Business Management Monthly News
May 2007
Clicking the links below will bring you to the general topic headings.
1.
GENERAL INFORMATION
 “First Thursdays” in the Chapel Street Historic District
 Missed the Latest Homebuyer Seminars?
 Yale Honors Staff with 5 to 20 Years of Service
 Pan-Am Begins Service from Tweed-New Haven Airport
2.
HUMAN RESOURCES
 Career Day for Accounting and Finance Professionals
 Human Resources Updates Web Site
 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: Register Before You Need It
 Lactation/Breastfeeding Room Locations on Campus
 Additional Discounts, Services, and Resources for Faculty and Staff
3.
LEARNING CENTER
 New FY07/08 FOCUS Form Available on FOCUS Website
 Learning Center Classes
 IT Computer Courses
 Business Applications Training
 Safety Training
4.
PROCUREMENT
 SWAP and Paper Expense Reimbursement Forms De-supported after June 30
 Time-Saving Process for Student Prizes, Awards and Fellowships
 Is my Invoice Processed, Paid or on Hold? Is my Vendor set up?
 Coming Soon: In-depth Purchasing Skills Training Session
 Procurement Course Schedule
 Contract Listing Updates
5.
ADMINISTRATIVE SERVICES
 Business Manager Reporting Relationships
 Parking and Transit Introduces Transit Visualization System
 Campus Mail Tips: Forever Stamps
 Campus Mail Tips: Last Chance - Mailing Requirements Training
6.
FINANCE
 REMINDER: April 2007 (APR07-07) JSA/GL Closing Deadlines
 Notice about Payments to European Union Countries
7.
INTERNATIONAL UPDATE
 Events and Programs at the International Center
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8.
OTHER ADMIN
 Other Resources
 Other E-Newsletters and Periodicals
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GENERAL INFORMATION -------------------------------------------------------------------------Introducing “First Thursdays” in the Chapel Street Historic District
Looking for more to do in New Haven this summer? The new “First Thursdays” program offers
a great way to enjoy downtown and support the merchants of the Chapel Street Historic District,
and a worthwhile alternative to Happy Hour.
On the first Thursday of every month, the merchants and maitre-d’s of the Chapel Street Historic
District will host a festive downtown celebration for the Yale-New Haven community. Whether
you need the perfect family affair or just a great place to stroll after work, First Thursdays have
something to offer. They will feature in-store events, promotions and entertainment, including
trunk shows, shopping discounts, and refreshments – a weekday you don’t want to miss!
Location
Wave Gallery
Claire’s Corner Copia
White Space Gallery
Hello Boutique
Hull’s Art Supply
Claire Jones Boutique
Event
Meet and greet local Connecticut artists, plus wine and cheese
Cooking demonstration with samples and live music
Celebration of Dali and the Surrealist Masters, plus refreshments
Receive 15% off any purchase for the whole month of May
Live music, art demonstration for all ages, and refreshments
Trunk show of special jewelry, and 10% off purchase $100 or
more
Idiom
Trunk show featuring the work of a local artisan jeweler
Raggs
Trunk Show and discounts, plus informal modeling and
refreshments
The Owl Shop
Receive 10% off cigars and drinks
Urban Objects
Receive 20% off any purchase
Tracy B.
Gear up for Mother’s Day with 10% off purchases and
refreshments
Merwin’s Art Shop
Live music and refreshments
Scoozzi
Five-course seafood menu with wine: $75/person, reservation
required
Yale Rep
“Buy 1, Get 1 Free” tickets for preview show of “The
Unmentionables”
Villarina’s
Gourmet food samplings, plus wine and cheese
University Art Gallery Free and open to the public until 8 pm
Start your month off with a delicious meal, the perfect gift, or an unforgettable cultural event
when you visit Chapel Street Historic District for First Thursdays!
Chapel Street Historic District’s inaugural First Thursday extravaganza is on Thursday (of
course), May 3, from 5 pm to 9 pm. Stores close at 9, but restaurants stay open later. The
Chapel Street Historic District includes Chapel, York, High, and College Streets.
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Still Interested in the Homebuyer Program, but Missed the Seminars?
To obtain more information about the program and its options, contact Bill Carney by calling 25535 or e-mailing bill.carney@yale.edu.
Honoring Five- to Twenty-Year Anniversaries of Service
Staff members who have reached five, ten, fifteen, or twenty years of service with Yale are
recognized at the 5-20 Year Service Recognition Receptions, which are traditionally held in the
President's Room at Woolsey Hall in the spring.
Two receptions, each hosted by a Yale officer, are scheduled in order to honor the large number
of staff celebrating anniversaries.
On May 9, the University will recognize more than 1,000 staff members. 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.
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!
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To learn more, click here.
Still Interested in the Homebuyer Program, but Missed the Seminars?
To obtain more information about the program and its options, contact Bill Carney by calling 25535 or e-mailing bill.carney@yale.edu.
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.
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:
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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)
*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)
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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)
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 ------------------------------------------------------------------------Career Day for Accounting and Finance Professionals
It doesn’t matter whether you have years of experience or are just starting your career. If you
have a degree in accounting, finance, or a related field, come and speak with a member of
Yale’s Recruitment Team about career opportunities in Finance and Accounting.
Thursday May 10, 2007
10 a.m.-6 p.m.
Yale University
Human Resources
155 Whitney Avenue
New Haven, Connecticut
Call 203-432-9494 or email careerday@yale.edu to schedule a guaranteed appointment. Click
here to access the Career Day web site.
Human Resources Updates Web Site
Human Resources quietly unveiled its updated web site on February 26, 2007. Additional work
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will continue on the site over the coming months. Please forward any comments or suggestions
about the site to Internal Communication at hrcomm@yale.edu
New FY 07/08 FOCUS form available on FOCUS website
University objectives for FY07 include that all M&P staff receive written performance feedback
and have written goals for FY 07/08. Since the 2005 introduction of FOCUS, Yale’s
performance management program, feedback and suggestions for improvement have been
received and the FOCUS form has been modified to incorporate many of these
recommendations.
Beginning in FY07/08 the university will move to one uniform performance review form for all
employees. This will allow for greater consistency in performance management at Yale. The
new, recommended form, along with the original FOCUS forms, can be found at
http://learn.caim.yale.edu/lcdb/focus/forms.htm. While use of the new form is recommended,
this year you may use any of the FOCUS forms, or a department designed form.
To support you and your staff in the performance feedback process, there are several classes
available at the Learning Center called “FOCUS: Goal Setting and Feedback.” A training
schedule can be found at www.yale.edu/focus.
If you need assistance in any of these areas, call your HR Generalist or The Learning Center at
432-5660.
NEW Yale-Specific Websites for TIAA-CREF and Vanguard Participants
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.
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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
To register, or for more information, go to www.yale.edu/worklife/events or call 2-5660.
Class
Date
College Admissions: How to Get Started on the Process
May 1
Desktop Wellness: Learn to Work Well
May 11
Introduction to Mindfulness Meditation
May 11
Child Care Information Session
May 23
Back-Up Child Care Briefing
June 6
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.
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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: Register Before You Need It
Caregivers On Call, provides eligible members of the Yale community up to 40 hours of services
per household per year at subsidized rates. These services are intended to assist parents in
arranging care for their children when their usual caregivers are not available, e.g., because of
center or school closings or caregiver illnesses. Caregivers On Call was selected to provide
back-up services because of its nationwide network of caregivers, its depth of experience, and
its excellent reputation.
The University provides substantial subsidies to the program, which will allow Caregivers On
Call to offer a sliding scale, hourly rate to parents ranging from $7-15/hour depending upon
parents’ Yale affiliation and income.
For online registration and complete details regarding the program, click the "Program Overview
and Registration Form" go to www.yale.edu/backupcare. For further information, please feel
free to contact Yale’s WorkLife and Child Care Coordinator, Susan Abramson, at 203-432-8069
or worklife@yale.edu.
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
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Find details and register for Learning Center courses online at
www.yale.edu/learningcenter.
For the WorkLife class schedule, click here.
Course
Date
May
FOCUS: Goal Setting and Feedback for SUPERVISORS
May 1, 18, 19
Coaching for Development
May 3
FOCUS: Goal Setting and Feedback for NON-SUPERVISORS
May 3, 4
FOCUS: Goal Setting and Feedback for SUPERVISORS
May 5
Expressing Yourself: The Art of Being Understood
May 8
Strategies for Successful Time Management
May 8
Pathways I
May 9, 10, 15
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
June
Supervisory Education Program: Introduction to Supervising &
Managing People
Jun 1, 6
Supervisory Education Program: Shifting Perspectives Looking at
Roles & Work Relationships Differently
Jun 5
Breakthrough Business Thinking
Jun 6
Considering Guests with Disabilities When Planning Meetings and
Events
Jun 13
Supervisory Education Program: What to Say and How to Say it for
NEW Supervisors and Managers
Jun 13
Principles and Practices of Contract Administration for Managers
Jun 15
Retirement Seminar for M&P and FAC
Jun 18, 19, 21
Negotiating for Results Workshop
Jun 20, 27
Management Skills for Administrative Professionals
Jun 26
Customer Service for Front Line Service Providers
Jun 27
IT Computer Courses
Register at www.yale.edu/learningcenter
Course
Date
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Operating System
Computers Made Easy
May 21; Jun 12
Internet Basics
May 23; May 31
Windows XP: Level 1
May 29, 31; Jun 25, 27
Database Applications
Access 2003: Level 1
May 7, 9; Jun 12, 14
Access 2003: Level 2
Jun 19, 20
Access 2003: Level 3
May 1, 3; Jun 26, 28
Scheduling and Email
Eudora Pro: Level 1
May 2; May 23; Jun 13
Introduction to Meeting Maker
May 30
Microsoft Office
Special Session: MS Office Computer Lab for the IEP
May 16
Excel 2003: Level 1
Jun 4, 6; 12, 14
Excel 2003: Level 2
Jun 4, 6
Excel 2003: Level 3
Jun 25, 27
Excel 2003: Database
May 7, 9
Excel 2003: Formulas and Functions
May 30
Powerpoint 2003: Level 1
May 7, 9; Jun 4, 6
Powerpoint 2003: Level 2
May 29, 31
Word 2003: Level 1
May 7, 9
Word 2003: Level 2
May 22, 24
Word 2003: Merging Letters, Envelopes and Labels
May 1; Jun 18
Word 2003: Tabs and Tables
Jun 20
Website Design
HTML 4.01: Web Authoring - Level 1
May 18; Jun 18
InDesign CS2 - Level 1: Creating Basic Publications
Jun 7
Photoshop 8.0: Level 1
May 30
Photoshop 8.0: Level 2
Jun 27
Web Editor: Dreamweaver 8: Level 1
Jun 8
Web Editor: Dreamweaver 8: Level 2
Jun 26
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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
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
May 2, 23; Jun 6, 27
Bloodborne Pathogens Initial Training
May 9, 22; Jun 4, 19
Bloodborne Pathogens Annual Retraining
May 8; Jun 13
Laboratory Chemical Safety
May 9, 29; Jun 20
Radiation Safety Orientation
May 8, 24; Jun 5, 21
Respiratory Protection Training
May 22; Jun 22
Safe Use of Biological Safety Cabinets
May 8; Jun 12
13
Safety Orientation for Non-Laboratory Personnel
May 2; Jun 6
Shipping and Transport of Hazardous Biological Agents
May 16; Jun 19
Tuberculosis Awareness
May 16; Jun 7
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 -----------------------------------------------------------------------------------
SWAP and Paper ERs (Expense Reimbursement Request Forms) De-supported
after June 30, 2007
The University's goal of processing all expense reimbursements and Purchasing Card
transactions electronically through the Expense Management System (EMS) by FY08 (and not
on paper or using SWAP), is nearly complete. Implementation began campus-wide in early
FY06 and feedback from business offices and those they serve has been very positive.
In support of this goal, the use of paper forms (ERs) for expense reimbursement will be
de-supported after June 30, 2007.
Click here to be directed to the Procurement web site where you can read more
Time-Saving Process for Student Prizes, Awards and Fellowships!
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To streamline the submission of Check Requests, we recommend using a simplified
spreadsheet approach. To read more about the process, click here:
http://www.yale.edu/procurement/Submitting2007StudentPrizes.htm
Is my Invoice Processed, Paid or on Hold? Is my Vendor set up?
Use the Procurement Inquiry Tool to quickly answers these questions and more. This webbased tool allows University employees to query the Oracle Financial Database to view the
status of Procurement transactions. Click here to read more:
http://learn.med.yale.edu/procurement/ip/courses.asp
In-depth Purchasing Skills Training Session - Coming Soon!
To enhance institutional procurement capability and perspective, attendees will learn essential
principles of procurement and develop expertise in this area. This program is highly
recommended for faculty and staff who have a significant role in buying goods and services for
Yale business purposes. This session is aimed at those who prefer a deeper dive into the
subject matter as well as the opportunity to apply what they have learned through an in-class
project. This is a useful class for individuals or small work teams who are responsible for
purchasing a specific commodity such as facilities needs, computer hardware/software, animal
resources, etc. Some purchasing experience/background is helpful.
Classes will be held in July 2007. If you are interested or would like more information, please
contact Brenda Naegel at 432-5810, or brenda.naegel@yale.edu.
Procurement Course Schedule
Find details and register for Procurement courses online at:
http://mire.med.yale.edu/lcdb/
Courses and Dates
May 2007
Accuship
May 2, AM
May 22, AM
Purchasing Skills Training (one-day overview)
By request
SciQuest eProcurement - Office & Computer Supplies
May 17, AM
May 24, PM
SciQuest eProcurement - Lab & Med Supplies
May 8, PM
EMS
May 22, PM
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VIP
May 1, PM
May 21, AM
WIP
May 8, PM
May 30, PM
Questions? Please contact procurement@yale.edu.
Contract Listing Updates
During the month of April, the following changes were made to the Contract Listing. For details,
see http://www.yale.edu/procurement/contractlisting/commodity.html
Chemicals
EMD Chemicals, Inc.
CHANGED: Name change. (Formerly known as EMD Biosciences, Inc.)
ADMINISTRATIVE SERVICES -----------------------------------------------------------------------------Announcement - Business Manager Reporting Relationships
As part of the ongoing effort to enhance financial and administrative support of departments,
Shauna King, Vice President for Finance and Administration announced that effective July 1,
2007, all Business Managers (lead department administrators) will have a reporting line to
Finance & Administration in addition to their current reporting line to the Dean, Director, or Chair
of their units. This extends and formalizes a model that has worked with great success in the
Yale School of Medicine and on Science Hill. Click here for a full text of the announcement or
visit www.yale.edu/fa/businessops.
All business managers on campus were invited to attend a meeting on April 20 to discuss the
changes and to begin the important work of identifying opportunities to improve the quality of
support for faculty, students, and staff. As a starting point the group was asked to begin
working together to answer the following questions:


What opportunities could we begin working on immediately and accomplish quickly
(within the next six months) that would help you perform your business manager role
more easily, effectively, or efficiently?
What are the top three priorities from the opportunities identified?
A few of the preliminary opportunities identified on April 20 are listed below:
1. Create a one-stop shop for information relevant to business managers.
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2. Establish a mentoring program pairing small department mentors with small departments
and large department mentors with large departments.
3. Designate an ombudsperson for the University.
4. Create a regular dialogue among business managers (i.e., small training clusters, forum
groups, monthly business manager meetings).
Over the coming weeks and months the Business Operations team will be refining the list of
priorities further and then working together with others to make the top priorities a reality.
If you have any questions or comments, please contact Steve Murphy, Associate Vice President
for Business Operations (stephen.murphy@yale.edu or 432-8090).
Parking and Transit Introduces Transit Visualization System
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: Forever Stamps
Have you heard about the Forever Stamp but wondered what it is? With postage rates rising on
May 14th, here is the latest information from the US Postal Service on this handy stamp:
The Forever Stamp will be valid for mailing any future 1-ounce single piece First Class mail
letter, no matter what the price may be at the time of mailing - without the addition of extra
postage. This stamp will increase convenience for consumers by avoiding the "last minute
rush" to purchase stamps when new prices are implemented in the future.
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The Forever Stamp will feature an image of the Liberty Bell (see sample)
It will be available at the purchase price of $0.41 each in booklets of 20 at a price of
$8.20 and in sheetlets of 18 at the price of $7.38
The Forever Stamp or any nondenominated stamps (except those that bear unique
markings, such as First-Class Presort, Nonprofit Org.) may be affixed to items that
are sent to foreign countries
The postage value of the Forever Stamp is always the domestic First-Class Mail
single piece one-ounce letter rate that is in effect on the day of mailing. Since the
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international postage rates are always higher than the comparable domestic rates,
additional postage must be affixed if such a stamp is used on international mail.
The Forever Stamp will eliminate the need for customers to purchase make-up
stamps for future First-Class Mail letter price changes.
Campus Mail Tips: Last Chance - New USPS Mailing Requirements Training
This is your last chance to sign up for training from the US Postal Service on the new mailing
requirements we will all be using after May 14th. The training on April 19th is free, but we do
ask you to sign up. Please take a moment now to reserve your place.
Thursday, April 19, 2007
8:00 a.m. to 12:00 p.m.
Horchow Hall, 55 Hillhouse Avenue
Coffee available. Doors open at 7:45 am.
To sign up, send an email to lynne.beauchemin@yale.edu with your name, department and
the number of people attending from your department.
Click here to download a flyer with details. Please print out the flyer and pass it on.
May 14th will bring us many changes affecting every aspect of mailings and postage. The US
Postal Service is raising rates for first class mail from 39 cents to 41 cents. All other rates will
be going up as well. "Shape Based Pricing" for postage will change how you calculate rates.
This is not a standard rate change; the new rates will be based on the weight, dimensions and
thickness of each mail piece.
Postal representatives will be with us for one morning to offer a training seminar for Yale
employees. Who should attend? Anyone that must send large mailings or packages and must
deal with postage rates and calculations. If this is you or someone in your department, be sure
to attend this seminar. Sign up while there is still room!
Don't wait until the last minute! Make sure you are ready for all of the changes!
FINANCE ----------------------------------------------------------------------------------------REMINDER: April 2007 (APR07-07) JSA/GL Closing Deadlines
April 30, Monday - Final AP daily push to the GL for April 2007.
May 2, Wednesday - 3:00 PM - Deadline for approval of SWAP transactions for the month of
April 2007.
May 2, Wednesday - 5:00 PM - Deadline for SFTP of external source system batches for the
month of April 2007.
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May 3, Thursday - 3:00 PM - Deadline for JSA authorization and LD distribution adjustments
for the month of April 2007.
May 4, Friday - 8:30 AM - Authorization may begin for May 2007 JSA batches and LD
distribution adjustments.
May 7, Monday - First AP push to the GL for May 2007.
May 7, Monday - 5:00 PM - April 2007 GL closing.
May 8, Tuesday - 8:30 AM - Final April 2007 GL balance information including fund balance
updates available in the Data Warehouse.
May 8, Tuesday 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 Wednesday.
The Account Holder Report by Person and the Account Holder Report by PTAO are now
available in the Hyperion (Data Warehouse) Portal. For demonstrations of the new reports, visit
the Monthly Financial Review website 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 ------------------------------------------------------------------------What's Going On at the International Center
For information about upcoming events and programs at the International Center, visit
http://www.yale.edu/icenter/events.htm.
OTHER ADMINISTRATION -------------------------------------------------------------------------
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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
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