Business Management Monthly News
April 2007
Clicking the links below will bring you to the general topic headings.
1.
GENERAL INFORMATION
 Homebuyer Seminars for Spring 2007
 Annual Long-Service Awards Ceremony
 Yale Honors Staff with 5 to 20 Years of Service
 Administrative Professionals Day
 Pan-Am Begins Service from Tweed-New Haven Airport
2.
HUMAN RESOURCES
 Flexible Spending Account (FSA) Claim Deadline for 2006
 New Yale-Specific Websites for TIAA-CREF and Vanguard Participants
 Student Savings Club Now Accessible Online
 WorkLife Classes
 New Parent Packet
 Back-up Child Care Briefing
 Lactation/Breastfeeding Room Locations on Campus
 Additional Discounts, Services, and Resources for Faculty and Staff
3.
LEARNING CENTER
 Learning Center Classes
 IT Computer Courses
 Business Applications Training
 Safety Training
4.
PROCUREMENT
 Changes to GovConnection with ePortal but not SciQuest
 End of Legacy VIP Ordering for Water Services
 Accuship Address Verification
 Freight and Prompt Payment Discount Allocation
 SciQuest News and Updates
 Procurement Course Schedule
 Contract Listing Updates
5.
ADMINISTRATIVE SERVICES
 Parking and Transit Introduces Transit Visualization System
 Campus Mail Tips: Mailing Requirements Training
 Campus Mail Tips: New USPS Pricing
 Campus Mail Tips: International Mail Simplified
6.
FINANCE
 New Workers’ Compensation Brochure
 Important Payroll Information
 Notice about Payments to European Union Countries
7.
INTERNATIONAL UPDATE
1
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
8.
International Cultural Festival on April 21, 2007
Hiring Internationals
OTHER ADMIN
 Other Resources
 Other E-Newsletters and Periodicals
2
GENERAL INFORMATION -------------------------------------------------------------------------Homebuyer Seminars for Spring 2007
Yale University and People's Bank cordially invite you to attend a FREE four-part homebuyer
information series this Spring.
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. The seminars will cover topics
including:
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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
Participants who complete all four sessions will receive a Home Ownership Education
Certificate!
Evening seminars for prospective homeowners are tentatively scheduled below. All sessions
are free and run from 6:00-9:00 p.m.
Tuesday Evenings - March / April
Tuesday, March 20
Tuesday, March 27
Tuesday, April 10
Tuesday, April 17
There will be no seminars during the week of April 2-6.
The Tuesday sessions are scheduled to be held at the New Dixwell-Yale Community Learning
Center, also known as the Rose Center located at 101 Ashmun Street, New Haven, CT 06511.
Tuesday/Thursday Evenings - April/May
Tuesday, April 24
Thursday, April 26
Tuesday, May 1
Thursday, May 3
Location will be confirmed to registered participants prior to the start of the seminars.
Call now and register - seating is limited.
3
To obtain more information about the University-Sponsored New Haven Homebuyer Program,
call Bill Carney at 2-5535 or e-mail: bill.carney@yale.edu
For more information on the program, visit the website at
http://www.yale.edu/hronline/hbuyer/seminars.htm.
Yale Honors Staff with 25 or More Years of Service
Yale annually honors staff members who have completed 25 years of service or more to the
University with the Long-Service Recognition Dinner. President Levin and the Officers gather
with the honorees in the Commons Dining Hall to celebrate those who have reached various
milestones in their careers. Honorees are featured in a video presentation and in a
commemorative yearbook.
On Monday, April 30, Yale will honor 267 individuals who have collectively provided 7,765 years
of service to the University. Among this group is Mary Anne Schulz, Physics Department, who is
celebrating 45 years of service to Yale. Fourteen staff are marking their 40th anniversaries; 44,
their 35th; 83, their 30th and 125, their 25th.
Those who have reached 30 years or more are eligible to receive a gift packet (mailed to their
home) from which they can either choose a Yale chair or a gift from a group of selections. All
honorees with 25 years of service will receive a gold-plated Seiko watch (men's and ladies'
styles) the night of the dinner.
For more information, please go to the Long Service Awards website or contact Linda Clarke by
calling 432- 6263.
Honoring Five to Twenty-Year Anniversaries of Service
Staff members who have reached five, ten, fifteen, or twenty years of service with Yale this year
will be recognized at the 5-20 Year Service Recognition Receptions, which are traditionally held
in the President's Room at Woolsey Hall in the spring. On May 9, 2007 the University will
recognize more than 1,000 staff members.
Two receptions, each hosted by a Yale officer, are scheduled in order to honor the large number
of staff celebrating anniversaries. The first reception will take place from 1:00 to 2:00 and the
second from 2:30 to 3:30. Honorees will receive invitations at home by mail. Congratulations to
all Yale staff who achieved these milestones this year.
For more information, please go to the Five-Twenty Years of Service Recognition website or
contact Stephanie Lango by calling 432- 7014.
Thank You is in Order on Administrative Professionals Day
Yale University annually recognizes and celebrates the professionalism of its administrative
workforce and the enormous contributions made by all administrative staff on Administrative
4
Professionals Day. This year the event coincides with the worldwide celebration on Wednesday,
April 25.
Yale's event will be held in Battell Chapel with registration and a continental breakfast in the
Dwight Hall Common Room. Staff members interested in attending are asked to register for the
event. Please use the following link to register:
http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=1141
Addressing this year's theme, "Shaping the Future," will be New Haven's own Elsie Cofield,
founder of Aids Interfaith Network and woman extraordinaire.
For more information, please go to the Administrative Professionals Day website or contact
Linda Clarke by calling 432- 6263.
Pan-Am Begins Service from Tweed-New Haven Airport
Pan Am began flights to and from Tweed-New Haven Airport March 8, 2007.
Save up to 70% off normal fares.
Yale Travel Services has negotiated a special one way rate of $125.80* for Yale employees!
No advance purchase is required, and this fare is valid for any destination, on any Pan Am
flight! Reservations may be cancelled up to three hours prior to departure without penalty.
(Cancellations within 3 hours of flight departure will result in loss of the ticket value).
To book, call Pan Am at 1-800-359-7262, or log on to www.flypanam.com, and click on "Yale
University." Enter our user name Yale07 and password Yal07. (period must be included) as
shown below:
Remember to show your Yale ID at Tweed for free parking!
Baltimore Airport (BWI) is 25-40 minutes from downtown Washington, DC. The MARC train from
the BWI airport to Union Station in Washington costs approximately $6 each way. Amtrak
service is also available for $16 for the regional train (which takes 29 minutes). MARC tickets
may be purchased at the station, or on board the train for an additional $3 fee (on board
purchases must be made in cash)
5
*Please be aware that Pan Am will be offering an introductory promotional fare of $99 for a
limited time. Normal fare rules will apply to the $99 fare so please inquire about cancellation
penalties when confirming your reservation.
Pan Am Tweed-New Haven Airport Schedule
Departing from New Haven (HVN) to Baltimore, MD/Washington (BWI)
Beginning 03.08.07.
Airline Flight # Departing HVN Arriving BWI Frequency
Pan Am 3528
7:20AM
8:30AM
except Sat. & Sun.
Pan Am 3583
11:00AM
12:10PM
except Sat. & Sun.
Pan Am 3568
4:05PM
5:15PM
except Sat. & Sun.
Departing from New Haven (HVN) to Bedford, MA (BED)
Beginning 03.08.07.
Airline Flight # Departing HVN Arriving BED Frequency
Pan Am 3548
11:30AM
12:15PM
except Sat. & Sun.
Departing from New Haven (HVN) to Elmira, NY (ELM)
Beginning 03.08.07.
Airline Flight # Departing HVN Arriving ELM Frequency
Pan Am 3581
7:45AM
8:45AM
except Sat. & Sun.
Pan Am 3585
3:10PM
4:10PM
except Sat. & Sun.
Pan Am 3587
7:15PM
8:15PM
except Sat. & Sun.
Departing from New Haven (HVN) to Portsmouth, NH (PSM)
Beginning 03.08.07.
Airline Flight # Departing HVN Arriving PSM Frequency
Pan Am 3406
7:10PM
8:05PM
except Sat. & Sun.
Arriving to New Haven (HVN) from Baltimore, MD/Washington (BWI)
Beginning 03.08.07.
Airline Flight Departing
#
DWI
Arriving
HVN
Frequency
Pan Am 3538
9:00AM
10:10AM
except Sat. & Sun.
Pan Am 3584
1:40PM
2:50PM
except Sat. & Sun.
Pan Am 3578
5:45PM
6:55PM
except Sat. & Sun.
Arriving to New Haven (HVN) from Bedford, MA (BED)
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Beginning 03.08.07.
Airline Flight # Departing BED Arriving HVN Frequency
Pan Am 3558
2:15PM
3:00PM
except Sat. & Sun.
Arriving to New Haven (HVN) from Elmira, NY (ELM)
Beginning 03.08.07.
Airline Flight # Departing ELM Arriving HVN Frequency
Pan Am 3580
6:00AM
7:00AM
except Sat. & Sun.
Pan Am 3582
9:45AM
10:45AM
except Sat. & Sun.
Pan Am 3586
5:00PM
6:00PM
except Sat. & Sun
HUMAN RESOURCES ------------------------------------------------------------------------Flexible Spending Account (FSA) Claim Deadline for 2006
Participants who want to be reimbursed from a 2006 Flexible Spending Account (FSA) for
eligible expenses for either uninsured healthcare (medical/dental) or child/dependent day care
must submit claims to ADP no later than April 30, 2007. Otherwise, any unclaimed 2006
balance will be forfeited.
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.
Participants may access their ADP accounts to view balance information and claim
reimbursement history through the Yale Employee Self-Service site at www.yale.edu/benefits by
following the instructions outlined below:


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Click on the Employee Self-Service link on the upper left side of the screen.
At the CAS (Central Authentication Service) Screen, employees should enter their Yale
Net ID and password.
Once in Employee Self-Service, under the section labeled “My Personal Benefits,” click
on the View button to the right of “ADP Flexible Spending Claims,” which provides a
direct link to the participant’s flexible spending account on the ADP web site.
NEW Yale-Specific Websites for TIAA-CREF and Vanguard Participants
7
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
Student Savings Club Now Accessible Online
Human Resource Services at Yale University will continue to offer the Student Savings Club, a
program to help students save money at many area restaurants and retailers, in the 2006-07
school year.
The program is now available online to all students, faculty and staff at no cost. The Student
Savings Club has been simplified this year to make it more accessible to the Yale University
community. To redeem a discount being offered by a participating retailer, students, faculty and
staff simply show a Yale ID.
Yale Human Resource Services sponsors the Student Savings Club, a national program for
colleges and universities, so Yale University students can save money. “It’s hard for students
and their families to handle all of the expenses of college these days,” says Ashley Dobson of
the Student Savings Club. “This program makes things a little easier by helping students to save
money at some of their favorite places.”
In the past, specially printed Student Savings Club cards were necessary for the discount.
These cards are no longer required. Only a Yale ID is needed at the moment of purchase, and
the discount will be honored. Click here to see a list of the participating businesses and their
offers and discounts:
http://studentsavingsclub.com/SchoolDiscounts.aspx?collegeID=44
Some of the retailers who are participating include: Bar, Dunkin’ Donuts, Ivy Noodle, Subway,
Firestone Tire & Service Center, Neighborhood Music School, Midas Auto System Experts,
Amity Car & Truck Rental, Shoreline Computers, Diamond Designs, Allivet Animal Health,
Panache, and Y Haircutting.
WorkLife Classes
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To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660.
Class
Date
Making Exercise Part of Your Life
Apr 11
Fundamentals of Budgeting and Handling Credit
Apr 13
Managing Across the Miles: Long Distance Caregiving
Apr 18
Back-Up Child Care Briefing
Apr 19
Depression and Aging: What to know about the blues and
beyond
Apr 27
College Admissions: How to Get Started on the Process
May 1
Desktop Wellness: Learn to Work Well
May 10
Introduction to Mindfulness Meditation
May 11
Child Care Information Session
May 23
Ongoing: Yoga/TGIF -- Click here for more info
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
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
9
Back-Up Child Care Briefing
Mar 8
Apr 19
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
Additional Discounts, Services, and Resources
The goodies page offers information about discounts, services and resources for eligible Yale
University faculty and staff. Please click on the link below for more information:
http://www.yale.edu/hronline/worklife/goodies.html
LEARNING CENTER AND OTHER TRAINING ---------------------------------------------------------------
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
April
Refining Speaking and Writing for Speakers of English as a Second
Language
Apr 4, 11, 18; May 14
FOCUS: Feedback and Goal Setting for SUPERVISORS
Apr 4, 10, 11, 12, 14, 17,
18, 20, 24, 25, 27, 28,
30
Management Skills for Administrative Professionals
Apr 9
10
FOCUS: Feedback and Goal Setting for NON-SUPERVISORS
Apr 10, 17, 27
FOCUS: Feedback and Goal Setting for SUPERVISORS
Apr 4, 10, 11, 12, 14, 17,
18, 20, 24, 25, 27, 28,
30
How to Remember Just About Anybody's Name
Apr 13
Yale School of Medicine New Employee Orientation
Apr 17
Myers-Briggs: Understanding Type to Advance Your Career
Apr 17
Hiring International Faculty and Staff
Apr 17
Making Your Resume Work for You
Apr 18; May 14
Pathways I
Apr 19, 23, 30
Behavioral Interviewing for Those Who Hire
Apr 25
Negotiating for Results Workshop
Apr 25; May 2
Managing Multiple Projects, Objectives and Deadlines
Apr 26
May
FOCUS: Feedback and Goal Setting for SUPERVISORS
May 1, 18, 19
Coaching for Development
May 3
FOCUS: Feedback and Goal Setting for NON-SUPERVISORS
May 3, 4
Expressing Yourself: The Art of Being Understood
May 8
Strategies for Successful Time Management
May 8
Pathways I
May 9, 10, 15
Refining Speaking and Writing for Speakers of English as a Second
Language
May 14
Pathways II
May 16, 17
Managing Emotion and Thriving Under Pressure
May 22
Coaching for Performance
May 23
Dealing with Conflict and Confrontation in the Workplace
May 23
Mistake-Free Grammar and Proofreading
May 24
Supervisory Education Program: Managing Up
May 31
IT Computer Courses
Register at www.yale.edu/learningcenter
Course
Date
Operating System
Computers Made Easy
Apr 19; May 21
Internet Basics
Apr 9; May 23; May 31
Windows XP: Level 1
Apr 30, May 2; May 29, 31
Database Applications
11
Access 2003: Level 1
Apr 17, 19; May 7, 9
Access 2003: Level 2
Apr 24, 26
Access 2003: Level 3
May 1, 3
Scheduling and Email
Eudora Pro: Level 1
Apr 11; May 2; May 23
Introduction to Meeting Maker
Apr 4; May 30
Microsoft Office
Excel 2003: Level 1
Apr 23, 25; Apr 30, May 2
Excel 2003: Level 2
Apr 16, 18
Excel 2003: Level 3
Apr 24, 26
Excel 2003: Database
May 7, 9
Excel 2003: Formulas and Functions
May 30
PowerPoint 2003: Level 1
May 7, 9
PowerPoint 2003: Level 2
May 29, 31
Word 2003: Level 1
Apr 9, 11; May 7, 9
Word 2003: Level 2
May 22, 24
Word 2003: Merging Letters, Envelopes and Labels
May 1
Website Design
HTML 4.01: Web Authoring - Level 1
Apr 4; May 18
InDesign CS2 - Level 1: Creating Basic Publications
Apr 11
Photoshop 8.0: Level 1
May 30
Web Editor: Dreamweaver 8: Level 1
Apr 26
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
12
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
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
April 4
Bloodborne Pathogens Annual Retraining
April 12
Bloodborne Pathogens Initial Training
April 12, 25
Confined Space Training
April 17
Laboratory Chemical Safety
April 19
Radiation Safety Orientation
April 10, 26
Respiratory Protection Training
April 18
Safe Use of Biological Safety Cabinets
April 19
Safety Orientation for Non-Laboratory
Personnel
April 4
Shipping and Transport of Hazardous
Biological Agents
April 11
13
Tuberculosis Awareness
April 11
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
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 -----------------------------------------------------------------------------------
Changes to GovConnection with ePortal but not SciQuest
Recently, GovConnection, Yale's strategic supplier for computer peripherals and supplies,
directly contacted Yale purchasers regarding upcoming changes to their web site effective
March 31, 2007.
This change will not affect the SciQuest application. GovConnection's external catalog
("punchout")in SciQuest will remain the same and SciQuest users should continue to shop for
items as they do today.
Yale University Procurement will inform you well in advance if changes occur in the future to the
GovConnection external catalog in SciQuest.
14
Conversely, this change will affect the GovConnection web site via the Yale ePortal. Changes
to navigational capabilities are the primary revision.
As a reminder, SciQuest is the recommended approach for University business purchases. The
Yale ePortal remains as a convenience in the event that SciQuest is not available to a user as
well as for Yale employee purchases with a personal credit card as a mechanism for obtaining
the Yale discount for personal purchases.
If you have questions, please contact procurement@yale.edu.
Legacy VIP Ordering for Water Services is 'All Dried Up'
Have all of your departmental water services orders been transitioned to standing orders?
Our records indicate that many Yale purchasers are still using a Yale University VIP number
directly with Poland Spring (now Nestle Waters North America DBA Poland Spring Water Co) to
pay for departmental water service. As stated in several previous University-wide
communications, this practice was eliminated as of January 1, 2007.
Along with help from our supplier, Yale University Procurement has attempted to contact legacy
VIP users to notify them of possible loss of service after April 1, 2007, if immediate corrective
action is not taken. We recommend and have provided instructions for creating a standing order
in SciQuest to purchase water services. Alternatively, departments may opt to use a Yale
Purchasing Card.
We urge you to check with your purchasers to ensure that they understand the necessity of
transitioning their ordering approach immediately along with providing them with appropriate
means and guidance for purchasing water services.
The ITS Help Desk is available to assist users with creating orders in SciQuest and Learning
Center classes are widely available for new users. If you have questions regarding SciQuest,
please contact procurement@yale.edu. Please direct all purchasing-related questions to
christopher.bartolotta@yale.edu.
Address Verification Improves Express Shipping Accuracy
To help identify address errors prior to shipment the "Address Verification"
functionality in Accuship will be enabled on April 2, 2007. Address Verification
verifies the address entered in the Recipient Field against the official records of the US
Post Office.
Important Note: Address verification will only work for Domestic shipments, not
international.
The address verification pop-up box (see below) is not an error message and will not
prevent you from completing the shipping label. It will offer a suggestion to which you
15
will have three choices: Continue (to leave the original address without change and
continue to next step), Select (to replace the original address with the suggested
address), or cancel (to close the window and return to the Recipient screen to edit).
If you have questions on Address Verification in Accuship, please contact the ITS Help
Desk at 785-3200, 432-9000 or helpdesk@yale.edu.
Accounts Payable Invoice Freight and Prompt Payment Discount Allocation
Beginning in April, the following changes will appear regarding invoice transactions:


If an invoice includes Freight or Miscellaneous (e.g., for discounts) charges, and the
invoice has charges to multiple PTAEOs, the Freight or Miscellaneous charges will be
allocated to all PTAEOs. (Previously, the Freight or Miscellaneous charge was only
applied to the invoice’s last PTAEO.) This will result in more lines appearing on your
financial reports, reflecting the allocation.
If an invoice is paid to a vendor that provides a discount due to prompt payment (e.g.,
1% discount if paid within 10 days of Invoice Date), the discount will be allocated to each
PTAEO line. (Previously, prompt payment discounts were booked to a central account.)
This will result in credit lines appearing on your financial reports, reflecting the allocation.
For questions, please contact Linda Haigh at 2-2053 or linda.haigh@yale.edu.
SciQuest News and Updates
SciQuest Upgraded to Version 7.1 on 3/18/07
Enhancements include:

Additional details can be viewed in search results
16
o


Manufacturer name and catalog number, CAS#, chemical formula, more
information link, etc.
Add-to-cart icon based on favorite or preferred vendor
Access forms from favorites in search results (ie: non-catalog form)
More: http://www.yale.edu/procurement/7.1ReleaseUpdate.htm
Changed your mind about an order? Do you need to relieve old commitments?
If you made a mistake or changed your mind about a purchase that you just placed or
you have old commitments on your financial statements, it is important to close your
purchase orders.
How to Close a Purchase Order:
Use the new ‘Close PO Form’ in the SciQuest application under ‘Forms.’ (Further instructions
for processing are included on the form.)
ADDITIONALLY, if you need to stop the delivery of the goods you ordered, you must contact the
supplier directly to instruct them that you no longer need the order. Do this immediately as most
suppliers are very quick to fulfill orders.
When Purchasing Services receives your documentation, they will 'finally close' the PO making
it unavailable for use. This includes future payment of invoices.
How to track a cancelled order created in SciQuest: (Click on the link below.)
http://learn.med.yale.edu/procurement/sciquest/html/TrackingCancelOrder.htm
Using SciQuest to order from the Medical or Kline Stockrooms
Using SciQuest to place orders with Yale Stockrooms is a recommended best business
practice. Using this method provides users with the full benefits of SciQuest. Please note that
the Stockroom only pulls and delivers large case orders. Otherwise, users should continue to
visit the Stockroom to retrieve their products. Click here to read more about SciQuest and
Stockroom procedures:
http://www.yale.edu/procurement/SQStockroomprocedures.htm
Henry Schein Veterinary Supply added to SciQuest Hosted Catalog!
You can now use SciQuest’s powerful search engine to locate Henry Schein Veterinary
Supply products in SciQuest’s Hosted Catalog. You will also be able to easily compare
prices and save items to Favorites to improve order efficiency. Here’s how you place a Hosted
Catalog product in your cart:
http://learn.med.yale.edu/procurement/sciquest/docs/search_basics_hosted.doc
If a product does not appear in the Hosted Catalog but you are aware of its availability, use the
Non-Catalog Request to place the item in your SciQuest cart.
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Procurement Course Schedule
Find details and register for Procurement courses online at:
http://mire.med.yale.edu/lcdb/
Courses and Dates
April
Accuship
Apr 3, AM
Apr 17, AM
Purchasing Skills Training (one-day overview)
By request
Purchasing Card
Apr 18, AM
SciQuest eProcurement - Office & Computer Supplies
Apr 25, AM
SciQuest eProcurement - Lab & Med Supplies
Apr 9, AM
Apr 24, AM
EMS
Apr 10, PM
Apr 24, PM
VIP
Apr 12, PM
WIP
Apr 5, PM
Apr 26, PM
Questions? Please contact procurement@yale.edu.
Contract Listing Updates
During the month of March, there were no changes made to the Contract Listing. Please note,
though, that Henry Schein Veterinary Supply was added as a Hosted Catalog supplier to
SciQuest. For details, see:
http://www.yale.edu/procurement/contractlisting/commodity.html
ADMINISTRATIVE SERVICES -----------------------------------------------------------------------------Parking and Transit Introduces Transit Visualization System
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Don’t get caught waiting for a bus! Yale Parking and Transit is pleased to announce the arrival
of the new Transit Visualization System which allows you to view buses in real-time from your
PC, Web-enabled phone, or PDA. Simply visit http://yale.transloc-inc.com to see all shuttle
routes, or choose to display only the route in which you are interested.
Now you can leave your office “just in time” to catch a ride to your next campus destination.
Give up the hassle of moving your car from one lot to another—take the bus! It’s free to the Yale
Community, and now you can avoid a wait. Check the "Announcements" section for road
conditions and up-to-the-minute weather and traffic information.
If, when visiting the website, you get a blank screen, please follow the on-screen instructions to
load JavaScript onto your PC. After doing so, close and reopen your browser to the TVS site
and you will see all shuttles in real-time.
Campus Mail Tips: New USPS Mailing Requirements Training
On May 14th new US Postal Service rates and fees go into effect. Are you prepared?
This is your opportunity to learn about the changes and how you can be prepared to meet them
with the least disruption to your work flow.
If you process mail for your department, this seminar is a must!
Have your questions answered by the experts!
Thursday, April 19, 2007 - 8 AM - Noon
Horchow Hall, 55 Hillhouse Avenue
Coffee available. Doors open at 7:45 am.
The seminar is free to Yale employees, but seating is limited so reserve your seats
today.
RESERVATIONS: send an email to lynne.beauchemin@yale.edu giving your name,
department and number attending from your department.
Campus Mail Tips: New USPS Pricing
New postage rates will go into effect on May 14th. Below is an announcement we received
from the US Postal Service about some of the changes that will be going into effect shortly as
well as some still proposed items. Included at the end of the announcement is a link to new
domestic rates and fees tables in both HTML and PDF formats.
USPSNEWSLINK EXTRA
Monday | March 19, 2007
USPS BOARD OF GOVERNORS SET MAY 14 FOR NEW PRICES
Approve Forever Stamp and shape-based pricing; delay implementation and request
reconsideration for some mail classes
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The Postal Service Governors today approved an increase in the price of a First-Class stamp to
41 cents, authorized the issuance of the Forever Stamp, approved shape-based pricing and set
a May 14 implementation date for these changes. However, they delayed implementation of
periodicals and requested reconsideration for some mail classes.
“We praise the PRC for its early and thoughtful recommended decision,” said Board of
Governors Chairman James C. Miller III, “and appreciate the comprehensive analysis the Postal
Service staff provided in its rate proposal.”
Forever stamp
The Governors approved the Forever Stamp, which will sell at the new 41-cent First-Class Mail
one-ounce letter rate. The value on these stamps will always be the one-ounce letter rate and
can be used for any future one-ounce letter mailing without extra postage.
“The Forever Stamp is a consumer innovation that delivers convenience and value and will help
ease the transition for mailing letters when prices change,” said Chairman Miller.
Shape-based pricing
The new prices also reflect differences in the costs of handling letters, large envelopes (flats),
and packages. Mailers are encouraged to consider options available to reduce postage costs.
For example, if the contents of a First-Class large envelope are folded and placed in a lettersized envelope, mailers can reduce postage by as much as 39 cents per piece.
Request for reconsideration
The Governors, however, requested reconsideration of the PRC’s rate recommendations for
Standard Mail flats (catalogs), the non-machinable surcharge for First-Class Mail letters and the
Priority Mail Flat-Rate Box.



Standard Mail flats – The Governors are concerned that price increases recommended
by the PRC may impose an unnecessary degree of “rate shock” on the catalog industry,
particularly small businesses. The recommended increase for some catalog mailers is as
much as 40%, which is more than double what the Postal Service had proposed.
Non-machinable surcharge –The PRC decision on First-Class Mail two-ounce and
three-ounce letters does not differentiate between machinable and non-machinable. The
Governors believe this warrants further analysis to ensure there are incentives for
mailers to provide letters that can be processed at lower cost on efficient sorting
equipment.
Priority Mail Flat Rate Box – The PRC recommended a rate of $9.15 for the Priority
Mail Flat-Rate Box, which is $1.05 above the current rate and 35 cents higher than the
Postal Service proposal of $8.80. The Governors believe a rate below $9 would be more
appropriate for this popular consumer and business product and would be cost-justified.
Delayed implementation
The Board of Governors has also delayed implementation of the new prices for Periodicals
(magazines and newspapers) until July 15, 2007, to allow time for the publishing industry to
update computer software and adjust to the complexity of the PRC-recommended rate structure
for periodicals. USPS had proposed a single container charge for periodicals to encourage
efficiency, but the PRC recommended 55 different prices based on container type, entry point
and level of sortation.
New Domestic Rates and Fees tables in HTML and PDF formats for the price change effective
Monday, May 14, 2007, are now available on usps.com/ratecase.
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Campus Mail Tips: International Mail Simplified
How should international mail be addressed? What should I be aware of before mailing to
foreign countries? What is the correct postal code? We are all confused from time to time by
the requirements countries put on mailings, but knowing where to go for the correct information
will make the task a simple one.
The Postal Explorer: http://pe.usps.gov/ is an excellent resource. Click on the link for
International Country Listings which brings you to a screen that lists all countries. Click on the
country in question. The postal code for that country will be displayed near the bottom of the
page. The page is also packed with data on what can and cannot be mailed to that particular
country.
The US Postal Service also offers an International Mail Manual:
http://pe.usps.gov/text/imm/welcome.htm
and an International Resource Center:
http://www.usps.com/global/intlresourcecenter.htm.
Global mail will speed your mail to anywhere using the simple tools for letters and packages at
http://www.usps.com/global/welcome.htm. Check these excellent references and bookmark
pages of particular interest for quick reference.
FINANCE ----------------------------------------------------------------------------------------"Injured Employee's Guide to Workers' Compensation" Brochures Now Available
The Workers' Compensation Processes Committee has developed an "Injured Employee Guide
To Workers' Compensation." This guide outlines the Workers' Compensation process and the
workers' compensation benefits available to employees injured on the job, and also provides
contact and resource information in case of questions. Supervisors should provide a copy of this
guide to their employee at the time an injury is reported.
If you need copies of this very informative guide, please contact Theresa Serafin in the Office of
Worker's Compensation at 432-9830.
It is essential for supervisors to report employee injuries to the Office of Risk Management as
early as possible by completing a “First Report of Injury” form. The “First Report of Injury” form
can be found on the Office of Risk Management website at
www.yale.edu/riskmanagement/workerscompensation.
Important Payroll Information
Reminder: 2006 Form W-2s are available online for all W-2 recipients with active Yale
assignments, and will continue to be available throughout the year for reprints as needed.
Website URL: http://www.yale.edu/w2.
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While use of the self-service application is strongly encouraged, the Web W-2 service is not
mandatory. You will not be required to use the web application to receive your Form W-2.
Therefore, you should be receiving your paper Form W-2, unless you specifically consented to
receive your Form W-2 electronically from the website.
We realize that not every employee has access to a computer or printer. Therefore, the Payroll
Department has a computer and printer set up to access and print Form W-2's. If you already
have your NetID and pin number, you can use this computer located in the Payroll Office, Room
100 of 155 Whitney Avenue.
Forms 1042-S for the calendar year 2006 will be distributed by March 15, 2007.
Please call Payroll with any questions at 432-8759 or e-mail at payroll.taxforms@yale.edu.
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 ------------------------------------------------------------------------International Cultural Festival on April 21, 2007
All are invited to the International Cultural Festival, which will be taking place on Saturday, April
21, from 11:00am to 3:00pm on Old Campus.
The International Cultural Festival is a celebration of the diverse communities that comprise
Yale University and the City of New Haven. The festival will feature exhibit booths presented by
international student groups, a photo exhibition featuring the work of Yale graduate and
professional students, and live music and dance performances throughout the day.
The International Cultural Festival is held in conjunction with Communiversity Day, the annual
salute to the links between the campus and the city. Communiversity Day activities include
games and rides for kids, a Community Action Bazaar for adults, and free food for all.
The International Cultural Festival is sponsored and coordinated by the Office of International
Students and Scholars, with the help of the International Students Organization, and
Communiversity Day is run by Alpha Phi Omega, Yale’s co-ed community service fraternity. For
more information on the International Cultural Festival and Communiversity Day, please see
www.yale.edu/icf. The event promises to be a fun (and educational) day for all involved.
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Hiring Internationals
This is a course sponsored through the Learning Center 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
Procurement
Safety Bulletin
Tax Office
Travel
working@yale
Yale Daily News
Yale Medical Group
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