Business Management Monthly News
February 2007
Clicking the links below will bring you to the general topic headings.
1.
GENERAL INFORMATION
 Yale Enters 10-Week Recycling Contest with Other Schools
 New Passport Requirements Effective January 23, 2007
 2007 New Haven Hotel Rates for Business Travel
 New Travel Request Forms from Orbitz for Business
 Special February Discount for Yale Employees at Mystic Aquarium
2.
HUMAN RESOURCES
 Flexible Spending Account (FSA) “Grace Period Claims”
 New Yale-Specific Websites for TIAA-CREF and Vanguard Participants
3.
LEARNING CENTER
 New Parent Packet
 Back-up Child Care Briefing
 Lactation/Breastfeeding Room Locations on Campus
 Spread the Word about the Training Management System
 The “My Orgs” Feature of TMS Website
 WorkLife Classes
 Learning Center Classes
 IT Computer Courses
 Business Applications Training
 Safety Training
4.
PROCUREMENT
 VIP Ordering Transition Update
 SciQuest: Delete/Add User, Find Suppliers, Add-Ons, Office Supply Deliveries
 Temporary Employees Agree to Uphold Yale Standards
 AccuShip: Ensure Success with Essential New Toolkit
 Use a UPI for Student Reimbursements
 Procurement Course Schedule
 Contract Listing Update
5.
ADMINISTRATIVE SERVICES
 Campus Mail Tips: Outgoing Mail
 Campus Mail Tips: Correct Addressing Speeds Delivery
6.
FINANCE
 Important Payroll Information
 REMINDER: JANUARY 2007 (JAN07-07) JSA/GL Closing Deadlines
 Notice about Payments to European Union Countries
7.
INTERNATIONAL UPDATE
 Maximum Stay for J-1 Research Scholar/Professor Category Extended to Five
Years
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8.
Tax Assistance for International Students and Scholars
Upcoming H-1B Workshops
“Host” a Yale International Student
Hiring Internationals
OTHER ADMIN
 Other Resources
 Other E-Newsletters and Periodicals
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GENERAL INFORMATION -------------------------------------------------------------------------Yale Enters 10-Week Recycling Contest with Rival Schools
Everyone at Yale will be participating in a 10-week long competition against colleges and
universities around the country from January 28 through April 7th. Sponsored by the EPA, this
contest challenges each school to outperform its rivals by increasing recycling and decreasing
waste. Yale ran in the middle of the pack last year, coming in behind Harvard and other notable
schools in most categories (http://www.recyclemaniacs.org/results-2006.asp).
Let us meet this year's challenge with a resolve to improve our ranking in 2007.
Here is how you can help us win this year:
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Come to the RecycleMania Rally on Beinecke Plaza (Hewitt Quadrangle) on Thursday,
February 1st.
Recycle all of your paper, cans, bottles and boxes.
Contact Yale Recycling to have members of the Outreach/Education Team visit your
office with refreshments and a brief presentation.
Make sure everyone in your office has desk-side recycling boxes for Mixed Paper.
Check out the Yale Recycling web site (www.yale.edu/recycling) or call 432-6852 for
more information.
Read about the contest in the Yale Daily News:
http://www.yaledailynews.com/articles/view/19426
Wear your Yale Recycling button. Request some for you and your colleagues from
recycling@yale.edu.
You recycle.
We all win.
New Passport Requirements Effective January 23, 2007
All persons, including US citizens, will need passports to re-enter the United States by air from
the Caribbean, Mexico, Bermuda, or Canada beginning January 23, 2007.
The new rule will only affect passengers arriving by air. The expected deadline for travelers
entering by land and sea is January 1, 2008.
U.S. citizens returning from Puerto Rico and the U.S. Virgin Islands will not need to show
passports.
Authorities expect a significant increase in passport requests due to the rule change, so
travelers without valid passports are encouraged to allow plenty of time to obtain them.
It typically takes about six weeks to get a passport after applying, or two weeks for more
expensive, expedited service through the Passport Services Office.
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Please click on the links below to find out how to apply, and to access more information.
Why get a passport now?
How to get your passport
Who does the new law affect?
The wait time – currently up to
six weeks – could increase as
the number of applications
grows
First passport? Here’s how to
apply >>
Now there is a “rush option” for
an extra fee, but high volume
could affect availability
Need to renew? See mail-in info
>>
Gain travel flexibility ... the
ability to visit countries
worldwide
U.S. citizens traveling to Canada
, Mexico , the Caribbean ,
Bermuda and Panama
Find an office near you >>
You can also call the U.S.
National Passport Center at 1877-4USA-PPT (1-877-4872778).
Citizens of Canada , Mexico and
Bermuda , who will need a
passport for U.S. entry for the
first time
See details from the U.S.
Department of State >>
2007 New Haven Hotel Rates for Business Travel
Yale Travel Services has negotiated the below rates for 2007. These rates are available online
through Orbitz for Business or by calling the hotel directly. Rates are subject to availability
and subject to blackout dates.
Hotel Name and Phone
Street Address
Yale Rate
(subject to availability)
Blackout Dates
The Colony
776-1234
1157 Chapel
Closed for renovations
December 17, 2006- June
2007
Commencement, Parent's
Weekend, Alumni
Weekend
Courtyard New Haven at
Yale 777-6221
30 Whalley
$119 single or double
Commencement, Parent's
Weekend, Alumni
Weekend
Fairfield Inn by Marriott
562-1111
400 Sargent Dr
$91 (includes continental
breakfast
Commencement, Parent's
Weekend, Alumni
Weekend
New Haven Hotel
498-3100
229 George Street
$105
Commencement, Parent's
Weekend, Alumni
Weekend
Omni New Haven Hotel at
Yale 974-6817
155 Temple St
$137
Commencement, Parent's
Weekend, Alumni
Weekend
Premiere Hotels & Suites
(formerly the Residence
Inn)
3 Long Wharf Drive
$115 single or double
Commencement, Parent's
Weekend, Alumni
Weekend
New Travel Request Forms from Orbitz for Business
Do you need help booking your conference attendees?
Let Orbitz for Business help! Register your conference by using the "Guest/Non-employee"
form below, and then have your travelers call Orbitz directly (800-672-4891) to request their
own reservations. Orbitz agents will send you an email copy of the reservations. You can
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arrange all airline charges to your department P-card or have the individual attendees provide
their own credit card.
Guest Non-employee form (use this form to register your conference with Orbitz)
International travelers can use the "Travel Request" form below in lieu of calling Orbitz for
reservations.
Travel Request form (your international attendees may use this form to notify Orbitz of their
travel requests via fax or email)
Questions? Please call Yale Travel Services at 203-432-9962.
Special February Discount for Yale Employees at Mystic Aquarium
Yale employees have the opportunity to enjoy the Mystic Aquarium & Institute for Exploration at
reduced rate of $12.50 per adult admission ($7.50 per child) between now and February 28th,
2007. All you need to do is show your Yale ID at admissions to receive this special rate! The
discount applies to a maximum of two adults and two children.
The total price for a family of four is only $40.00! To learn more about the Mystic Aquarium visit
www.mysticaquarium.org or call 860-572-5955.
HUMAN RESOURCES ------------------------------------------------------------------------Flexible Spending Account (FSA) "Grace Period Claims"
FSA participants have the “grace period” of January 1 through March 15, 2007 to incur eligible
expenses for reimbursement from their 2006 flexible spending accounts. These claims must be
submitted to ADP no later than April 30, 2007 to avoid forfeiting that 2006 money.
Reminder, all flexible spending claims for reimbursement should be submitted directly to ADP,
and not to the Yale Benefits Office. ADP claim forms with detailed instructions may be found at
http://www.yale.edu/hronline/benefits/benforms_claim.html. Claims with the accompanying
expense information can be sent to ADP either by U.S. mail or faxed toll free to the number
listed on the claim form. Any questions regarding participants’ FSA expense claims should be
directed to ADP by calling their Participant Solution Center at 1-800-654-6695.
Newly hired employees and employees who experience an appropriate qualifying status change
event may enroll in a health care flexible spending account or dependent care flexible spending
account within 30 days from the date of employment or qualifying event. Please direct
interested employees to the Yale Benefits Office for FSA enrollment or to review an appropriate
qualifying status event. The 2007 FSA Election Form may be found at
http://www.yale.edu/hronline/benefits/benforms_enroll.html
NEW Yale-Specific Websites for TIAA-CREF and Vanguard Participants
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Yale University employees now have access to exclusively developed and customized Yale
websites for tracking and managing TIAA-CREF or Vanguard accounts. Visit the sites any time
from anywhere for information about your investment choices, as well as access to retirement
planning tools and more. The sites also contain links to the TIAA-CREF website (www.tiaacref.org) and the Vanguard Group website (www.vanguard.com), where you can update your
account, monitor account performance and sign up for e-delivery of account statements,
transaction confirmations and other communications.
Rest assured that all your online transactions are handled in a secure environment. We
encourage you to take some time to visit the sites, explore what they have to offer and
familiarize yourself with TIAA-CREF and Vanguard options.
You’ll also find all the forms you need to enroll.
For TIAA-CREF:
http://www.tiaa-cref.org/yale
For Vanguard participants:
http://yale.vanguard-education.com
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)
• 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.
Back-Up Child Care Briefing
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To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660. For a full
listing of WorkLife classes, click here.
Class
Date
Back-Up Child Care Briefing
Mar 8
Learn about the new Back-Up Care Child Program at Yale. Details on registration, cost
to family, how to use the service and other information will be provided at the briefing.
This workshop is for current, benefits-eligible Yale faculty, staff, students and post-docs
only. Visit www.yale.edu/backupcare in advance of the briefing.
Lactation/Breastfeeding Rooms on Campus
For a PDF file with information about each location, click on this link:
http://www.yale.edu/hronline/worklife/BreastfeedRooms.pdf
Spread the Word about Yale's Training Management System
The Training Management System is on its way to becoming a system well known by Business
Managers and employees across campus. In spreading the word about University compliance
to Federal, State and University required training it is important that employees understand why
they are required to complete training.
The most common questions asked are:
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Why must I take this training?
How often is this training required to be completed?
How do I complete my requirements?
You can answer these questions by directing your employees to the Training Management
website at www.yale.edu/training, the process owners of the requirement, or the TMS Project
Team. When employees understand the importance of a requirement, how it relates to their job
and how often they must complete it, they are more likely to achieve 100% compliance. Please
join us by educating your employees on the necessity of training and helping to answer these
common questions.
If you have any questions about TMS please contact: Jessica Hammatt,
jessica.hammatt@yale.edu, 432-1552 or Erin Jarett, erin.jarett@yale.edu, 432-6585.
TMS Feature Valuable for Business Managers
The My Orgs feature of the Training Management System (TMS) website is available to help
business managers’ track completion of regulatory training and forms. Through this online tool
you will be able to view which individuals have not completed their assessment and/or have
outstanding training needs. Running reports with this function will make it easier to pinpoint
areas that need more focus.
As a Business Manager you have access to all individual training profiles and can run reports on
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both assessment and training data. Not only can you determine who still needs to take the
assessment and complete training, but you will be able to complete the assessment for
employees in your orgs.
To gain access to My Orgs, please send requests to tmsadm@yale.edu. The following user
information should be included:
a. Name
b. Net ID
c. Org(s) to which you need access
If you have any questions about TMS, including the My Orgs tool, please contact
Jessica Hammatt, Jessica.hammatt@yale.edu, 432-1552 or
Erin Jarett, erin.jarett@yale.edu, 432-6585
WorkLife Classes
To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660.
Class
Date
Introducing Flexible Scheduling to Your Department
Feb 22, Mar 1
Back-Up Child Care Briefing
Mar 8
Helping Children Grow: Nutrition for Preschoolers
Mar 9
Caregivers Challenge: Maintaining Balance
Mar 9, 23, Apr 13
Child Care Information Session
Mar 22
Self-Esteem for Women
Mar 30
Ongoing: Yoga/TGIF -- Click here for more info
Learning Center Course Schedule
Find details and register for Learning Center courses online at www.yale.edu/learningcenter
For the WorkLife class schedule, click here
Course
Date
February
New Employee Orientation for Existing Employees
Feb 12
Making Your Resume Work for You
Feb 14, 28
Pathways I
Feb 19, 21, Mar 2
How to Excel at the Front Desk
Feb 20
Supervisory Education Program: Shifting Perspectives Looking at Roles &
Work Differently
Feb 22
New Employee Orientation for Existing Employees
Feb 26
Energizing Your Team for Results
Feb 27
Business Writing
Feb 28, Mar 7
Dealing Effectively with Unacceptable Behavior
Feb 28
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March
FOCUS: Giving and Receiving Feedback for Supervisors
Mar 1
FOCUS: Giving and Receiving Feedback for Employees
Mar 1
FOCUS: Goal Setting for Supervisors and Employees
Mar 1
Cover Letter Workshop
Mar 5
Managing Your Career at Yale
Mar 6
What Would You Do?: Workplace Ethics
Mar 6
Supervisory Education Program: What to Say and How to Say It for NEW
Supervisors and Managers
Mar 8
Pathways II
Mar 13, 14
Pathways I
Mar 15, 26, Apr 3
Supervisory Education Program: Introduction to Supervising & Managing
People
Mar 20, 29
Preparing for the Job Interview
Mar 21, 28
Communication: Effective Listening
Mar 21
Customer Service for Front Line Service Providers
Mar 22
Supervisory Education Program: Managing Up
Mar 22
Mistake-Free Grammar & Proofreading
Mar 27
Business Writing
Mar 28, Apr 4
IT Computer Courses
Register at www.yale.edu/learningcenter
Course
Date
Operating System
Computers Made Easy
Feb 19; Mar 19
Internet Basics
Feb 13
Windows XP: Level 1
Mar 26, 28
Database Applications
Access 2003: Level 1
Feb 6, 8; Mar 13, 15; 19, 21
Access 2003: Level 2
Feb 13, 15
Access 2003: Level 3
Feb 20, 22
Understanding Database Design
Feb 27
Scheduling and Email
Eudora Pro: Level 1
Feb 21; Mar 14
Introduction to Meeting Maker
Feb 26
Microsoft Office
Excel 2003: Level 1
Feb 12, 14; 20, 22; Mar 12, 14
Excel 2003: Level 2
Mar 13, 15
Excel 2003: Level 3
Feb 6, 8
Excel 2003: Database
Feb 13, 15
Excel 2003: Formulas and Functions
Mar 27
Powerpoint 2003: Level 1
Mar 6, 8; Mar 26, 28
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Word 2003: Level 1
Feb 12, 14; Mar 19, 21
Word 2003: Level 2
Mar 12, 14
Word 2003: Merging Letters, Envelopes and Labels
Mar 8
Word 2003: Tabs and Tables
Mar 20
Website Design
InDesign CS2 - Level 1: Creating Basic Publications
Feb 6
InDesign CS2 - Advanced: Creating Advanced Publications
Mar 5
Photoshop 8.0: Level 1
Mar 29
Web Authoring: HTML 4.01: Level 1
Feb 27
Web Editor: Dreamweaver 8: Level 1
Feb 7; Mar 13
Business Applications Training
To register, visit www.yale.edu/xtrain.
Procurement
Purchasing Card Training
VIP Number Requests and Assignments
Web Invoice Payment (WIP)
Human Resources
C&T, Casual and Student Payroll
Casual Employee Setup and General Employee Maintenance
Expense Management System (EMS)
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
Orbitz
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
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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
Feb 7; Mar 7
Bloodborne Pathogens Initial Training
Feb 1, 13; Mar 14, 27
Bloodborne Pathogens Annual Retraining
Feb 21; Mar 21
Laboratory Chemical Safety
Feb 15; Mar 6, 28
Radiation Safety Orientation
Feb 1, 13; Mar 1, 13, 29
Respiratory Protection Training
Feb 8; Mar 19
Safe Use of Biological Safety Cabinets
Feb 20; Mar 21
Safety Orientation for Non-Laboratory Personnel
Feb 7; Mar 7
Shipping and Transport of Hazardous Biological Agents
Feb 14; Mar 6
Tuberculosis Awareness
Feb 6; Mar 13
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
Laser Safety Awareness www.yale.edu/oehs/powerpoint/LaserSafetyTraining.htm
X-Ray Diffraction Safety Awareness www.yale.edu/oehs/powerpoint/X-RayDiffraction.htm
Call 5-3550 to schedule the following courses:
Biosafety Level 3
Confined Space
Hazardous Chemical Waste Management
Noise and Hearing Conservation
Office Ergonomics
Radiation Survey/Spill Seminar
Safety Training
Office of Environmental Health & Safety
135 College Street
www.yale.edu/oehs
5-3550
PROCUREMENT ----------------------------------------------------------------------------------VIP Transition Update: After 1/31/07, Use VIP on Shipping Labels through
AccuShip ONLY!
e-Shipping Update:
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
As of 1/31/07, legacy use of VIP numbers on express shipping labels for FedEx,
UPS and DHL has been de-supported. This includes hand-written and pre-printed
shipping labels with FedEx, UPS and DHL. These shipping labels must be created in
AccuShip, Yale’s express shipping solution. For information on implementing AccuShip
in your department, go to http://www.yale.edu/procurement/accuship/ or contact
procurement@yale.edu. We expect to complete the express shipping conversion by the
end of FY07.
e-Procurement Update:

Through your participation and the help of outreach captains at Science Hill and
the School of Medicine, University-wide deployment of SciQuest was completed in
late December 2006! In parallel, the de-support of legacy VIP ordering with suppliers
was also substantially completed.
SciQuest: Delete/Add User, Find Suppliers, Add-Ons, Office Supply Deliveries
Deleting and Adding Access for SciQuest Users
When a Yale employee transfers to a new department or leaves the University, as part of your
termination checklist activities please be sure to delete the user's access to SciQuest via
START. This does not happen automatically.
SciQuest access for transferred staff members must be re-established via START by the
business manager of the new department. Please ensure that SciQuest users establish their
profile defaults in SciQuest to reflect their move in the University.
Should you have any questions regarding SciQuest user setups via START, please contact the
ITS Help Desk at helpdesk@yale.edu, 785-3200 or 432-9000.
Where’s My Supplier?
As a Best Practice, query for suppliers in SciQuest using a "*" ( a ‘wildcard’) on either side of the
supplier’s name.
Ex. “*poland*” will ensure that you find “NESTLE WATERS NORTH AMERICA DBA POLAND
SPRING WATER CO” if you are looking for the company formally known as “Poland Spring.”
Think Twice Before “Super-Sizing” Your Order
It may be OK to super-size your Coke or add an order of fries to your fast food order at the last
minute; however, it’s important to refrain from ‘add-ons’ when ordering at Yale. Adding onto an
order that has already been submitted circumvents our Yale internal controls and causes
invoice errors that make it difficult to pay the supplier.
Always begin a new order when you need additional goods and services even when you have
just placed an order. The good news is that you can easily replicate a SciQuest order by using
the ‘Copy Cart’ feature if you are interested in increasing the quantity of the same item just
ordered.
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Office Supply Orders Via Sciquest Require Complete Desktop Address
ALERT: If you place orders for office supplies with Corporate Express via SciQuest, please be
sure to use your desktop shipping location complete with building and room number to
receive your orders within the promised delivery time. Yale office supply purchasers enjoy nextday delivery services for over 99% of our orders. To ensure that your deliveries arrive promptly,
please double-check the following:



I have added a desktop delivery address to My Profile in SciQuest. This is typically
notyour default address when you start using SciQuest. Hint: This address must start
with 'YD' which stands for 'Yale Direct.' If you do not see your location in the Select
Address Template drop-down list, please contact procurement@yale.edu.
I have added my Building/Room # to my 'YD' address in SciQuest. Without this, the
Corporate Express delivery person cannot locate you.
I have selected my desktop delivery address for my Corporate Express orders. Tip: If
the majority of your orders are with Corporate Express, you can make this address your
default address by checking the 'Default' checkbox.
For step-by-step instructions on how to set up a desktop delivery address in SciQuest, please
go to http://learn.med.yale.edu/procurement/sciquest/courses.asp and view the brief video
called 'Profile Basics - Add a Shipping Address' located under the 'Updating Your Profile'
section. These instructions are also available in a Word document to the right of video link.
Accuship: Ensure Your Success with New Essential Toolkit for All Users!
REMINDER: As of 1/31/07, legacy use of VIP numbers on express shipping labels for
FedEx, UPS and DHL has been de-supported. This includes hand-written and pre-printed
shipping labels with FedEx, UPS and DHL. These shipping labels must be created in AccuShip,
Yale’s express shipping solution.
To support you in your conversion to AccuShip, use our robust toolkit to ensure your
success with AccuShip:
 Watch and learn how to use AccuShip from the comfort of your desktop. Visit our
growing library of quick video demonstrations. (click here) NOTE: You supply the
popcorn!
 Print out our handy Quick Reference Card to spark your memory and pick up great tips.
(click here)
 Tackle international shipments with confidence! Check out two new videos for
international shipments with and without commercial value. (click here)
 Quickly locate info on how to obtain shipping supplies and clear definitions of
service options. (click here)
 Engage in enlightening conversations on international shipping issues with your
colleagues, Procurement and shipping experts. Join our Yale International Shipping
Discussion Forum today! (click here)
 Take in a class here at Yale. To self-register with the Learning Center, click on the
training below appropriate to your level of experience:
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Classroom training for new users (click here)
Classroom training for advanced users (click here)
 Report issues to the Help Desk. We don’t want you to struggle and we want to know
what’s troublesome. Contact the ITS Help Desk at helpdesk@yale.edu, 785-3200 or
432-9000.
For more info, see http://www.yale.edu/procurement/accuship/index.html.
Happy Shipping!
Temporary Employees Agree to Uphold Yale Standards of Business Conduct
To help ensure that temporary employees conduct themselves in accordance with Yale’s
standards of business conduct, our four temporary services suppliers have instituted a
new procedure.
Effective immediately, Jackie Matchett, Robert Half, Randstad and Kelly Services will now
require temporary employees being assigned to work at Yale to understand and agree abide by
Yale’s standards of business conduct.
Each temporary employee will review and sign Yale’s “Standards of Business Conduct” and our
“Appropriate Use of University Information and Information Technology” agreements before
beginning work at Yale or on their first day of work. Each agency will keep the signed copies in
their records for that employee.
If you have questions on this new procedure, please contact Dee Tousey at 432-9979 or
darlene.tousey@yale.edu.
UPI for Student Reimbursements
REMINDER: Please use a UPI rather than Social Security Number (SSN) when
processing a Check Request for student reimbursement. At all other times, use Social
Security Numbers on Check Requests including the processing of service payments (i.e.
honoria, prizes, awards) to students.
What’s a UPI?
As part of the University’s Privacy and Identity Protection Project, a unique, numeric identifier
has been created for each member of the Yale community, which will reduce the need to
use the Social Security Number (SSN) on paper documents and in electronic systems. This
unique identifier, known as the University Person Identifier (UPI), is an 8-position number that is
permanently assigned to each individual.
Unlike the SSN, the UPI is merely an identifier for use within Yale to efficiently identify
individuals and to differentiate between those with similar names thereby protecting an
individual's SSN. Knowledge of a person’s UPI will not facilitate identity theft, nor will it facilitate
access to confidential information. The UPI is included with other information currently available
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to on-campus users through the Yale Online Directory. Simply type the individual's name
followed by the words return all. (e.g. "John Doe return all")
Should you have any questions, please contact procurement@yale.edu.
Procurement Course Schedule
Find details and register for Procurement courses online at:
http://mire.med.yale.edu/lcdb/
Courses and Dates
Accuship - Introduction
Feb 20, AM
Accuship – Advanced NEW!
Feb 22, AM
Feb 27, AM
Purchasing Skills Training (one-day overview)
By request
Purchasing Card
Feb 14, AM
SciQuest eProcurement - Office & Computer Supplies
Feb 26, AM
SciQuest eProcurement - Lab & Med Supplies
Feb 12, AM
Feb 20, AM
EMS
Feb 6, 13, 20, All PM
VIP
Feb 8, PM
Feb 27, PM
WIP
Feb 22, PM
Questions? Please contact procurement@yale.edu.
Contract Listing Updates
During the month of January, the following changes were made to the Contract Listing. For
details, see: http://www.yale.edu/procurement/contractlisting/commodity.html
Catering Services for University Functions
CHANGED: La Cuisine changed to Tournament Concessions DBA La Cuisine
DELETED: Si Si Catering
(For other Catering options, click on this link.)
Compressed Gases
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CHANGED: Airgas - no longer listed as a Buy-New Haven (BNH) supplier. They are now
located in Cheshire.
Equipment Maintenance
CHANGED: Professional Equipment – recategorized (optional choice to Parker X-Ray)
Furniture
CHANGED: BKM no longer listed as a Buy-New Haven (BNH) supplier. They are now located
in Milford.
CHANGED: McCabe Office Furniture – now a Strategic Vendor
Hotels - New Haven Area
DELETED: Three Chimneys Inn and Colony Hotel
(For other Hotel options, see http://www.yale.edu/ytravel/hotel/index.html.)
Lab Supplies
CHANGED: VWR International - Buyer changed to Christopher Bartolotta.
CHANGED: Invitrogen - Buyer changed to Darlene (“Dee”) Tousey.
Office Supplies
CHANGED: Corporate Express - Buyer changed to Pamela Burgh.
Water (and Coffee) Services
CHANGED: Poland Sping Water Co. to Nestle Waters North America DBA Poland Spring
Water Co
ADMINISTRATIVE SERVICES -----------------------------------------------------------------------------Campus Mail Tips: Outgoing Mail
Campus Mail carriers never know what they will find waiting for them when they enter a building
to drop off the daily US and campus mail and pick up any outgoing mail. There may be
cardboard boxes full of outgoing mail, or plastic bags stuffed to the point of bursting with large
campus mailings.
As you prepare outgoing mail, please keep in mind:
1. KEEP CAMPUS MAIL SEPARATE FROM US MAIL - We do not want your campus mail
returned to you by the US Postal Service because it was mixed in with your outgoing US mail.
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Clearly mark one container for outgoing US mail and one for outgoing campus mail to avoid any
confusion either for your department personnel when they bring their outgoing mail or for our
drivers when they pick up your mail.
2. USE WHITE BUCKETS FOR OUTGOING MAIL. If your mail amounts to more than a
handful, please make sure it is in a container for easy carrying. Cardboard boxes break, plastic
bags tear and are not acceptable containers for the US Postal Service. White buckets are
designed to stay rigid and have handles for easy carrying in our system and the US Postal
Service. Please do not use anything except white buckets for your outgoing mail. Your
Campus Mail driver may have empty buckets on the truck, or call the Campus Mail office (49310) 24 hours in advance of your pick up to request extra empty white buckets. We will be
glad to deliver several to you the following day.
3. NOTIFY CAMPUS MAIL IN ADVANCE OF ANY UNUSUALLY HEAVY MAILING. This
would be any large mailing consisting of two or more buckets of mail. When the mail trucks are
loaded every morning, the mail clerks must plan ahead for large mailings that they are aware
of. If we have not been notified of your large mailing, we may not be able to take it that day as it
may not fit on our truck.
Campus Mail Tips: Correct Addressing Speeds Mail Delivery
"BUT THAT IS MY OFFICE ADDRESS!" The address you report to each day may be your
PHYSICAL location, but that doesn't mean it is your MAIL DELIVERY address. In order to avoid
delays in delivery of your US mail, be sure to use your post office box number on all US mail.
Street addresses may cause your mail to be delayed, misdelivered or even returned to sender.
All US mail addresses require:
NAME
DEPARTMENT
YALE UNIVERSITY
PO BOX _ _ _ _ _ _
NEW HAVEN, CT 06520- _ _ _ _
TAC BUILDING ADDRESSES. No U.S or campus mail is delivered to the TAC building (The
Alain Center at 300 Congress). All mail is delivered to the home departments, which
forward the mail to TAC occupants. "TAC" or "300 Congress" should not be used as part of the
addresses.
CAMPUS ENVELOPES. Use only official Yale Inter-Departmental envelopes. These
envelopes require the correct information for prompt delivery of your mail, and they are less
expensive. Order them only through the Central Stockroom by faxing a Stock Request to 49312.
Item: ENVELOPE, CAMPUS MAIL
manila 10x13 w/tie 100/bx
Stock No.: 38445
Price: $10.00/BX
All campus addresses require:
NAME
DEPARTMENT
CAMPUS LOCATION
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If you are unsure of your box number, visit the Campus Mail web site at
www.yale.edu/campusmail or call the office at 4-9310.
FINANCE ----------------------------------------------------------------------------------------Important Payroll Information
W-4 Exemption Resets
Pursuant to the Internal Revenue Service (IRS) and the State of Connecticut Department of
Revenue Services (DRS) regulations, all students and employees who claimed exemption from
federal and/or state income tax withholding on Form W-4 and or Form CT-W4 during calendar
year 2006 must submit a new Form W-4 and/or Form CT-W4 by February 16, 2007 to continue
to claim the exemption(s) for the calendar year 2007.
Reminder emails and/or letters will be sent in January 2007 to those currently claiming this
exemption.
Electronic forms are located online at http://www.yale.edu/ppdev/forms (click on the Payroll link
in the Finance section).
Web W-2’s
2006 Form W-2s will be available online for all active Form W-2 recipients.
The benefits include getting your Form W-2 prior to the regular mailing, as well as the
convenience of printing the from any time of day or night at your printer. To get started, you will
need to know your Yale NET ID and PIN. You will receive an email in January 2007 letting you
know exactly when you can access the W-2 website: www.yale.edu/w2
Forms 1042-S
Forms 1042-S for the calendar year 2006 will be distributed by March 15, 2007.
REMINDER: JANUARY 2007 (JAN07-07) JSA/GL Closing Deadlines
January 31, Wednesday - Final AP daily push to the GL for January 2007.
February 2, Friday - 3:00 PM - Deadline for approval of SWAP transactions for the month of
January 2007.
February 2, Friday - 5:00 PM - Deadline for SFTP of external source system batches for the
month of January 2007.
February 5, Monday - 3:00 PM - Deadline for JSA authorization and LD distribution adjustments
for the month of January 2007.
February 6, Tuesday - 8:30 AM - Authorization may begin for February 2007 JSA batches and
LD distribution adjustments.
February 7, Wednesday - First AP push to the GL for February 2007.
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February 7, Wednesday - 5:00 PM - January 2007 GL closing.
February 8, Thursday - 8:30 AM - Final January 2007 GL balance information including fund
balance updates available in the Data Warehouse.
February 8, Thursday morning - The Month End event begins in the DW. Portal Users
scheduled to receive Month End reports will get them throughout the day and possibly Friday.
The Account Holder Report by Person and the Account Holder Report by PTAO are now
available in the Hyperion (Data Warehouse) Portal. Workshops are being held to assist
departments in transitioning to these reports. For more detailed information on the workshops or
demonstrations of the new reports, visit the Monthly Financial Review web site located at:
www.yale.edu/mfr.
If you have any questions or comments, please contact your local support provider
(http://www.yale.edu/its/help/supportgroups.html) or the ITS Help Desk at 785-3200, 432-9000
or helpdesk@yale.edu.
Updates will be posted at: www.yale.edu/its/status
Notice from Bank of America about Payments to EU Countries
Payments sent into one of the EU countries should include an IBAN (International Bank Account
Number) in place of the basic, traditional beneficiary account number. IBANs should be placed
in the Beneficiary ID/Account Number field, and the relevant SWIFT BIC code for the beneficiary
bank should also be provided. Payments sent without an IBAN run the risk of being returned by
the beneficiary bank, and/or additional charges being applied.
IBANs should only be obtained from the beneficiary of the payment. There is no central IBAN
database.
INTERNATIONAL UPDATE ------------------------------------------------------------------------Maximum Stay for J-1 Research Scholar/Professor Category Extended to Five
Years
Effective November 18, 2007, the maximum length of program for J-1 exchange visitors in the
Research Scholar and Professor category has been increased from three to five years. The five
year maximum stay for a J-1 research scholar/professor is not counted in the aggregate. The
five year “clock” begins with the start date on the DS-2019 form and this status remains
available to the individual until the end of five years or the date the J-1 program is concluded,
whichever is earlier. At Yale, the initial DS-2019 will be issued for the duration of the
appointment and can be extended up to a maximum of five years. However, when the program
at Yale is completed so is the J-1 program unless the scholar transfers immediately to another
J-1 sponsor.
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At the end of the J-1 research scholar/professor’s exchange visitor program, regardless of the
length of the stay (7 months, 2 years, or 5 years), the exchange visitor becomes subject to a
“two year bar on repeat participation as a J-1 research scholar or professor.” This means
that when a research scholar/professor completes his or her J-1 program participation,
regardless of the length, the J-1 research scholar/professor status is concluded and the person
is not eligible for another stay as a J-1 research scholar/professor until two years have passed.
This bar only applies if the individual wants to return to the U.S. in the J-1 research
scholar/professor category. The two years can be spent in the U.S. in another J-1 category (i.e.
short-term scholar or specialist) or in another immigration status, e.g. H-1B, if eligible.
This rule applies to any J-1 research scholar/professor who held that status on or after
November 18, 2006. Current J-1 research scholars are now eligible for a maximum stay of five
years. Departing J-1 research scholars are now subject to the “two year bar on repeat
participation as a J-1 research scholar/professor.”
For future appointments, departments should consider the following:





If the individual visits Yale on a regular basis (e.g. every fall semester, every third
semester, etc.) please consult with OISS to determine the appropriate sequence of
immigration statuses. It is important to discuss this with OISS prior to the issuance of
the initial immigration document.
The initial DS-2019 will be issued for the period of the initial appointment. If funding is
confirmed for the next five years, then the initial document can be issued for the full five
years as long as the department requests this and anticipates needing the scholar for
the full duration.
If the DS-2019 is issued for a length of stay that is less than five years, the stay can be
extended up to the maximum when additional funding becomes available and upon the
sponsoring department’s request for extension.
Departments and scholars may want to consider the use of the J-1 Short-Term Scholar
Category. The short-term scholar category is another distinct category of exchange
visitor, different from the J-1 research scholar/professor. It permits an individual to stay
in the U.S for up to six months. Extensions beyond six months are not permissible.
Short-term scholar participants are not subjected to the two year bar on participation. To
date, OISS has used the short-scholar category for only a few appointments. In the
future, when an initial appointment is for six months or less, OISS will talk with the host
department about using short-term scholar category avoid subjecting exchange visitors
to the 2-year bar unnecessarily. In the instances where the scholar makes repeated
visits to Yale University the short-term scholar category may be a better choice.
Health Insurance: Health insurance coverage remains mandatory for J-1 exchange
visitors and their J-2 dependents during their entire stay in the U.S. in J status.
For more information about the new J-1 5-Year Rule please visit
http://www.oiss.yale.edu/visa/j5year.htm.
Tax Assistance for International Students and Scholars
All international students and scholars who were in the U.S. at any time during 2006 must file
annual tax returns with the U.S. government. This filing requirement applies even to those
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students and scholars who received no income from U.S. sources during the calendar year
2006.
OISS provides Yale’s international community access to a tax preparation software program for
non-resident taxpayers called CINTAX. In mid-February OISS will send by email to all current
international students and scholars a password to access CINTAX. Departments receiving
questions from international students and scholars about their tax filing obligations can refer
them to OISS. General tax information for non-resident tax filers can be found at
www.yale.edu/oiss/tax.
Upcoming H-1B Workshops
If you would like to learn about the complexities of the H-1B process, the OISS will sponsor H1B workshops during these next two months, specifically for Yale employees who hold H-1B
status. Topics will include the status and its limitations, outside employment, promotions and
changes in employment, travel and visa applications, renewal of status and transfers. Seating
is limited to 65 on a first-come, first-serve basis. The workshops will be held at the International
Center, located at 421 Temple Street. Coming from the Medical School, the Yale Shuttle service
stops directly across the street from OISS, in front of Helen Hadley Hall. There is no fee for the
workshop.
Wednesday, February 14, 2007
9:00-10:30 a.m.
To reserve a seat, send an email to janice.pinkard@yale.edu.
Wednesday, March 14, 2007
5:00-6:30 p.m.
To reserve a seat, send an e-mail to susan.buydos@yale.edu.
"Host" a Yale International Student
Would you like to . . .
Learn about other countries and cultures?
Share your favorite activities and traditions with a new friend?
Welcome an international student to the New Haven community?
Then you would make a great Community Friend of a Yale International Student!
“I love this program. It is an opportunity for Mary and I to make friends with Yale international
students and learn about their studies, interests, country and culture. It has been a wonderful
way to broaden our knowledge of another culture and country, to hear a 'local' perspective on
their country's events in the news and to learn how they view world events. We are hosting our
third student this year and they have all been terrific.”
-- Arthur Hunt, Yale ITS
The Office of International Students and Scholars at Yale is pleased to announce the expansion
of Community Friends of Yale International Students, a program that aims to promote
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intercultural understanding and create global friendships by matching international students with
residents of the Greater New Haven area. Community Friends (formerly called Hosts for
International Students) has been very successful at the undergraduate level and will now be
open to international graduate students.
Community Friends helps students get accustomed to life in the US, gives hosts the opportunity
to learn about other cultures and perspectives, and plants the seeds for a potentially life-long
friendship. Hosts and students keep in touch throughout the academic year and meet
occasionally to share a meal or activity. The Office of International Students and Scholars also
organizes events for students and hosts during each semester.
We are currently looking for volunteers to serve as hosts to international graduate students.
Individuals, couples, and families of all sizes are invited to participate.
For more information about the Community Friends program, please visit
http://www.oiss.yale.edu/hostfamily/default.htm. Contact Abigail Borchert at
abigail.borchert@yale.edu or 432-2305 with any questions.
Hiring Internationals
The Learning Center will sponsor a course called Hiring Internationals on April 17, 2007. The
purpose of the class is to familiarize participants with the issues, options and procedures for
hiring international scholars for faculty and staff positions in various visa categories, i.e. F-1, J-1,
H-1, O-1 and TN. For more information and to register, go to
http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=707.
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
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
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Procurement
Safety Bulletin
Tax Office
Travel
working@yale
Yale Daily News
Yale Medical Group
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