Clicking the links below will bring you to the general topic headings.
1.
GENERAL INFORMATION

STARS: New Job Posting and Recruitment System
 Talking up Yale’s Inclement Weather Policy

Yale Community to Take Part in Recycle Mania

Yale HomeBuyer Spring Evening Seminars

Mark Your Calendars: Second Yale Workplace Survey

Scholarships for Continuing Education for Women
 Recycle Old Phone Books…and More
2.
3.
4.
5.
HUMAN RESOURCES

Flexible Spending Accounts (FSAs)

NEW Defined Contribution 402(g) Limits for 2007

Scholarship Award Payments

Leave of Absence Form Available Online
LEARNING CENTER

New Parent Packet

Back-up Child Care Briefing

New Lactation/Breastfeeding Room Locations on Campus
 The “My Orgs” Feature of TMS Website

WorkLife Classes

Learning Center Classes

IT Computer Courses

Business Applications Training

Safety Training
PROCUREMENT

Important Reminder: Legacy VIP Ordering Desupported 1-1-07

Confidentiality of Pricing and Other Supplier Information

Procurement Course Schedule

Contract Listing Update
ADMINISTRATIVE SERVICES

Campus Mail Tips: Postage Meter

Campus Mail Tips: Name Confusion
6.
FINANCE

Important Payroll Information

RIS Billing Information Available BUG Library
 Workers’ Compensation has Moved
1

Date
1-11-07
1-12-07
1-12-07
1-16-07
1-17-07
1-18-07
1-18-07
1-30-07
2-2-07
7.
INTERNATIONAL UPDATE

OISS Hosts H-1B Workshop

Alert: New Document Requirements

Volunteer for One-on-One Conversations at Yale

International Scholar Terminations and Changes (Clarification)
8.
OTHER ADMIN

Other Resources

Other E-Newsletters and Periodicals
G ENERAL I NFORMATION --------------------------------------------------------------------------
STARS: New Job Posting and Recruitment System
During January, Yale will unveil its new web-based, job-posting-and-recruitment system in designated pilot departments. The new software, which complements the expertise of our staffing professionals, will streamline Yale
’s hiring process and enable Human Resources to find and move the most talented people, internally and externally, into the right jobs at the right time.
The new system, called STARS (Strategic Talent-management And Recruiting System), is hosted by Kenexa-Brass Ring and will replace Resumix. Human Resources will roll out the new system to the rest of the campus beginning in February and through mid-year.
With STARS, Yale staff and external job applicants will be able to create, update and save resumes on-line, apply for more than one position, or search for jobs that meet their criteria.
Hiring managers will find the recruitment and placement process more transparent each step of the way. Please visit the STARS web site at http://www.yale.edu/hronline/stars/ for updated information about STARS and our implementation plans for 2007.
STARS Open House Presentations
As we approach the final stages of readying the resources and systems that will support
STARS, I invite you to attend one of the several STARS Open House Informational Sessions offered on campus. These informal sessions are designed to introduce you to our new job posting and recruitment process. Formal on-going training on the application will commence in
February.
Below is a schedule of STARS Open House Informational Sessions. Please register through the
Learning Center at http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=1097 to attend.
Time
9:30-10:30 a.m.
10-11 a.m.
12:30-1:30 p.m.
10-11 a.m.
1-2 p.m.
9:30-10:30 a.m.
12:30-1:30 p.m.
10-11 a.m.
12:30-1:30 p.m.
Location
Peabody Museum, Auditorium
Hope Amphitheater (Med Campus)
Peabody Museum, Auditorium
TAC-The Anlyan Center
TAC-The Anlyan Center
Peabody Museum, Auditorium
Peabody Museum, Auditorium
TAC-The Anlyan Center
Peabody Museum, Auditorium
2

How Supervisors Should Talk Up Yale's Inclement Weather Policy
Each year Yale’s HR Generalists entertain questions like these about the University’s Inclement
Weather Policy (find the policy at http://www.yale.edu/snow ):
--Does Yale ever close because of a snowstorm?
-Am I “essential” or “non-essential” personnel?
-What “reasonable” amount of time am I granted to get in to work when the weather makes traveling difficult?
--When does Yale pay for time out due to inclement weather and when do I have to make use of my personal or vacation time?
One very sound way for supervisors to address these practices and policies before they become a burden within their departments is to have conversations with their staff. Some supervisors call it a staff meeting, some call it 3:00 Tea Time, and others just call it. But, whatever you do, as a manager or supervisor, get the facts straight and get the information out to all of your staff. Managers and supervisors are responsible for defining the staffing needs of their units. To this end, all employees must hear the same official message:
When inclement weather causes problems in attendance the following practices apply here:
A.
We are all expected to arrive at work on time and to make arrangements to come to work when weather creates obstacles.
B.
When schools close due to foul weather, we are expected to have a backup plan to address our needs, transportation changes (train, carpool, or bus when driving is not advisable), snow shoveling responsibilities (not coming in is not an acceptable backup plan.)
C.
When staff members know in advance how foul weather will impact the attendance of the unit, they can readily adapt to the uneven participation when necessary. It is critical for the manager to identify who in the unit must come in or stay at work, and who may leave due to the foul weather.
D . When departments are informed that the University is invoking the Inclement Weather Policy, it is at this time that all employees who are not performing essential functions are encouraged to leave and will not be required to use paid time off. When employees do not come to work or leave before any announcement is made, the use of available personal or vacation time is required for the entire absence.
Once Yale staff members know the University’s inclement weather procedures, they will be able to apply them in situations that are not always clear. Managers can make determinations on how to staff projects that are essential to clinical care, continuing research, animal care, student support and more. Very few staff members are unaffected by inclement weather. Many must redirect the children; plow out of the driveway; brave the roads; take the bus or carpool. So, if they know in advance what they need to do to get to work in a “reasonable” amount of time, fewer issues will arise.
As to what is “reasonable,” this is something managers and staff members need to agree on.
Check with your HR Generalist
( http://www.yale.edu/hronline/stars/faqs/documents/HRGeneralist.xls
) for assistance on how to define “reasonable” within your department. The needs of a unit of 10 people in a business office can be very different from the needs of one or two employees manning a clinic.
3

Yale is One of 90 Colleges and Universities Taking Part in Recycle Mania
Yale University faculty, staff and students will compete against their counterparts at 90 other colleges and universities for 10 weeks this spring as a part of Recycle Mania. The intercollegiate contest will compare not only the amount recycled per person on each campus, but also the amount of trash generated. Prizes will be awarded for the school producing the greatest amount of recyclables and the least amount of trash.
Everyone at Yale is participating in Recycle Mania every day through their decisions about recycling or trashing their paper, boxes, cans etc. To have a recycling team visit your office with information, freebies and refreshments, contact Yale Recycling at 432-6852 or e-mail recycling@yale.edu. Please let us know what days and times generally work well for you so that we can begin planning.
To learn more about Recycle Mania and to see how all of us are doing in the contest go to www.recyclemaniacs.org
2007 Spring Homebuyer Seminars
Yale University and People 's Bank cordially invite you to attend a FREE four-part homebuyer information series this Spring.
Spring evening seminars for prospective homeowners are tentatively scheduled below:
FIRST EVENING
SESSIONS
(Tuesdays)
Day & Date Time Location
Tuesday: 3-20, 3-27, 4-
10, 4-17
There will be no seminars during the week of April 2-6.
SECOND EVENING
SESSIONS
(Tuesdays & Thursdays)
6-9 p.m.
Dixwell-Yale Community Learning Center, also known as the Rose Center, located at 101
Ashmun Street, New Haven, CT 06511
Tuesday: 4-24, 5-1
Thursday: 4-26, 5-3
6-9 p.m.
Location of seminar will be confirmed to registered participants prior to the start of the session.
All sessions are Free.
Call now and register -seating is limited.
To register: call Bill Carney in H.R. Benefits / Records Office at 2-5535 or e-mail him at bill.carney@yale.edu
To obtain more information about the Yale-sponsored New Haven Homebuyer Program, also email Bill at bill.carney@yale.edu
Participants who complete all four sessions will receive a Home Ownership Education
Certificate!
4

Come 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.
Seminar Topics:
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
Mark Your Calendars!
The second Yale Workplace Survey will be conducted March 12-30, 2007. In the upcoming months you will hear about some of the great progress made at Yale (as a result of your feedback from the 2005 survey) in the areas of leadership effectiveness, performance management and diversity, just to name a few. Plans are already being made to increase participation this time by creating more opportunities for employees to have their voices heard. Plan on making yours one of them!
For more information, contact Elena DePalma, senior organizational development consultant,
Organizational Development & Learning Center at 2-3696.
New Haven Magnet Schools Application Deadline
The application deadline for the New Haven Interdistrict Magnet Schools is
February 23, 2007.
For additional information and dates of Open Houses and Fairs go to: http://www.nhps.net/IDM/
New Haven Magnet Schools Information Session at Yale
Tuesday, January 16th 7:-8:30 p.m. - click here to register: http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=533
Continuing Education for Women - YUWO Scholarships
The Yale University Women’s Organization (YUWO) offers scholarship awards to women whose formal education has been interrupted or delayed and who wish to resume their studies, or to enhance and change their careers.
Members of the Yale community and their direct family members are eligible for the awards. YUWO members and their families are not eligible. Present Yale staff members and wives of staff members will be given first consideration. Applicants will be judged on merit and need.
Applications for the 2007-2008 academic year may be obtained by writing to Betty Ann Levitin,
11 Debra Lane, Branford, CT, 06405. Applicants should state their Yale affiliation and enclose a self-addressed, stamped, business-sized envelope. Completed applications must be postmarked by March 1, 2007. For more information, call Mrs. Levitin at 203-488-5862.
5

Additional information can also be found on the YUWO website at www.yale.edu/yuwo
Recycle Your Old Phone Books
As the new local and Yale phone books are delivered to your building, please place your old phone books at the delivery location or next to a paper recycling bin. You may also deliver books directly to the paper recycling carts typically stationed near your building.
To reduce or increase the number of books you would like for next year please contact jeff.euben@yale.edu
Free Binders, Transfile Boxes and Moving Boxes
Contact Yale Recycling (432-6852 or recycling@yale.edu) if your office needs large width 3-ring binders, Transfile boxes or collapsible moving boxes. We also have filing cabinets, desks and other items available for use by Yale departments or local non-profit organizations. not received your Certificate of Appreciation yet, please come to Internal Communications at 155 Whitney
Avenue, 3rd floor, by May 5 . You may also call 432-9208 to let us know exactly when you will be stopping by.
H UMAN R ESOURCES -------------------------------------------------------------------------
Claiming 2006 Flexible Spending Account Expenses
Participants have the “grace period” extension from January 1 through March 15, 2007 to incur eligible expenses, if necessary, to use any remaining money in their 2006 flexible spending accounts before losing that balance. Claim forms may be found at www.yale.edu/hronline/benefits/benforms_claim.html
and claims should be sent directly to ADP no later than April 30, 2007 to avoid forfeiture. Questions regarding claim reimbursements, expense eligibility or account balances should be directed to ADP, 1-
800-654 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:
--Click on the yellow Employee Self-Service button.
--At the CAS (Central Authentication Service) Screen, employees should enter their Yale Net ID and password.
--Once in Employee SelfService, under the section labeled “My Personal Benefits,” click on the
View button to the right of “ADP Flexible Spending Claims.”
Claiming 2007 Flexible Spending Account Expenses
The automatic transfer of claims feature is available to staff for expenses incurred during the
2007 plan year. This new feature should make reimbursements for most 2007 eligible medical and dental claims easier for Yale staff because there is less paperwork.
Staff members who have authorized this automatic transfer feature will find that their Yale health insurance carrier (Yale Health Plan, Aetna or Delta Dental) will submit automatically to ADP copay, deductible and co-insurance claims for them and other eligible covered family members.
Participants will not need to submit claim forms for these types of expenses, and reimbursements can be direct deposited to the same bank account to which the staff's Yale paycheck is deposited (if the participant has elected to do so. Claims for other types of eligible services, such as vision wear and over-the-counter medicine, will still have to be submitted with
6

paper claim forms to ADP.
If you haven’t already selected the automatic-transfer-of-claims feature or direct deposit for FSA reimbursements, you can do so at any time during the year by contacting the Yale Benefits
Office( www.yale.edu/benefits) and completing the appropriate form.
NEW Defined Contribution 402(g) Limits for 2007
Below are the new Defined Contribution Limits as determined by the Internal Revenue Service
(IRS) for the upcoming New Year:
Annual Maximum - $15,500
Age 50 or older- $5,000
Catch-up (15 years or more of service) - $3,000
Please contact the Benefits Office at 2-5550 with questions.
Scholarship Award Payments
Itemized tuition bills need to be submitted to the Benefits Office for each term by either the parent or the student before a scholarship award payment can be processed. In order to facilitate this process, the copy of the itemized tuition bill must be legible and also should include the employee’s name.
Bills may be mailed to the Benefits Office via U.S. or campus mail or faxed to 432-7575.
The Leave-of-Absence application is now online and can be found on the Yale Policies and
Procedures website. You can access the form and instructions by selecting "HR Events" under the "Human Resources" heading on the main page of the site, or just click on this link: http://www.yale.edu/ppdev/forms/hr/3501FR.50LeaveAbsenceApplication.xls
You may begin using this form immediately.
Questions? Email christine.perez@yale.edu
L EARNING C ENTER AND O THER T RAINING
Balancing work with the arrival of a new child can be difficult, and now Yale offers parents
(faculty, staff and post-docs) support to make the transition a little easier. As a new component of Yale’s WorkLife program, which is designed to “improve the quality of life for members of the
Yale Community and their families,” the Department of Human Resources will now be sending
University empl oyees 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.
7

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.
Class
Back-Up Child Care Briefing:
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
Date
Jan 25
New 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
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 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
8

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.
Date
Jan 16
Class
New Haven Magnet School Information Session at Yale:
Click here to register: http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=533
Child Care Information Session
Back-Up Child Care Briefing
Ongoing: Yoga/TGIF -- Click here for more info: http://learn.caim.yale.edu/lcdb/courses/classinfo.asp?CourseID=615
Learning Center Course Schedule
Find details and register for Learning Center courses online at: http://mire.med.yale.edu/lcdb/
Course
January
Introduction to Design and Typography at Yale
New Haven Magnet School Information Session
Pathways l
Pathways ll
Child Care Information Session
Back-up Child-Care Briefing
Supervisory Education Program: Introduction to Supervising and Managing People
Breakthrough Business Thinking
(Presented by Fred Pryor Seminars)
Rev It Up Reading: How to Read Better and Faster on Paper and On-Screen
Business Writing
February
Myers-Briggs Type Indicator Workshop 1- Understanding Personal Preferences
Dealing with Conflict and Confrontation in the Workplace
Fundamentals of Diversity
How to Excel as an Administrative Assistant
Making Your Resume Work for You
Pathways l
Jan 24
Jan 25
Date
Jan 10
Jan 16
Jan 16, 17, 19
Jan 24, 25
Jan 24
Jan 25
Jan 26, Feb 2
Jan 30
Jan 31
Jan 31, Feb 7
Feb 6
Feb 8
Feb 8
Feb 9
Feb 14, 18
Feb 19, 21, Mar 2
9

IT Computer Courses
Register at www.yale.edu/learningcenter
Course
Operating System
Computers Made Easy
Internet Basics
Windows XP: Level 1
Database Applications
Access 2003: Level 1
Access 2003: Level 2
Access 2003: Level 3
Scheduling and Email
Eudora Pro: Level 1
Microsoft Office
Excel 2003: Level 1
Excel 2003: Level 2
Excel 2003: Level 3
Excel 2003: Database
Excel 2003: Formulas and Functions
Word 2003: Level 1
Powerpoint 2003: Level 1
Website Design
InDesign CS2 - Level 1 Creating Basic Publications
Web Authoring: HTML 4.01: Level 1
Web Editor: Dreamweaver 8: Level 1
Photoshop 8.0: Level 1
Business Applications Training
To register, visit www.yale.edu/xtrain .
Purchasing Card Training
VIP Number Requests and Assignments
Web Invoice Payment (WIP)
Date
Jan 22; Feb 19
Jan 24; Feb 13
Jan 29, 31
Jan 16, 18; 29, 30; Feb 6, 8
Feb 13, 15
Feb 20, 22
Jan 17
Jan 16, 18; Feb 12, 14; 20,22
Jan 30, Feb 1
Feb 6, 8
Feb 13, 15
Jan 24
Jan 23, 25; Feb 12, 14
Jan 23, 25
Feb 6
Jan 18
Feb 7
Jan 31
10

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 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
Biosafety Training
Bloodborne Pathogens Initial Training
Bloodborne Pathogens Annual Retraining
Laboratory Chemical Safety
Radiation Safety Orientation
Respiratory Protection Training
Safe Use of Biological Safety Cabinets
Safety Orientation for Non-Laboratory Personnel
Shipping and Transport of Hazardous Biological Agents
Tuberculosis Awareness
Date
Jan 10, Feb 7
Jan 17, Feb 1, 13
Jan 18, Feb 21
Jan 24, Feb 15
Jan 16, Feb 1, 13
Feb 8
Jan 18, Feb 20
Feb 7
Jan 16, Feb 14
Jan 10, Feb 6
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
11

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
P ROCUREMENT
Important Reminder: Legacy VIP Ordering Desupported 1-1-07
Dear Staff,
I am writing to remind you of a significant change to the way you order goods and services from
Yale contract suppliers that took effect on January 1, 2007.
As you have read in recent emails from President Levin and Vice President Dorothy Robinson, the University is undergoing an intensive review of its sponsored research-related business practices. The legacy approach of using VIP numbers to order goods and services (most often by telephone) is a source of billing errors. In order to address this situation, a new online ordering system (called "SciQuest") to replace the VIP ordering process has been deployed across the University. Depart-ments are now sharply focused on providing access to any users who do not yet have access and on discontinuing the use of the legacy VIP ordering approach.
As part of this change in ordering approach, effective January 1, 2007, Yale contract suppliers will no longer accept VIP orders as a valid method for ordering goods and services. For most
Yale contract suppliers, a SciQuest Purchase Order is now the recommended ordering approach and replaces the VIP ordering approach. For most suppliers not in SciQuest, the Yale
Purchasing Card is the recommended ordering approach.
Please note that you can and should still use your VIP numbers in the SciQuest online ordering solution for purchasing supplies and equipment and in the Accuship express shipping solution to place your express shipping orders.
To summarize, effective January 1, 2007, Yale contract suppliers have been instructed not to accept a VIP number for ordering goods or services. Going forward, the VIP number will only be for internal Yale use, as shorthand for Yale charging instructions (PTAOs).
Please contact your business office at your earliest convenience to ensure that your area is prepared for this conversion and to ensure that you have access and understand how to take advantage of all of the features offered by Yale's new online ordering system.
12

Training opportunities remain available to support remaining users converting to the new
SciQuest ordering solution.
- What are others saying about SciQuest? http://www.yale.edu/procurement/eprocurement/communityFeedback.htm
- A twominute SciQuest tour… http://www.yale.edu/procurement/eprocurement/training/videos/TourV2.htm
- FAQS, benefits & online training for SciQuest… http://www.yale.edu/procurement/eprocurement
Thank you for your attention to this important communication. Please contact your business manager, me ( john.mayes@yale.edu
) or Brenda Naegel ( brenda.naegel@yale.edu
) with any questions or for assistance.
John Mayes
Confidentiality of Pricing and Other Supplier Information
(SciQuest and All Other)
It has recently come to our attention that some Yale suppliers are requesting that Yale employees share or allow them to view pricing or other confidential information (in this case, via the Yale user's SciQuest account.) Some suppliers have even offered to provide Yale users with
'training' in Yale's new eProcurement solution which contains confidential information. Allowing any supplier to view confidential information is a clear violation of Yale's confidentiality and ethics rules and should never be allowed.
For your convenience, SciQuest and other Procurement training modules, frequently asked questions and help are now available online. Please visit http://www.yale.edu/procurement/eprocurement/documentation.htm for details.
Please share this note with all of your staff and please be sure to report any such violations to the Yale University Procurement Department at procurement@yale.edu. Procurement officials will deal directly with any offending suppliers.
Procurement Course Schedule
Find details and register for Procurement courses online at: http://mire.med.yale.edu/lcdb/
Courses and Dates
Accuship
Jan 16 , AM
January
Purchasing Skills Training (one-day overview)
By request
Purchasing Card
Jan 22, AM
SciQuest eProcurement - Office & Computer Supplies
Jan 29, AM
SciQuest eProcurement - Lab & Med Supplies
Jan 25, PM
13

EMS
Jan 9, 16, 23, 30, all PM
VIP
Jan 23, AM
WIP
Jan 30, AM
Questions? Please contact procurement@yale.edu
.
Contract Listing Updates
During the month of December, 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:
CATHERINE CONNORTON DBA CHEFS A L'ORANGE CATERERS
Buy-Pay
Approach:
Company
Address:
Contact One:
University Contract/Department Approval Required
316 Racebrook Road, Orange, CT 06477
PO:
Exp. Code:
Catherine
Connorton
UKP1104777
Phone: 203-799-9559
832500 - Catering
Fax:
Full Description: Full Service Caterers - Includes Liquor
Buyer: Dee Tousey 432-9974 darlene.tousey@yale.edu
Additional
Contact:
Delivery
Information:
Other Info:
Kerry
Murphy
432-9982 kerry.murphy@yale.edu
Will deliver to function location
Pricing Information
CHANGE: New vendor added.
Advertising-Display:
NEW HAVEN REGISTER
Buy-Pay Approach: Purchasing Card
Company Address: 40 Sargent Drive, New Haven, Ct 06510
Contact One:
PO:
Exp. Code:
Buyer:
Other Info:
Joe Hiznay Phone: 203-789-5410 Fax:
203jhiznay@mail.nhregister.com
865-
8360
UNP1007944
833300 - Advertising - Public Relations christopher.bartolotta@yale.edu Chris
Bartolotta
432-9976
Pricing Information
14

CHANGE: Advertising-Display Pricing Information updated.
A DMINISTRATIVE S ERVICES ------------------------------------------------------------------------------
Campus Mail Tips: Phasing Out Phase III Postage Meters
All postage meters must be USPS-approved by Dec. 31, 2006. Postage meters that do not meet the USPS standards must not be used after Dec. 31.
Find out if your postage meter is on the phase-out list and must be withdrawn from service by the end of this year. Their site, http://www.usps.com/postagesolutions/flash.htm, explains the reasons and the first link (about half way down the page) has a complete list of all postage meters affected by this change.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * http://www.yale.edu/campusmail
Campus Mail Tips: Name Confusion
You know who you are and where your mail should be sent, but your incoming mail may not contain that necessary address information. Every day Yale’s mail clerks spend time looking up names to be certain the mail is directed correctly. Mail with names the clerks are unable to locate is sent in to the office for further investigation. During the week of December 14, one staff member looked up almost 400 pieces of mail, put green stickers on it and forwarded it to the intended recipients. Ten percent of the mail had to be returned.
Unfortunately, Campus Mail is not always able to determine who the intended recipient is. When initials are used and then coupled with an insufficient address, the mail clerks may not be able to determine who the recipient is. Many people have similar names and even more have matching initials.
Campus mail makes every effort to locate each addressee, but it needs your help. Be certain to always use your box number, not your street address, on all incoming U.S. mail. The, your mail will be delivered without delay or confusion.
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).
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Web W2’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.
F INANCE -----------------------------------------------------------------------------------------
RIS Billing Information Available in BUG Library
RIS would like to thank all business managers for their cooperation during the transition to the new RIS billing system. With a few limited exceptions (which appear on monthly Telecom statements), all current RIS design, print, copy and mailing charges are now listed on the RIS monthly statements which are printed and distributed through campus mail at the end of each month.
The new RIS billing system reduces the number of separate charges exported to Oracle and provides for each charge in Oracle the following helpful identifying information:
• the name and net ID of the person who placed the order
• a short job name
• the RIS invoice number
• the RIS e-request number
RIS wants to be sure business managers are aware that the printed RIS monthly statements are generated from Oracle data in the Data Warehouse using a Brio developed for this purpose.
This Brio can be found via a link on the RIS website to BUG 605a, also listed in the “***NEW***”,
“General Financial”, “Reference”, and “Transactions” sections of the BUG Report Library.
If you have Data Warehouse access, RIS hopes that you’ll use it to run your own RIS billing reports if and when you would like. When you use BUG 605a, please select the “view report” option in order to see the data in the same format as on the enclosed reports. You can also export the data to Excel from the “view results” option.
Remember, this report excludes any charges billed using the old system. Copies of individual invoices will be provided upon request.
The Office of Workers Compensation has Moved
The Office of Workers’ Compensation and The Office of Risk Management have joined together and relocated to 55 Whitney Ave., Suite 470.
Only the office locations, the fax numb er and the PO Box have changed (see below) … the names, faces and telephone numbers have remained the same.
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When visiting The Office of Workers’ Compensation at 55 Whitney, Suite 470, if on-street parking is not available, parking can be validated for the Audubon Parking Garage only. Access to the garage is on Orange Street, between Trumbull and Grove Streets, or from Audubon
Street.
Please remember to bring your ticket to the Office of Workers Compensation so it can be validated before you leave.
The Office of Risk Management &
The Office of Workers’ Compensation
55 Whitney Ave., Suite 470
P.O. Box 208253
New Haven, CT 06520-8253
Telephone: 203-432-0140 Risk Management
Telephone: 203-4329830 Workers’ Compensation
Fax: 203-432-5432 http://www.yale.edu/riskmanagement
I NTERNATIONAL U PDATE
H-1B Workshop Hosted by OISS
If you would like to learn about the complexities of the H-1B (temporary working visa) process, the Office of International Students and Scholars (OISS) will sponsor an H-1B workshop on
Wednesday, February 14, 2007 from 9:00-10:30.
To sign up, please send an email to Janice.pinkard@yale.edu. The workshop will be held at the
International Center, located at 421 Templ e Street. If you’re 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.Space Available for Visiting Scholars
The International Center for Students and Scholars, 421 Temple St., has a suite of office space available for visiting international scholars.
Each space, similar to a library carrel, provides a work area with either wireless or internet access, and storage for materials. Computers are available for use by individuals who do not have their own laptop. Telephone, fax and printer/copier are available for shared use. Scholars will have 24-hour access with a Yale I.D. card.
Interested department contacts are welcome to stop by the center to look at the space or call
Ann Kuhlman at (203) 432-2305 with questions. Reservations may be made by sending e-mail to michelle.koss@yale.edu
.
Alert Notice: New Document Requirements for Citizens of U.S., Canada, Mexico & Others
The U.S. Department of Homeland Security and Department of State have announced that effective January 23, 2007, citizens of the United States, Canada, Mexico and Bermuda will have to present a valid passport to enter or re-enter the U.S. when arriving by air from any part of the Western Hemisphere.
This document requirement falls under the Department of State's and Homeland Security’s
Western Hemisphere Travel Initiative (WHTI). Other acceptable documents to a passport for air travel into the U.S. are the Merchant Mariner Document (MMD issued by the U.S. Coast Guard
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to US Citizens) and the NEXUS Air Card, which will be available to Citizens and legal
Permanent Residents of Canada and the U.S.
For additional information about this new initiative, please visit the following U.S. Customs and
Border Protection site: http://www.cbp.gov/xp/cgov/travel/vacation/kbyg/documents_needed.xml
.
Volunteer Across Cultures
The Office of International Students and Scholars (OISS) still urgently needs volunteers for
One-on-One Conversations, a program that connects international visitors at Yale with an
English-speaking volunteer to share and exchange culture and conversation. Visitors from over
110 countries eagerly seek to make connections - to meet Americans, practice English and become more familiar with U.S. culture.
While over 120 matches have been made, there are still many waiting to begin. Your participation could make all the difference to an international visitor. The time commitment is minimal, and the benefits are great, such as gaining the opportunity to expand and refine crosscultural understanding and communication skills, as well as spreading goodwill in the community that will cross nations and cultures.
Interested individuals can get details or sign up for One-on-One Conversations on the web at http://www.oiss.yale.edu/conversations/ Any questions? Contact Elisabeth Kennedy at elisabeth.kennedy@yale.edu or tel. 432-2305
International Scholar Terminations and Changes
The OISS must be notified when J-1 or H-1B scholars terminate their affiliation with the
University. The OISS must also be notified of any changes in a scholar’s initial appointment, i.e., promotions, changing labs, full time to part time, etc., before those changes become effective. Government regulations require that J-and-H-visa documentation accurately reflects the scholar’s position.
Please send an email to janice.pinkard@yale.edu to report changes or departures of H1-B scholars; for J-1 scholars, please send an email to sarah.solarski@yale.edu.
O THER A DMINISTRATION -------------------------------------------------------------------------
ITS Help Desk: call 2-9000; email helpdesk@yale.edu
ITS-Med Help Desk: call 785-3200; email itsmed.helpdesk@med.yale.edu
Financial Support Services: email ga.usersupport@yale.edu
If you’re new to BrioQuery 6 and need training, go directly to X-train to register online at www.yale.edu/xtrain , and then choose Financial Planning and Management category or contact the Learning Center at 2-5660.
Yale Bulletin & Calendar
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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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