for Research Policy and
Administration at Rutgers University, where he was responsible for all aspects of research
support at Rutgers, including grant and contract administration, institutional review board,
technology transfer and animal care.
Prior to his 16-year career at Rutgers, Rudczynski worked in research administration at the
University of Maryland Eastern Shore, as a research scientist at the Michigan Cancer
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Foundation, and as a principal investigator at the U.S. Army Medical Research Institute of
Infectious Diseases.
He holds a B.Sc. in biology and biochemistry from McGill; a Ph.D. in immunology from
Syracuse; and an M.B.A. from Southern Illinois University.
Rudczynski was a member of the executive committee of the Council on Governmental
Relations, was chair of its Research Compliance and Administration committee and was a
member of the editorial advisory board of Guide to Managing Federal Grants to Colleges and
Universities. He was a charter awardee of the Distinguished Service Award of the National
Council of University Research Administrators.
Summertime in New Haven
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
Traveling in August? Visit MEDEX’s Online Portal
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:
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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 Hospital/Doctor/finder tool
Contact the MEDEX Member Emergency Response Center directly online for
assistance.
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 28258 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.
Paper Travel Requisitions Phasing out
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) by the end of this summer. We will
be notifying departments of a definitive date shortly. Yale Travel Services will continue to deploy
Orbitz and the travel enabled PCards to use 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 (432-8539).
Homebuyer Seminars FALL - 2006
Yale University and People 's Bank cordially invite you to attend a FREE four-part homebuyer
information series this Spring.
Wednesday Evenings - September / October
Four evening seminars for prospective homeowners are tentatively scheduled below: (Dates
and location will be confirmed to registered employees by September 8.)
September: 13th, 20th, 27th & October 4
- Evening Sessions
Time: 6 to 9 P.M. - Free four part Evening Sessions:
Tentative Location: 155 Whitney Ave Room 220 -Location may change based on enrollment
See how it may be possible to buy a home with a down payment of 3 (%) percent or less. Also,
learn about the various mortgage programs that are available.
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Step-by-Step Guide to Home Ownership
Getting Fiscally Fit: The Importance of Planning and Budgeting
Understanding Your Credit Report
Financing Your Home
Understanding the Mortgage Process
Selecting Your Home
The Importance of the Home Inspection
Mortgage Closing
Maintaining Your Home
Call now and register -seating is limited.
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Call Bill Carney in H.R. Benefits / Records Office at 2-5535.
To obtain more information about the University - sponsored New Haven Homebuyer Program,
visit our web site: www.yale.edu/hronline/hbuyer
Questions, please e-mail: Bill.carney@yale.edu , or call (203)-432-5535
Back-Up Child Care: Register BEFORE You Need It!
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.
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.
Free Archive Binders
Contact Yale Recycling if you would like one or more 3" think 3-ring binders. Yale Recycling has
100s of these good quality, lightly used 3-ring binders available for free. They were used mostly
for archiving files, reports and data.
If you have usable but unwanted office supplies please contact us so that we may share them
with other departments.
432-6852 www.yale.edu/recycling
New Haven CitySeed Markets
CitySeed, a New Haven based non-profit concerned with “engag[ing] the community in an
equitable, local food system that promotes economic development, community development
and sustainable agriculture,” holds weekly farmer’s markets in four different locations in the city:
downtown, Fair Haven, Wooster Square and Edgewood Park.
The markets provide locally grown food and products, which tend to be healthier, fresher and
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tastier than supermarket produce. The fruits and vegetables don’t travel from another state, so
they are usually picked the day of the market. CitySeed markets accept food stamps/EBT in an
effort to make fresh food available to the entire community. The estimated local economic
impact of CitySeed’s farmers’ markets is $1,005,481.
Market times and locations are:
Wednesdays, 9:30 am -2:00 pm: Downtown, in front of City Hall on Church St.
Thursdays, 3:00 pm – 7:00 pm: Fair Haven, Quinnipiac River Park, Front St. and Grand Ave.
Saturdays, 9:00 am – 1:00 pm: Wooster Square Park, Chapel St. and Depalma Court
Sundays, 10:00 am – 2:00 pm: Edgewood Park, Whalley Ave. and West Rock Ave.
HUMAN RESOURCES ------------------------------------------------------------------------Fair Labor Standards Act: Record Keeping
Record Keeping
Yale staff whose entry M&P salary grades have become salaried overtime eligible because of
new regulations to the Fair Labor Standards Act, now have important record keeping to take
care of. M&P employees in these positions are eligible to receive overtime for work authorized
by their supervisors in excess of their regular schedules of 37.5 hours or 40 hours, as
applicable.
Record keeping for additional regular hours and overtime hours worked is the responsibility of
the employing department. A daily record of pre-approved additional regular hours and overtime
hours worked is required, and copies of these records must be retained by the department for
seven years.
The current method for collecting this information is the Casual Payment Request Form #3501
FR.05. This payment request form must be signed by both the employee and supervisor and
payment of the additional regular hours or overtime hours is entered using Casual/Student
Payroll (Payment Type Code – Additional Regular MP Hours or Pre Authorized Monthly
Overtime). For additional information, please go to www.yale.edu/hronline/compclas/flsa
Staff Eligibility
In August of 2004, the U.S. Department of Labor finalized new regulations governing overtime
eligibility for employees. Yale Human Resources, working with the Office of the General
Counsel and outside experts, reviewed salaried managerial and professional (M&P) positions in
the entry-level grades and determined that effective July 1, 2006 most of those in the following
job titles in the entry M&P salary grades will become salaried overtime-eligible:
Accountant I
Alumni Affairs Officer 1
Administrative Associate 1
Assistant Audio Visual Producer
Clinical Practice Specialist 1
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Grant Administrator 1
Coordinator 1
Crew Rigger
C&IS Support Specialist 1
C&IS Support Specialist 2
Eligibility Rules: Coverage Start Date for New Hires and Off-Cycle Enrollments
When does medical and/or dental coverage begin for a new Faculty or Managerial and
Professional hire?
If the staff’s date of employment is the first day of the month, his/her coverage will begin on the
first day of the month of their employment; otherwise his/her coverage will begin on the first day
of the month following the date of their employment.
Example 1: Hire date is 6/1/2006; effective start date of coverage will be 6/1/2006.
Example 2: Hire date is 6/12/2006; effective start date of coverage will be 7/1/2006.
The same rules apply for a change in status. Example: Part-time to full-time
When does medical and/or dental coverage begin for a new Clerical & Technical or
Service & Maintenance hire?
Medical:
If the staff’s date of employment is the first of the month, his/her coverage will begin on the first
day of the month of their employment; otherwise his/her coverage will begin on the first day of
the month following the date of their employment.
Example 1: Hire date is 6/1/2006; effective start date of coverage will be 6/1/2006.
Example 2: Hire date is 6/12/2006; effective start date of coverage will be 7/1/2006.
Dental:
Staff is automatically enrolled in the Dental assistance plan on the first day of month following
their date of employment. Coverage is for the employee only. Dependents are covered once the
employee completes an enrollment form; their coverage begins on the first day of the month
following the staff’s coverage start date.
Staff also has the option of enrolling in an alternative dental plan, if not chosen, coverage in the
dental assistance plan is automatically provided for the staff only.
When does medical/dental coverage begin when a qualifying event (marriage, birth of
newborn, divorce, loss of coverage) occurs?
The effective date of coverage for an off-cycle enrollment in all instances (except for birth of a
child, in which case the effective date of coverage will be the newborn’s birthdate) is the first day
of the month following the “event”, unless the event occurs on the first day of a given month
then coverage would be effective the day of the event.
Reminder: You may not switch medical or dental plans due to a qualifying event.
What effective date will be used if the employee’s date of employment is the 1st of the
month and the 1st of the month falls on a week-end?
For all employee classifications, the effective date of coverage will be retroactive to the first day
of the month in which the employment began.
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Example 1: Hire date is 7/1/2006 (falls on a Saturday); first day of work is 7/3/2006, effective
start date of coverage will be 7/1/2006.
Reminder: Faculty and Staff must complete the necessary enrollment forms within 30
days from their date of eligibility. Failure to sign up for medical or dental benefits when
newly eligible or in the event of a qualifying event will result in no benefits until the next
calendar year.
As with all information, please refer to the Benefits Website at www.yale.edu/benefits for
detailed information.
Benefits Office is on the Medical School Campus Twice Monthly
Location is 153 College Street, lower level.
Please call the Benefits Office at (203) 432-5550 to schedule your appointment.
Benefit Counselors will be available by appointment only on the following days throughout the
months of August and September:
August 2006
Thursday, August 3rd
Thursday, August 17th
September 2006
Thursday, September 7th
Thursday, September 21st
LEARNING CENTER AND OTHER TRAINING --------------------------------------------------------------Send New Yale Parents a New Parent Packet!
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)
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• 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.
WorkLife Classes
To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660.
Class
Date
RE-CHARGE! A Realistic Approach to WorkLife Balance
(half-day workshop)
August 10
NOTE: Summer Special $40 (Yale, regularly $60), $60
(Non-Yale, regularly $75)
Back-Up Child Care Briefing
August 11
Learning Center Classes
Find details and register for Learning Center courses online at:
http://mire.med.yale.edu/lcdb/
Course
Date
August
FOCUS: Giving and Receiving Feedback for Employees
Aug 8, 2006
FOCUS: Giving and Receiving Feedback for Supervisors
Aug 8, 2006
FOCUS: Goal Setting for Supervisors and Employees
Aug 8, 2006
Creating a Career Plan
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
Aug 29, 2006
Expressing Yourself: The Art of Being Understood
Aug 29, 2006
Dealing with Conflict and Confrontation in the Workplace
Aug 30, 2006
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IT Computer Courses
Register at www.yale.edu/learningcenter
Course
Date
Operating System
Computers Made Easy
Aug 14
Internet Basics
Aug 22
Database Applications
Access 2003: Level 1
Aug 8, 10
Scheduling Email
Introduction to Meeting Maker
Aug 7
Microsoft Office
Excel 2003: Level 2
Aug 21, 23
Excel 2003: Level 3
Aug 1, 3
Excel 2003: Formulas and Functions
Aug 2
Word 2003: Level 1
Aug 15, 17
Word 2003: Level 2
Aug 28, 30
Word 2003: Merging Letters, Envelopes and Labels
Aug 3
Graphics
Photoshop 8.0: Level 1
Aug 29
Oracle Training
To register, visit www.yale.edu/xtrain.
Procurement
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
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Web Invoice Payment (WIP)
Procurement Inquiry (Responsibility Only)
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
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
Safety Training
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
Date
Biosafety Training
Aug. 9, 23; Sept. 6, 27
Bloodborne Pathogens Initial Training
Aug. 9, 22; Sept. 14, 27
Bloodborne Pathogens Annual Retraining
Aug. 2; Sept. 13
Laboratory Chemical Safety
Aug. 8, 30; Sept. 20
Radiation Safety Orientation
Aug. 8, 24; Sept. 7, 19
Respiratory Protection Training
Aug. 16; Sept. 8
Safe Use of Biological Safety Cabinets
Aug. 24; Sept. 13
Safety Orientation for Non-Laboratory Personnel
Aug. 2; Sept. 6
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Shipping and Transport of Hazardous Biological Agents
Aug. 15; Sept. 13
Tuberculosis Awareness
Aug. 10; Sept. 12
Web Training:
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
Call 5-3550 to schedule the following courses:
Advanced Biosafety Seminar
Hazardous Chemical Waste Management
Noise and Hearing Conservation
Office Ergonomics
Radiation Safety Survey/Spill Seminar
PROCUREMENT ----------------------------------------------------------------------------------Procurement Course Schedule
Find details and register for Procurement courses online at:
http://mire.med.yale.edu/lcdb/
Course
August
SWAP
VIP
SciQuest (Office & Computer Supplies)
SciQuest (Lab & Med Supplies)
Purchasing Card
SWAP
VIP
WIP
SciQuest (Office & Computer Supplies)
Purchasing Card
Accuship (FedEx, UPS, DHL)
Date
Aug 2nd PM
Aug 2nd PM
Aug 8th AM
Aug 8th PM
Aug 10th AM
Aug 21st AM
Aug 21st AM
Aug 23rd AM
Aug 25th AM
Aug 31st AM
Aug 31st AM
Course
September
SciQuest (Office & Computer Supplies)
SciQuest (Lab & Med Supplies)
SWAP
VIP
WIP
Purchasing Skills Training (one-day overview)
Date
Sep 5th AM
Sep 5th PM
Sep 11th PM
Sep 11th PM
Sep 13th PM
Sep 19th (all day)
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SciQuest (Office & Computer Supplies)
Purchasing Card
Sep 20th AM
Sep 21st AM
Contract Listing Updates
During the month of July, the following changes were made to the Contract Listing. For
details, see http://www.yale.edu/procurement/contractlisting/commodity.html
OFFICE FURNITURE
To expand your choice of supplier and furniture options, the following 2 contracts have been
added to the preferred supplier listing for a total of 5 office furniture supply contracts. Please
see the Office Furniture Matrix to determine the manufacturers carried by each of these
suppliers.
MCCABE OFFICE FURNITURE
Buy-Pay Approach: Furniture Ordering Procedure
Company Address: 1227 Whitney Ave., Hamden, Ct. 06517
Contact One:
Robert Lowe
Phone: 203-230-9144 Fax: 203-230-9380
PO:
UNP1102668
Exp. Code:
820620
Furniture Cost <$5,000
Buyer:
Tony Kulikowski 432-9964
anthony.kulikowski@yale.edu
Assistant Buyer:
SunAe Kim
432-9981
sunae.kim@yale.edu
WALDNER'S BUSINESS ENVIRONMENTS
Buy-Pay Approach: Furniture Ordering Procedure
Company Address: 125 Route 110, Farmingdale, NY 11735
Contact One:
Mark Krumenacker Phone: 800-473-9253 Fax: 914-921-2648
PO:
UNP1102925
Exp. Code:
820620
Furniture Cost <$5,000
Buyer:
Tony Kulikowski 432-9964
anthony.kulikowski@yale.edu
Assistant Buyer:
SunAe Kim
432-9981
sunae.kim@yale.edu
Furniture Savings
Buying Office Furniture: You asked for it --- you got it!
As part of the University’s ongoing procurement improvement initiative, Yale Purchasing
Services recently conducted a Furniture Procurement Satisfaction Survey to solicit your input
and ideas on how they can best meet your office furniture procurement needs. You told
Purchasing that choice is important, lower-end suppliers are needed and that easy access and
ordering is critical. In response to your feedback, the University has taken a number of steps to
ensure that you have a great choice of office-furniture supplier contracts that will provide you
with excellent value.
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Key contract features to meet your furniture needs:
More choice - There are more dealers to choose from including BKM, Corporate Express,
McCabe, Solidus and Waldner’s. These dealers carry many lines of furniture produced by
manufacturers including Hon, Kimball, Knoll, National and Steelcase.
Competitive pricing – All of our preferred dealers offer many levels of furniture with a wide
variety of price points.
Enhanced customer service – To ensure your satisfaction, Purchasing will continue to engage
your feedback in quarterly satisfaction surveys and monitor the results.
Easy online ordering through SciQuest – BKM, Corporate Express and Solidus are available in
SciQuest today. Look for and Waldner’s and McCabe to be included in the coming weeks.
Making the Right Choice
With several suppliers available to choose from and several different types of needs, how do
you know which will supplier has the best value (product selection, pricing and service) to meet
your needs? This selection aid below can help you understand the various approaches you
might take and ultimately a supplier to meet your specific needs:
If you need filing cabinets or other miscellaneous small office furniture, shop online via the
SciQuest eProcurement solution for discounts on select Hon furniture with Corporate Express.
If you need of one or a few pieces of office furniture for an office or an entire suite, contact a
preferred supplier from the Yale Contract Listing or Purchasing Services for guidance and
assistance. The appropriate Buy-Pay approach is described on the Contract Listing for each
supplier. You may also find it helpful to consult the Office Furniture Matrix to cross-reference
furniture distributors with the major furniture manufacturers that they carry if you are looking for
a particular brand of furniture.
If you are involved in a large-scale construction or renovation project in which a furniture
manufacturer has been specified, work with your Yale Facilities Construction project
management team directly or contact Tony Kulikowski in Purchasing Services at 432-9964 or
Anthony.Kulikowski@yale.edu.
For more information regarding the purchasing of Furniture or to see model offices,
demonstration models and ergonomic configurations, please contact Tony Kulikowski at 4329964, Anthony.Kulikowski@yale.edu or Sun-Ae Kim at 432-9981, sunae.kim@yale.edu.
Corporate Express Brand Mechandise Show
Don't miss the Brand Merchandise Show hosted by Yale University Purchasing Services:
August 17, 10:00am-2:00pm, President’s Room, Woolsey Hall
Highlights:
• Store Merchandise Programs
• Special Order Merchandise for Events and Promotions
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• 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
ADMINISTRATIVE SERVICES -----------------------------------------------------------------------------Annual Oracle Upgrade
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 this 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
Campus Mail Tips:
Reasons to Use P.O. Box Numbers
Why use a post office box number instead of a street address?
-- Box numbers tell the U.S. Postal Service and Campus Mail which department to deliver to if
multiple departments are in one building.
-- Your mail speeds through the U.S. Postal Service as it is quickly read by a machine, not a
person.
-- Box numbers allow your mail to be delivered the same day campus mail receives it. Mail is
taken off the U.S. mail truck and put directly onto our mail truck for delivery that morning to your
department.
-- Box numbers are cost-effective for Yale as Mail Services does not need to pay overtime to
hand sort your mail.
-- Box numbers provide consistent address format for readability and accuracy.
-- Box numbers save you time and effort when your department moves since the box moves
with you. Campus Mail simply redirects mail to your new location. No lost mail as your mail
does not have to be forwarded.
Think about it - quick service, cost-effectiveness, and accurate delivery. Why would you want to
use a street address instead of your box number?
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Telephone Inquiries
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.
Stopping Junk Mail at Home
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
FINANCE ----------------------------------------------------------------------------------------Important Tax Information
Student FICA Tax (Social Security & Medicare) Summer Reset
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.
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Students will be reset back to Exempt from FICA effective September 1, 2006.
Office of Development Address Change
Effective August 7th, both the central office of Development and the Medical School Office of
Development will be located in the Connecticut Financial Center, 8th-11th floors of 157 Church
Street. Our new campus mail address is:
Office of
Development
8th Floor
157 Church St.
Please include the name of the individual or the section on all campus mail envelopes.
Our U.S. mailing address is:
Yale University
Office of Development
157 Church St.
New Haven, CT 065102100
Our P.O. Boxes remain the same.
All visitors to the office will need to sign in at the building's main security desk with appropriate
ID. All visitors should then proceed to the receptionist on the 9th floor.
INTERNATIONAL UPDATE………………………………………………………………………….
TAX OFFICE APPOINTMENTS
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
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
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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 4325597 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.
Important Notice to Visa Waiver Program (VWP) Travelers
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
OTHER ADMINISTRATION ------------------------------------------------------------------------Other Resources:
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
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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.
Other Yale E-Newsletters & Periodicals
Yale Bulletin & Calendar
Benefits
The Circuit (ITS)
Controller's Office
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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