POLICIES & PROCEDURES | CURRENT MONTH | PREVIOUS UPDATE | ARCHIVES
1-08 updated

A new Policy 1510 Ethics Policy for the Staff of University Collections has been posted on the website.

The following documents which were in the Draft form have been approved and are posted on the Policy website. We have incorporated the comments that we received from the community into these final documents.

The following Procedure has been revised and posted on the Policy & Procedure Draft Site for a period of 30 days. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments.

The following documents were revised

1-08 updated

New Posting of Draft Policies and Procedures

The following two policies have been created and posted on the Policy & Procedure Draft Site for a period of 7 days. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments.

  • Policy 1310 Principal Investigator Eligibility Requirements on Sponsored Projects
  • Policy 1311 Institutional Base Salary for Sponsored Projects
12-07 updated

New Guide has been created--Guide 1316 GD.01 Effort Percent/Calendar Month Conversion
This new guide contains conversion charts useful in determining the conversion of effort in the form of a percentage to calendar/person  months or converting calendar/person months to an effort percentage, based on the term of appointment, for proposal purposes.


Procedure 1315 PR.03 Salaries above NIH, SAMSHA, and AHRQ Rate Cap has been revised.
Certain sponsors impose a salary cap (i.e. they limit the amount of salary that may be charged to an award).  This revised procedure provides examples of how to calculate salary above the rate cap. 


Form 1315 FR.01 Effort Report has been revised.
The Effort Report Form has been modified to include more lines for sponsored activities and date(s) of signature(s).  Other modifications have been made to make the completion of the Form a little easier. 

11-07 updated

New Posting of Policies, Procedures, Forms and Instructions

The following documents which were in the Draft form have been approved and are posted on the Policy website. We have incorporated the comments that we received from the community into these final documents. 

The following key revisions were made to the Draft policy.  They are also included in the "What's New" section.

"Internal Service Providers( ISPs) that meet either of the following two criteria, do not have to register as ISPs:

  • If annual revenue generated from other University departments (not within the same department as the ISP) is less than $10,000, and sponsored awards are not charged.
  •  If allocations (i.e. Cost Allocation Units only) are all within the same department (e.g. copier, postage and answering services) and there are no allocations to sponsored awards.  Cost Allocation Units should credit the same expenditure type as the original transaction, unless the ISP Standards Committee has approved credits to an internal income account. 

All ISPs, whether or not registered, must adhere to the billing process as stated in Policy section 1410.3.  Unregistered ISPs do not need to adhere to tracking or rate calculation processes as stated in Policy sections 1410.3 and 1410.4.

Only Registered ISPs may use the ISP JSA Journal Category for their billing transactions". 

11-07 updated

Postdoctoral Office

The forms used by the Office for Postdoctoral Affairs have been overhauled. Two forms have been removed from use: 3501FR.12 PostDoctoral Appointee evaluation (replaced with form 3550 FR.04 Postdoc Affairs Evaluation) and 3501 FR.14 Recommendation for Appointment, Postdoctoral Office, Central Campus (no longer in use and will NOT be replaced).

Forms specifically for use for Postdoctoral Affairs appointments ONLY have been created:

Forms and information are also available on the Postdoctoral Affairs website: www.yale.edu/postdocs

11-07 updated Policy 3303 - Gifts to the University has been revised. In Section 3303.2 -The definition of immediate family has been modified to exclude grandparents.
10-07 updated

The October Newsletter was sent to the Business Administrators and it states the following:

Personal Use of University Vehicles
The University is required to report the value of the personal use of a University vehicle as additional taxable wages on the employee's Form W-2, Wage and Tax Statement. The Business Manager or Administrator must notify the University Tax Office of the personal use of any University vehicle and provide the required documentation to the Tax Office by November 30, 2007.

Please refer to Yale University Procedure 1110 PR.1, Personal Use of a University Vehicle, at
http://www.yale.edu/ppdev/Procedures/ga/TaxVehiclePersonalUse/PersonalUseUniversityVehicle.pdf
for additional information.

 
09-07 updated

Policy 3301 – Travel on University Business, Policy 3302 – Business Meals, Entertainment, and Other Social Events, Procedure 3301 PR.01 – Travel Arrangements for University Business from the Draft web site and Guide 3301 GD.01 – Miscellaneous Non-Reimbursable Travel Expenses  have all  been revised and posted on the main Policy and Procedure site.  The principal revisions include:

  • Policy 3301.4 Business Meals and Entertainment
      • Travelers must use either actual meal expenses or per diems for an entire trip; combining actual and per diems by day for a trip is no longer allowed.
      • The University expects the cost of business meals to be reasonable and to be $100 or less per person (including tax and tip).  When sound business reasons necessitate that business meals exceed $100 per person the excess cost of the business meal must be approved by the Professional Schools’ Dean’s offices or the Office of Provost  for faculty, and by the Controller’s Office for staff.  Unless the event is extremely unusual and pre-approved, costs in excess of $150 per person will not be reimbursed. (This section has been changed in Policy 3302 as well.)
  • Policy 3301.5 Other Reimbursable Travel Expenses
      • Other medications are allowed as a reimbursable expense if the medications are required for travel to other parts of the world.
      • The domestic per diem rates do not include laundry and dry cleaning expenses; therefore, such expenses should be listed separately if such expenses are reasonable and  domestic travel is for five or more consecutive days.

All changes and revisions to these documents will be highlighted for the next 30 days and we advise everyone to review these changes and revisions and to become familiar with them.
09-07 updated

The Policy 1410 Internal Service Provider has been revised. Three new Procedures and  two Forms with Instructions have also been created along with it. These are posted on the Draft site.
08-07 updated

NEW POSTING OF PROCEDURES AND FORM

The following documents which were in the Draft form have been approved and are posted on our main Policy website. We have incorporated the comments that we received from the community into these final documents. You can view these documents at our Policy website at www.yale.edu/policy.
06-07 updated A second June 2007 Controllers Office Newsletter has been sent to Business Administrators.
06-07 updated

New Posting of  Policies and Procedures
The following document which was in the Draft form has been approved and is posted on our main Policy website. We have incorporated the comments that we received from the community into this final document.

New Posting of  Policies and Procedures
The following Policies and Procedures are posted on the Policy & Procedure Draft Site for a period of 30 days. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments.

06-07 updated

New Posting of  Policies and Procedures
The following Policies which were in the Draft form have been approved and are posted on our main Policy website. We have incorporated the comments that we received from the community into these final documents.

The following new procedures are posted on the Policy & Procedure Draft Site s. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments.

04-07 updated

The following new policy is posted on the Draft site for a period of 30 days. Policy & Procedure Draft Site

The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments.

The following Procedures which were in the Draft form have been approved and are posted on our main Policy website. We have incorporated the comments that we received from the community into these final documents. You can view these Procedures at our Policy website at www.yale.edu/policy.

We encourage you to discuss these documents with your staff and notify anyone that should be aware of these new/revised documents. Please visit the "What's New" section periodically to view the latest updates on Policies, Procedures, Guides and Forms. If you have any questions, please contact Uma Shankar or Cary Scapillato.
03-07 updated

The following policies have been revised and posted on the Policy & Procedure Draft Site for a period of 7 days. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments.

Procedure 1305 PR.02 Cost Transfers Involving Sponsored Projects - New Procedure    

Procedure 1307 PR.01 Monitoring Subrecipient Activity Associated with Sponsored Programs - This procedure which already has been posted on the draft site has been further revised.                                  

Policy 1405 Direct Charging of Facilities and Administrative Type Expenses to Non-Federal Sponsored Projects - New Policy  

Policy 3303 Gifts from University Funds -  The revision pertains to cash, non cash gifts and gift certificates and when they are taxable vs non taxable. 

02-07 updated The following Documents have been revised

Policy 1403 Charging of Administrative and Clerical Salaries and Certain Other Expenses to Federal Funds

Procedure 1305 PR.04 Unallowable Costs 

Procedure1310 PR.01 Financial Controls and Monthly Review

Guide 1305 GD.07 Determining Allowability, Reasonableness, and Allocability of Costs for Sponsored Projects

Guide 4209 GD.01 Fixed vs Movable Equipment

Form 3220 FR.04 PTAEO Approval for State DCD Controlled Substance License and Form 3220 FR.05 PTAEO Approval for Federal DEA Registration.
1-07 updated
  • Controller's Office Factsheet was revised to reflect the new mileage rate and also the new salary rate cap for NIH.
    •  Effective January 1, 2007, the IRS has announced that the standard mileage rate for business use of an automobile will be 48.5 cents per mile and the standard mileage rate for use of an automobile as part of a qualified move (pursuant to IRC Section 217) will be 20 cents per mile.
    • Effective January 1, 2007, the NIH salary limitation for Executive Level 1 is $186,600.
  • The 1315 FR.01 Effort Report Form and its related Instructions are newly created and posted on the Forms page.  The old Effort Reporting 1315 PR.02 Procedure has been completely revised and updated.  
  • The Guide formerly called 1315 GD.03 Guidelines for Salaries Over the NIH, SAMSHA, and AHRQ Rate Cap has now been revised and reissued as a Procedure 1315 PR.03 Salaries above NIH, SAMSHA, and AHRQ Rate Cap
  • The current 1304 GD.01 Use of At Risk Accounts was revised and  reposted as 1304 GD.01 At Risk Accounts.
  • Procedure 1101 PR.01 has been revised. The name has also been changed from "The Internal Control Self Assessment" and is now known as the "Controls and Business Process Questionnaire". 
  • The Guide 1101GD.08 Internal Control Guides: Procurement was revised
1-07 updated

 The following Forms were slightly modified :

  • The Form 3501 FR.49 - Request for Personnel Files was revised.
  • Due to the new Cost Sharing policy effective 1/1/07, two cost transfer justification forms namely 1305 FR.15 Journal Staging Area - and   and 1305 FR.16 Labor Distribution  were revised. to reflect that cost transfers need to be submitted within 90 days from the end of the calendar month in which the transaction appeared on the award.  In the case that the transfer is not being submitted within this timeframe, a valid extenuating circumstance must be provided.
  • 2815 FR.01 Petty Cash Voucher form was revised to reflect the new Mileage rate.
  • 3501 FR.05 Casual Payment Request:  Employee and Supervisor signature boxes were relocated to make room for the new certification language.
  • 3501 FR.46 Relocation Reimbursement Instructions was revised  to clarify to the community what the IRS considers "Qualified Relocation Expenses". Paragraph 2 in the previous worksheet was split into Transportation (2) and Lodging (3). Generally, only the cost of  transportation and lodging during the move to the new home are classified as "Qualified Relocation Expenses".
1-07 updated

NEW POSTING OF POLICIES

The following Policies which were in the Draft form have been approved and are posted on our main Policy website. We have incorporated the comments that we received from the community into these final documents. You can view these final Policies, Procedure and Quick Step at our Policy website at www.yale.edu/policy.

  • 1301 - Sponsored Projects Financial Reporting and Financial Closeout (revised)
  • 1306 -Cost Sharing on Sponsored Projects [New]
  • 1403 - Charging of Administrative or Clerical Salaries and Certain Other Expenses to Federal Funds [revised]
11-06 updated The Controller's office has issued a Newsletter for November.

Record Retention Procedure for Packing Slips (including other order delivery documentation)
Regardless of the purchasing method used, packing slips, when provided by the vendor, should be retained in the appropriate files within the department business office.  This documentation serves as receipt verification for the goods and/or services. For purchase order transactions, the  procedure detailed in the  Newsletter. will fulfill the University's record retention requirements for packing slips.

Mileage Rate For 2007
Effective January 1, 2007, the IRS has announced that the standard mileage rate for business use of an automobile will be 48.5 cents per mile and the standard mileage rate for use of an automobile as part of a qualified move (pursuant to IRC Section 217) will be 20 cents per mile.  The new mileage rates are applicable to expenses incurred on or after January 1, 2007. These rates will be posted on the Controller's Office Factsheet. For further details, refer to the IRS announcement.
11-06 updated The following Policies  which were in the draft form have been approved and are posted on our main Policy website. We have incorporated most of the comments that we received from the community into these final documents. You can view these final Policies at our Policy website at www.yale.edu/policy.

1305 Cost Transfers Involving Sponsored Projects
1307 Subrecipient Monitoring
1308 Program Income Associated with Sponsored Projects
1315 Effort Reporting: Certifying Effort on Sponsored Projects
10-06 updated A new Form 3215 FR.06 EMS Purchasing Card Request has been posted on the website.
10-06 updated New posting of Policy on the Draft site
The Draft Policy 1305 Cost Transfer Involving Sponsored Projects has been reposted on the Draft site.

Two New Forms
Two Cost Transfer related forms have been created. 1305 FR.15 Journal Staging Area-Cost Transfer Justification Form and 1305 FR.16 Labor Distribution-Cost Transfer Justification Form are posted on the website under the topic page of Grants and Contracts.
10-06 updated

NEW POSTING OF DRAFT POLICIES
The following policies are posted on the Policy & Procedure Draft Site for a period of 7 days.  The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments.

  • Policy 1307  Sub-Recipient Monitoring
  • Policy 1315 Effort Reporting: Certifying Effort on Sponsored Project
  • Policy 1316  Effort Commitment: Managing Effort Associated with Sponsored Project
We encourage you to discuss these policies with your staff  and notify anyone that should be aware of these new policies, and where necessary provide comments to us.
10-06 updated OCTOBER NEWSLETTER
The Controller's office has issued a newsletter for October. Please read the details in the Newsletter.
10-06 updated GUIDE REVISED
The Guide 3215 GD.03 Purchasing Card Responsibilities for Non- EMS Holders has been revised.
10-06 updated

NEW POSTING OF DRAFT POLICIES
The following draft policies have been revised and reposted on the Policy & Procedure Draft Site for a period of 7 days.

  • Policy 1301 Sponsored Projects Financial Reporting and Financial Closeout
  • Policy 1308 Program Income Associated with Sponsored Projects

The related Procedure 1301 PR.01 Sponsored Projects Financial Reporting and Financial Closeout and Guide 1308 GD.01 Report Program Income Associated with Sponsored Awards are still under revision.
10-06 updated

New Operating Project Request has been revised to obtain additional information specifically for the Medical School.  Please download the current version of the form and discard all other forms that one might have on file. The Instructions on how to complete the Form are posted along with the Form.

10-06 updated

 A New Form 3501 FR.50 Leave of Absence Application  and a related 3501 FR.50 Leave of Absence Instructions has been created and posted on the website under the topic HR events. The completion of Leave of Absence Application Form is the exclusive method for applying for a leave of absence.  All requests must be forwarded to Human Resources Client Support for final approval.

9-06 updated

NEW POSTING OF TRAVEL PROCEDURE

The Procedure 3301 PR.01 Travel Arrangements for University  Business which was in the draft form has been approved and is  posted on our main Policy website. We have incorporated most of the  comments that we received from the community and the significant  change from the draft is:
 ..... The University has negotiated a  50% discount off the fee to  upgrade from coach to business class on Amtrak regional trains; and  25% off the Acela business class fare between New Haven and  Washington, DC, Baltimore, or New Carrolton, Maryland.
To take advantage of University-negotiated discounts and upgrades  on Amtrak, travelers must make reservations using the University’s  preferred full-service travel agency, Orbitz for Business (1-877- ORBITZ1).  Orbitz does not charge a service fee for Amtrak  bookings....

9-06 updated

The Controller's Office Factsheet has been modified with respect to  overtime meal reimbursement.

When a department's workload necessitates overtime work of 2 hours  or more after normal University hours, the department may pay the  employees a meal allowance of $12 or reimburse actual meal costs up  to $12.

9-06 updated

UPDATED POLICIES & FORMS
The following Forms and Policies have been updated.

Policy 3301 Travel on University Business
The policy has been modified to include train travel.

Train
Travelers should book service on Metro-North, Amtrak or Acela  consistent with their business needs.  University policy allows  business class service on Amtrak or the lowest class of service  (i.e. business class) on the Acela and has negotiated discount  rates with Amtrak.
To take advantage of any University-negotiated discounts on Amtrak,  travelers must make reservations using the University’s preferred  full-service travel agency. There is no charge for booking trains  through this service.

Policy 3302 Business Meals and Entertainment
The section on Employee recognition has been modified as follows.

Employee Recognition
An annual group luncheon or modest reception may be held by a major  department or work unit to celebrate each 5 years of service above  5 years of its employees. Similarly, a department or work unit may  conduct a modest reception to recognize the retirement or a lunch  to recognize the departure of a long-standing employee who had  provided excellent service.

Policy 3303 Gifts from University Funds
The section on Expressions of Sympathy has been modified to include  a dollar threshold for expenses.

Expressions of Sympathy
Expenses incurred in connection with personal expressions of  sympathy or support toward employees or students are allowed only  as modest (i.e., less than $100) and occasional expressions. With  respect to expressions of sympathy, the definition of Immediate  Family has been revised to exclude Grandparents and Grandchildren.

The Form 1410 FR.02 Facilities Request Services has been revised  with respect to a contact telephone number.

The Form 1302 FR.05 Task Worksheet has been revised.

The Form 1305 FR.02 New Operating Project Request has been revised.  The Form has been revised to obtain additional information   specifically for the Medical School.  Please download the current  version of the form and discard all other forms that one might have  on file.

8-06

NEW POSTING OF DRAFT POLICY, PROCEDURE AND GUIDE

The following draft is now available for review and comments and are posted on the Policy & Procedure Draft Site. The review process has included discussions with the process owners and end users to incorporate their suggestions into these documents. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments. The proposed new  Policies, Procedure and  Guides will be posted on this website for a period of 7 days. We encourage you to discuss these Policies and Procedures with your staff and where necessary provide comments to us.

Procedure 3301 PR.01 Travel Arrangements for University Business
8-06

NEW POSTING OF POLICIES, PROCEDURE  AND QUICK STEP

The following Policies, Procedure and Quick Step which were in the draft form have been approved and are posted on our main Policy website. We have incorporated most of the comments that we received from the community into these final documents. You can view these final Policies, Procedure and Quick Step at our Policy website at http://www.yale.edu/ppdev.

Policy 1010 - Training Management System  (new)

Policy 3305 - Long Term Activity Expense Advances  (revised)

Quick Step 3305 QS.01 Requesting Expense Advances  (new)

Policy  2201 - Gifts from External parties to Employees  (new)

Procedure 2200 PR.01- Gift Processing and Stewardship  (revised)


8-06 NEW POSTING OF DRAFT POLICY, PROCEDURE AND GUIDE

The following drafts are now available for review and comments and are posted on the Policy & Procedure Draft Site. The review process has included discussions with the process owners and end users to incorporate their suggestions into these documents. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments. The proposed new  Policies, Procedure and  Guides will be posted on this website for a period of 7 days. We encourage you to discuss these Policies and Procedures with your staff and where necessary provide comments to us.

Policy 1301 Sponsored Programs Financial Reporting Closeout

Procedure 1301 PR.01 Sponsored Programs Financial Reporting and Closeout
7-06 The Controller's Office Factsheet has been revised to include the dollar limitations for verbal/written bids or single/sole source. It is listed under the Purchasing Authorization limit matrix. Please refer to the Factsheet.
  NEW POSTING OF DRAFT POLICIES, PROCEDURE AND GUIDES

The following drafts are now available for review and comments and are posted on the Policy & Procedure Draft Site. The review process has included discussions with the process owners and end users to incorporate their suggestions into these documents. The site also describes in detail how to review the revisions to the Policies and Procedures and if necessary, how to submit comments. The proposed new  Policies, Procedure and  Guides will be posted on this website for a period of 30 days. We encourage you to discuss these Policies and Procedures with your staff and where necessary provide comments to us.

Guide 1305 GD.07 - Determining Reasonableness, Allocability and Allowability of Costs for Sponsored Awards (revised)
Policy 1307-  Sub-Recipient Activity Associated with Sponsored Programs (new)
Procedure 1307 - Monitoring Sub-Recipient Activity Associated with Sponsored Programs (new)
Policy 1308 - Program Income Associated with Sponsored Programs (new)
Guide 1308 GD.01 - Program Income Guidelines Associated with Sponsored Programs (new)

   

NEW POSTING OF DRAFT POLICIES

As part of our ongoing review of policies and procedures, the following drafts are available for review and comment:

Draft Policies, Procedures, and Forms are posted on the Policy & Procedure Draft Site. The review process has included discussions with the process owners and end users to incorporate their suggestions into these documents.  The site also describes in detail how to review the revisions to the Policies and Procedures and, if necessary, how to submit comments. The proposed new and revised Policies and Procedures will be posted on this website for a period of 30 days. We encourage you to discuss these Policies and Procedures with your staff and where necessary provide comments to us.

Policy 1010 - Training Management System -- (new)
Policy 3305 - Long Term Activity Expense Advances  (revised)
Quick Step 3305 QS .01 Requesting Expense Advances ( new)
Policy  2201 - Gifts from External parties to Employees (revised)
Procedure 2200 PR.01- Gift Processing and Stewardship (revised)
Policy 4209 - Equipment

FORMS POSTINGS

1.  Facilities Forms have been completely overhauled. The following Forms have been revised.

Form  1410 FR.02 Request For Service (revised)

1410 FR.02 -Instructions for Completing Form: Request For Service (revised)

Form 1410 FR.04 Central Lockshop Key Request Form  (revised)

2.  The Post Doctoral Office has created a new Form to evaluate PostDoctoral Appointees. Please refer to Form 3501 FR.12 Post Doctoral Appointee Evaluation.

6-06

The following Quick Steps have been revised:

2815 QS.01 Requesting a Specialized Petty Cash Fund
2815 QS.02.A Petty Cash Disbursements
2815 QS.02.B Reconciling and Replenshing a Specialized Petty Cash Fund
2815 QS.03 Changing the Custodian of a Specialized Petty Cash Fund
2815 QS.04 Closing a Specialized Petty Cash Fund
3410 QS.01 CT Athlete & Entertainer Withholding Tax
5-06

The following Policies, and Guide, posted on the Draft site have been approved and are now posted on our main Policy website as final. We have incorporated most of the comments that we received from the community into these final documents.
Policy 1705 Automobile Fleet Safety Program (Revised)
Guide 1705 GD.01 Auto Safety Rules and Regulations (New Guide)          
Policy 2100 General Revenue Principles (Revised)
Policy 2801 Depositing and Recording University Funds(Revised)
Procedure 3215.PR.01 Purchasing Cards and Expense Management System
Policy 4203 Accounting for Software Costs,Computer Systems and Business Process Reengineering (Revised)

The Travel Policy 3301 and its Guide 3301 GD.01 have been  revised to state that costs associated with the issuance of Passport and renewals will not be reimbursed. Costs incurred for vaccinations for international travel will be reimbursed.

The Form 3501 FR.14 Postdoctoral Recommendation for Appointment has been revised.
4-06

The following Policies, Procedures and Form (no major changes) have been reviewed and updated. The policies with significant revisions are posted on the Policy & Procedures Draft Site for 30 day review.

Policy 1410 Service Centers and Specialized Service Facilities
Policy 3220 Purchases of Restricted Items
Policy 3301 Travel on University Business
Procedure 1610 PR.02 Disposal of Obsolete Computers and Peripherals
Procedure 1304 PR.02 Distinguishing between Gifts and Sponsored Awards
Form 1304 FR.01 Departmental Request for Opening a Grant account (OPAS)

Form 1304 FR.06 YSM ProSum

 

Draft policies, procedures, and forms are posted on the Policy & Procedures Draft Site. Email was sent to Deans, Directors, and Administrators.

As part of our ongoing review of policies and procedures, the following drafts are available for review and comment:

Policy 1705 Automobile Fleet Safety Program (Revised)
Guide 1705 GD.01 Auto Safety Rules and Regulations (New Guide)                  
Policy 2100 General Revenue Principles (Revised)
Policy 2801 Depositing and Recording University Funds(Revised)          
Policy 4203 Accounting for Software Costs,Computer Systems and Business Process Reengineering (Revised)

The review process has included discussions with the process owners and end users to incorporate their suggestions into these documents.  The website http://www.yale.edu/ppdev/drafts/index.html describes in detail how to review the revisions to the Policies and Procedures and, if necessary, how to submit comments.

The proposed new and revised Policies and Procedures will be posted on this website for a period of 30 days. We encourage you to discuss these Policies and Procedures with your staff and where necessary provide comments to us.

2-06

There are two new Travel related Forms on the Travel topic page on Quick Form. They are:
3301 FR.07 Travel Non-Employee / Guest Form, and
3301 FR.08 Travel Request Form

The Travel Non-employee / Guest Form will give Orbitz all the relevant details of the event Yale is hosting; including travel parameters, names of participants who will be contacting Orbitz, payment details, ground transportation options. etc.

The Travel Request Form is meant to ease the process for guests located in foreign countries to contact Orbitz with the details of their travel needs. This form would include their departure airport, travel dates, frequent flier numbers, special needs, delivery address, etc. Both these Forms will assist Orbitz in providing the best service possible.

There is a new link to 1410FR.11 TR&S Request For Service Form posted on the website of the office of Traffic, Receiving and Stores. This new form will provide TR&S with all the relevant information so they can provide the best possible service.

2-06

The following Policies, Procedures and Guide have been reviewed and updated except for Policy 1305 which is new.

Policy 1110 Personal and Off Campus Use of University Property, including Vehicles
Policy 1501 University Auditing
Policy 1305 Cost Transfers Involving Sponsored Programs --New Policy moved from the Draft site
Procedure 1305 PR.02 Transferring Costs of Labor, Goods and Services on Sponsored Awards
Policy 2805 Establishing and Maintaining University Bank Accounts
Guide 2805 GD.01 Signature Authority for Bank Transfers
Procedure 1302 PR.01 Overview of Projects and Awards
Procedure 1304 PR.02 Distinguishing Between Gifts and Sponsored Awards
Procedure 3101 PR.01 Expenditure Item Date
Procedure 3401 PR.01 Employee Reimbursement
Procedure 3501 PR.25 Payments to Professional School Payments

11-05 Controller's Office Newsletter was sent to Business Managers. Topics include: Personal Use of University Vehicles.
 

Draft policies, procedures, and forms are posted on the Policy & Procedures Draft Site.  As part of our ongoing review of policies and procedures, the following drafts are available for review and comment. Comments can be given using the feedback form link on the Draft Site page.

POLICIES
1305 - Cost Transfers Involving Sponsored Programs (new)
3210 - Consultants and Professional Services Agreements (revised)

PROCEDURE
1305 PR.02 - Transferring Costs of Labor Goods and Services on Sponsored Awards (revised)

GUIDE
3210 GD.02 - Documentation And Approvals  For (revised)

FORM
3210 FR.01 - Professional Services Agreement (revised)

If you have any questions, please do not hesitate to contact Uma Shankar or Cary Scapillato.
  updated

The following Policies, Procedures and Guides have been approved and are posted on our main Policy website on Friday, November 11th as final. We have incorporated most of the comments that we received from the community into these final documents. You can view these final Policies, Procedures and Guides at our Policy website.

POLICIES
2200 - Gifts to the University (revised)
3301 - Travel on University Business (completely revised)
3220 - Purchase of Restricted Items (revised)
4209 - Equipment (revised)
3302 - Business Meals and Entertainment (revised)

PROCEDURE
3417 PR 01 - Payment to Research Study Subjects (new)

GUIDES
3301GD 01 - Miscellaneous Non Reimbursable Expenses (revised)
3301GD 02 - Use of U.S.-Flag Carriers For Foreign Travel Sponsored by Grants and Contracts (revised)
3301 GD 03 - Electronic Receipt Documentation (new)
3301GD 04 - Quick Reference For Travel (new)

FORM
3301FR 06 - Fly America Act Waiver (new)
10-05

The following Policies, Procedures, and Guides have been reviewed and/or updated:

1201 GD.02 Labor Commitments (previously 1201 PR.01)
1302 PR.02 Requesting a New Operating Project
1302 PR.03 Requesting Modification of an Operating Project
1302 PR.04 Requesting Creation of Operating Project Award Linkage
Policy 1410 Service Centers
9-05 Controller's Office Newsletter was sent to Business Managers. Topics include: Standard Milage Rates Increase for Final Four Months of 2005
  The following Policies, Procedures and Guides have been approved and are posted on our main Policy website on Friday, Sept 9th as final. We have incorporated most of the comments that we received from the community into these final documents. You can view these final Policies, Procedures and Guides at our Policy website.

POLICIES
2815 - Petty Cash and 3 related Procedures (see below)
3303 - Gifts from University Funds
3415 - Payments to Individuals who are Neither Citizens nor Permanent Residents of the United States and 4 Guides affiliated with this Policy (see below)
3501 - Payroll
4202 - Capitalization, Depreciation and Disposal of Capital Assets
4210 - Valuation of Inventory and one related Guide (Standard Inventory Transactions-see below)

PROCEDURES
1310 PR.03 - Deficit Fund Balances and Sponsored Agreement Overdraft
2815 PR.01 - Requesting a Specialized Petty Cash Fund
2815 PR.02 - Administering a Specialized Petty Cash Replenishment Fund
2815 PR.03 - Changing the Custodian of a Specialized Petty Cash Fund

GUIDES
3401 GD.01 - Supporting Documentation Guidelines for Business Expenses
3415 GD.01 - Description of Forms (affiliated with Policy 3415)
3415 GD.02 - Commonly used Immigration Status Categories
3415 GD.03 - U.S. Income Tax Treaties Currently in Force
3415 GD.04 - Non-Resident Alien Reporting and Withholding Table for Payments Made Pursuant to Tax Treaties
4210 GD.01 - Standard Inventory Transactions

If you have any questions, please do not hesitate to contact Uma Shankar or Cary Scapillato.
08-05

Controller's Office Newsletter was sent to Business Managers. Topics include: 2005 CT Sales Tax Holiday on Certain Clothing and Footwear and Sales Tax Exemption
 

Draft policies, procedures, and forms are posted on the Policy & Procedures Draft Site. Comments can be given using the feedback form link on the Draft Site page.
2200 - Gifts to the University
3215PR.01 - Yale Purchasing Card and Expense Managemenet Systems
3301 - Traveling on University Business
3301GD.01 - Miscellanious Non Reimbursable Expenses
3301GD.02 - Use of U.S. Flag Carriers for Forrign Travel Sponsored by Grants and Contracts
3301GD.03 - Electronic Receipt Documentation
3301FR.06 - Fly America Act Waiver Form
3302 - Business Meal, Entertainment, and Other Social Events
3417PR.01 - Payment to Research Study Subjects

  New Payroll Schedules are added for September 2005, October 2005, and November 2005.
    The Invoice Documentation Identification Guide was updated to exclude transactions that do not have either an invoice number or an invoice date.
3401GD.05 Guide Invoice Document Identification Guide
06-05

Controller's Office Newsletter was sent to Business Managers. Topics include: New Employee Benefit Rates, The Payroll Window is Open from 9:30am to 3:00pm, and Year-End Review and Closing Requirements
  New links
A link to the Transaction Control Number Generator has been added under the category "Useful Tools". However we would highly recommend that you download the latest Forms for ER, CR and Travel or Expense Advance Forms from the Quick Forms page on a regular basis. A link to the Expenditure Type by Journal Categories has also been added under the category "Useful Tools".
  The Graduate School Student Teaching Appointment Forms for Fall and Spring have been consolidated into a single form for the academic year, Fall 2005 - Spring 2006 Graduate School Student Teaching Appointment Form.  There is a new space to check off the Term of Appointment, either fall or spring. The preparer should also complete the new First Time Teaching question for each appointment; and in addition to the social security number, the student's Net ID is also requested.
The Non-GSPS FAS Teaching Payment Form has been updated to reflect the new First Time Teaching question for each appointment and  in addition to the social security number, the student's Net ID is also requested.

These two forms can be accessed here.
    The WIP system was enhanced to allow a single transaction limit of $5,000 and to allow for split charging (up to 10 lines) for a single transaction. The following documents were updated:

3401PR.04 Procedure Submitting Invoices for Payment
3401PR.04 Procedure Web Invoice Payment (WIP)
3401GD.02 Guide WIP Approver Checklist 06/29/2005
3401GD.03 Guide When to Use WIP

05-05 The NEW Policy & Procedures web site is now live.
 

Controller's Office Newsletter was sent to Business Managers. Topics include: National Institutes of Health Salary Caps and Student Employment
  Procedure 3501 PR.17 Student Employment was updated in the past year to include many of the changes from technological advances.
The revised Student Employment Procedure can be viewed at http://www.yale.edu/ppdev/Procedures/hr/HiringStudent/toc.htm.
The Quick Step can be viewed at http://www.yale.edu/ppdev/QuickSteps/hr/HiringStudents.htm.
  3220FR.1 Restricted Items Approval Request Form has been revised. Items Requiring Pre Order Approval have been modified and the Form can be viewed here.
  The following Human Resources Procedures and Quick Steps and Forms were revised and can be accessed here.
HR -Extra Compensation Form;
Procedure 3501 PR.21 - Extra Compensation;
Quick Step - C&T and M&P Employee Layoffs;
Procedure 3501 PR.11 - C&T and M&P Employee Layoffs;
Quick Step - C&T and M&P Resignations;
Procedure 3501 PR.13 C&T and M&P Resignations;
Quick Step Leaves of Absence for C&T and M&P Employees;
Procedure 3501 PR.15 - Leaves of Absence for C&T and M&P Employees;
Procedure 3501 PR.20 - Promotions & Transfers
These revisions capture the reorganization within the Human Resources Department and the Procedures now point to the right offices for contact.
04-05
Some new HIPAA Policies and Procedures are posted along with some ITS related Policies and Procedures and they can be accessed as follows
1609 Media Controls - protecting confidential information, including ePHI http://www.yale.edu/ppdev/policy/1609/1609.html
1609 PR1 - http://www.yale.edu/ppdev/Procedures/its/1609PR1/index.html
1601 Information Access and Security - http://www.yale.edu/ppdev/policy/1601/1601.html
1601 PR3 - http://www.yale.edu/ppdev/Procedures/isp/ResponsiblePersonnel/toc.htm
1610 Systems and Network Security - http://www.yale.edu/ppdev/policy/1610/1610.html
1610 PR1 - http://www.yale.edu/ppdev/Procedures/its/1610PR1/index.html
1610 PR2 - http://www.yale.edu/ppdev/Procedures/its/1610PR2/index.html
  OISS notification Form. A new Form called "Office of International Students and Scholars Notification Form for Foreign National Faculty Staff and Visitors" has been created and posted here.
  National Institutes of Health Salary Caps were formerly included in the Procedure on Effort Reporting, but now they are included in the Controller's Office Factsheet at http://www.yale.edu/ppdev/Guides/bluepages.html.
A new Guide called "Guidelines For Salaries Over the National Institutes of Health Cap" has been created. This guide details a variety of situations related to the NIH cap, such as Accounting for Salary over the NIH Cap ( including summer compensation, joint VA administration appointment). This can be accessed at http://www.yale.edu/ppdev/Guides/ga/GuidelinesSalariesOverNIHCap.pdf.
02-05 The Policy & Procedures NEW web site is launched in a pilot phase. The new site will go live May 2, 2005.
  The Restricted Items Requiring Pre-Order Approval Exhibit 3220 EX A has been revised. The Safety Critical Equipment now includes – High Magnetic Field Equipment, Emergency Eye Wash and Emergency Safety Shower.
 

Controller's Office Newsletter was sent to Business Managers regarding the new DUN & BRADSTREET:  DUNS Number and the Tax Preparation Assistance For Yale International Students and Scholars.
  The Missing Receipt Form has been revised. The method of payment should be identified on the Form: ( e.g. check, credit card, cash)
  The Instructions for submitting Staff Position Requisition Form has been revised. All Forms for the School of Medicine should now be submitted to the Department of Human Resources at 155 Whitney Avenue.
01-05 The Controller's Office Fact Sheet have been updated to reflect the new mileage rate for reimbursement. For more details, please refer to http://www.yale.edu/ppdev/Guides/bluepages.html
  In the Travel Policy 3301, the section on Car Rentals has been revised. It states specifically that the the University’s automobile insurance coverage does not cover any outside consultants, independent contractors, vendors, or anyone else who is not a student, post doctoral fellow or an employee at the University. For more details, refer to http://www.yale.edu/ppdev/policy/3301/3301.pdf
12-04

Controller's Office Newsletter was sent to Business Managers regarding the new Mileage Rate for 2005 and the Student Employment Split.
  The method of submission for Interim Employment Pool (IEP) Request for Temporary Assignment form has been revised.
Completed forms should now be submitted to Human Resources by one of the following methods: Email: HRCentral@yale.edu (preferred method) or fax to the attention of the IEP Coordinator at 432-6194. For more details, please refer to http://www.yale.edu/ppdev/forms/hr/IEP_Request.pdf
11-04 Faculty Travel Grant form has been updated to reflect the fact that Non Tenured faculty can receive $1200 annually towards a Travel Grant. The Tenured Faculty can receive up to $600 annually for travel. The Social Security Number column (SSN) has been replaced by an University Personal Identification Number (UPN) requirement. http://www.yale.edu/ppdev/HR/FacultyAppointments/forms.htm
 

Controller's Office Newsletter was sent to Business Managers regarding the Personal Use of University Vehicles. The Business Manager or Administrator must notify the University Tax Office of the personal use of any University vehicle and provide the required documentation to the Tax Office by November 30, 2004.
9-04

As part of streamlining the Faculty Appointment Process, Faculty Appointment form, Faculty Data Collection form and  Additional Information sheet have been revised. The Forms are at http://www.yale.edu/ppdev/HR/FacultyAppointments/forms.htm  and http://www.yale.edu/ppdev/forms/hr/FacultyApptMoreInfo.pdf
 

A New Guide called Student Employment Split has been created.The Student Employment Split Program provides University departments funding for student labor that qualify. If the expenses are qualified, the University will fund 50% of student labor costs. For more details see  http://www.yale.edu/ppdev/Guides/ga/StudentEmploymentSplit.pdf
  The Guide Unallowable Expenditure type has been revised with minor changes. http://www.yale.edu/ppdev/Guides/ga/UnallowExpTypes.pdf
  The Employee Reimbursement (ER ) form has been updated due to the following Accounts Payable processing changes:
  • The employee's Social Security Number is no longer required
  • Employee reimbursement funds will be automatically deposited to the bank account identified in Payroll unless special handling is requested

For more details on the new Direct Deposit process for Employee Reimbursements, see the September Business Management Monthly News http://www.yale.edu/hronline/busmgr/0409
08-04

Controller's Office Newsletter was sent to Business Managers. Topics include: 2004 CT Sales Tax Holiday on Certain Clothing and Footwear and Accounts Payable - Check Void Guidlines
7-04 A document has been created that outlines all the guidelines for checks that need to be Voided or Reissued. http://www.yale.edu/ppdev/Guides/ap/VoidCheckGuidelines.pdf
  Controller's Office Newsletter was sent to Business Managers. Topics include: New Employee Benefit Rates, Journal Entries, and Policy and Procedure Drafts and Website
06-04 Controller's Office Newsletter was sent to Business Managers. Topics include: Unallowable Costs
05-04 Controller's Office Newsletter was sent to Business Managers. Topics include: Movable Equipment Inventory (MEI) and Request from City of New Haven
4-04 A new guide for identifying various Invoice document types has been created called Invoice Identification. It discusses at greater length the Payable and Non-Payable Invoice types.
3-04 A new Quick Step Asset and Liability Reconciliation has been created to assist Departments in fulfilling their requirement of reconciling all Asset and Liability balances within their organization. There is also a new Quick Form Asset and Liability Reconciliation Register that can be used to document transactions that substantiate those balances.
02-04 Controller's Office Newsletter was sent to Business Managers. Topics include: Standards of Business Conduct, Fixed vs. Movable Equipment, and Vehicle Rental Insurnace
  The University has recently revised Procedure 1110 PR.1, Substantiating Personal Use of a University Vehicle. The procedure provides guidance with respect to personal vs. business use of a University vehicle and sets forth the substantiation and the income tax reporting and withholding requirements with respect to the personal use of a University vehicle by an employee.
  The University Sales Tax Report has been revised. It includes a change in the exemption of clothing threshold from $75 to $50 and elimination for the subscription exemption.
  A new guide has been created to help understand the differences in accounting for Fixed and Movable equipment. Please refer to Fixed vs Movable Equipment for more details on the Oracle requirement for recording these transactions.
 

In the "Interim Employment Pool (IEP) Request for Temporary Assignment Form" located on the Quick Forms under HR Services, the following revision has been made.

Under "Submit completed form to Human Resources by one of the following methods"-- There is no need to hand deliver to the HR office, instead one of the following two methods can be used. e-mail: hrmedical@yale.edu (preferred method) or fax to: 785-3165.

1-04

The Controller's Office Factsheet has been revised as follows- The standard mileage rate for business use of an automobile is increased from 36 cents per mile to 37.5 cents. The standard mileage rate for use of an automobile as part of a qualified move (pursuant to IRC Section 217) has been increased to 14 cents per mile. The new mileage rates are applicable to expenses paid or incurred on or after January 1, 2004.

 

The Internal Revenue Service and CT Dept of Revenue Service have updated the W-4,W-7 and CT-W4 forms. These are now posted on the Quickforms Site.

12-03

On the Missing Receipt Form, has been revised. The Controller's approval is required for all expenses at $75 or greater. (This is a change from the present requirement of $50 for expenses and $75 for Purchasing Card Transactions).
  The Travel or Expense Advance form and instructions have been updated.

7-03

The July edition of the Controller's Office Newsletter is now available. Topics include Expenditure Type 291201 Due to/from Plant and CT Athlete and Entertainer (A&E) Tax Withholding - New Exemption for Certain Public Speakers.

 

The Finance Position Requisition form has been posted and can be located on the Quick Forms page or the HR Events topic page.

 

The Controller's Office Factsheet has been updated with rates for 2003.

6-03

In an effort to simplify the process for Requesting Modifications to Organizational Units, General Accounting has consolidated two forms: Modification of an Organization and Modifying an Organizational Hierarchy. The new form, entitled Modify an Org or Hierarchy Request, allows for two modifications to be requested per form. The new form allows the modification of items as basic as name changes to more complex modifications such as changes to roll-ups for existing organizational units. For instructions on how to use the new form, please see the procedure Requesting Modification of an Organization or Organizational Hierarchy.
 

Human Resources Information Systems is proud to announce that a new streamlined form has been created for the purpose of entering a new casual employee into the Oracle database. The new form is in production effective June 13, 2003. It’s called “Casual Employee Setup” and can be found on your Oracle Human Resources update responsibility menu directly under People Enter and Maintain. This form was created using new functionality available to us with the 11i Upgrade. More info>>

Updated Training materials are available on OBOE in the Casual Hiring Manual, specifically the Accessing the People File section.

1-03

The following policies, procedures and forms reflect the changes related to the Oracle 11i Upgrade scheduled to take place in January.

Procedures

Accounts Payable

Human Resources

General Accounting

Forms

Human Resources

Guides

General Accounting

12-02

 The Promotion/Transfer Checklist and Termination Checklists have been updated with respect to the user accounts sections. The updated checklists include changes to the access with additional applications for consideration for removal/modification.
11-02 The Access to Oracle Financial and Human Resources Applications
procedure has been updated due to new processes in place since 7/1/2001 with the new START application.
10-02 The revised Faculty Handbook is now available online.
 

Research Affiliates and Visiting Fellows have a new Recommendation for Appointment form and Application for Appointment form.

 9-02

The revised Controller's Office Factsheet reflects the new rates for Facilities and Administrative Rates for Grants and Contracts.
  Relocation and Reimbursement form has been updated. It has a new table for PTAEO information.
 

Two new items have been added to the Safety Critical Equipment section of the Restricted Items Requiring Pre-Order Approval guide and Restricted Items Approval Request form.
  The Petty Cash Voucher Form has been revised to reflect the introduction of new Expenditure Types for Domestic and International travel.
 

The Employee Reimbursement (ER) and the Check Request (CR) forms, instructions and procedures have been revised to reflect the introduction of new Expenditure Types for Domestic and International travel.
8-02 The Relocation Reimbursement worksheet, a new Payroll form is available as of 8-02. The form is used by employees to claim reimbursement for relocation expenses incurred as a result of accepting a non-temporary position at the University. The form should continue to be submitted to the Payroll department.
7-02 The Contoller's Office Fact Sheet has been updated. Employee benefit rates have changed effective July 1st.
4-02 The Bypassing Oracle Applications and Financial Planning Training procedure is now available on the Security and Access, procedures topic page.
  Starting April 22, the HR staff will begin entering initial labor schedules if for all new hires, transfers and promotions departments have included the desired PTAEO(s) on Staff Position Requisition Forms. This form has been revised to support this new service and you are encouraged to visit the Policy, Procedure and Forms website on the HR Events forms topic page website.

Please note that the revised form allows for the specification of an initial labor schedule or boxes to check if the department wants to simply use the "org default" or provide the PTAEO(s) themselves. Any subsequent changes to the labor schedule or typographical errors in listing the labor schedule on the Requisition will be the responsibility of the hiring department to correct, even if the changes are identified prior to a hire being made.

 

As of April 8, 2002, end users will notice some changes in Oracle applications as Yale begins to modify the structure of the charging instructions used for financial transactions. Information regarding these changes can be found at on the COA Conversion web pages of OBOE.

Your staff is invited to attend one of the two-hour briefings scheduled to review the changes. Consult the schedule at on the OBOE Lookup pages for the most convenient time and place. Advanced reservations are not required.
 

The following have been updated to reflect the Chart of Accounts (COA) Conversion effective April 8, 2002. Please go to the web site to download new forms and other documents.DISCARD older printed versions you may have on hand.

The following items have been update to reflet the changes:

  • COA Handbook - this has been completely revised to make it an easy-to-use reference tool
  • JEFF - Journal Entry Forms Finder

Updated procedures

Updated forms:

   

Security and Access Responsible Personnel for Access Control procedure has been updated as well as the START People Lists User Access Charts.
3-02

Two new safety-critical equipment items have been added to Exhibit 3220 EX.A - Restricted Items Requiring Pre-Order Approval, and to the Restricted Items Approval (pre-order) Form.
 

The Responsible Personnel procedure has been updated in an effort to clarify who has authority to request and approve access requests in START.

The procedure explains the purpose of the "People Lists" in START, which can be updated under the "Maintain Lists" responsibility in START. This procedure describes what application each list is used for and the service approval. You can also ascertain which list is used to limit who can make requests for certain services.
2-02 RIS E-Request forms are now available via the Quick Forms web site. Use these forms to initiate an RIS job request.
  The Responsible Personnel for Access Control procedure now reflects recently added START features. Go to this procedure to see an updated explanation of the various types of requesters and approvers for ITS applications and services, including Telecommunications equipment and services.
  The Position Review Form (for Medical School only) is now available on the web. All departments in the Medical School must complete and send this form to HR along with the Staff Position Requisition form.
  People List for User Access Chart is now available on from the Security & Access guides topic page on Policies, Procedures, and Forms web site.
  Check Request - Type of Organization is required for all payees. The CR form and instructions have been revised to reflect this.
1-02 Policy 3410, Connecticut Income Tax Withholding for Nonresident Athletes and Entertainers, and the related Procedure 3410.1 have both been revised to reflect changes in the CT A&E withholding rules effective 1/1/02.
  Forms CT-588 and CT-590 have been revised to reflect changes in the CT Athlete & Entertainer withholding rules effective 1/1/02. A summary of the changes is available at www.yale.edu/tax.
 

Form 8233, Exemption from Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual, has been revised by the IRS. The revised form and instructions are effective immediately.
  The Good Measures for Good Computing guide now available from the Desktop Security department.
  The Quick Forms page now includes convenient links to the following Human Resources forms: Benefits, Parking and Transit, and Self Service Applications.
  The Effort Reporting procedure now includes the new NIH
salary cap amounts for FY 2002.
  The FY2003 Unit Budget User Guide and Quick Reference Guide procedure is now available online at OBOE.
  The HR/LD/Payroll Reporting Using WSR and Brio Bug Manual is now available online at on OBOE.
12 -01 The Controller's Office Fact Sheet has been revised to reflect IRS increases in the standard mileage rates for use of an automobile for business travel and as part of a qualified move. The increases are effective 1/1/02.
11-01

The YSM Grants and Contracts Proposal Summary ("ProSum") form has been reorganized and now includes budget summary information. The separate budget summary form is no longer required and has been removed from this web site. Refer to the updated form instructions for details.
 

The Direct Deposit Request Form has been revised. It now asks the employee to identify the payroll payment type (e.g., weekly, monthly, etc.). The new workable Excel version of the Direct Deposit form allows users to save the completed form on their computer. The pdf version is available for those who wish to print the form and complete it manually.

 

The Staff Position Requistion Form and instructions have been completely revised. The form is now available in Excel and PDF versions. Please use the new form only, and discard old blank forms you may have on hand.

The guides How to Write Position Descriptions and Qualifications has also been updated in conjunction with updating the Staff Position Requisition Form.

10-01
Responsible Personnel for Access Control procedure explains which department administrators are responsible for controlling access to Yale's ITS applications and services, and gives the procedures for designating these access controllers.
  The procedures for Hiring Students and Casual/Student Time Entry now include the direct deposit option for students paid weekly. This option is available beginning 10/16/01.
  The Request for Wire Transfer form now includes Euro Notes in place of European currencies that are not longer available. The updated form requires entry of the payee's vendor number; for new vendors, vendor setup will be required. Refer to the new form instructions.
  Up-to-date instructions aer now available for the Request for Wire Transfer.
09-01

Beginning October 16, 2001, students paid weekly will have the option of direct deposit of their paychecks. The Direct Deposit Request Form has been revised to include important information for weekly employees and students paid weekly.
 

OBOE Training Manuals and Scenarios

KRONOS Scenarios

Faculty Appointment Process Scenarios
Scenario #30 had a revision to step #3 under "Entering the New Personal Payment Method."

Casual Hiring Scenarios
Scenario #9, step #3 under "Entering the New Personal Payment Method" and Scenario #10 has a new step #15 were updated.

  The procedure for Recording and Depositing Cash Receipts (formerly titled On-Campus Deposits Using RIF) has been significantly revised. Please note the following key changes:

  • Do not use RIF to record:
    • returns of Payroll overpayments: salary/wage or benefits
    • repayments of charges that were initially incurred through Accounts Payable (e.g., vendor refunds, repayments of travel or expense advances).

Refer to the updated procedure for information on how to process such receipts and other RIF information.
 

The following forms and related procedures have been revised. Please use the new forms and procedures effective 9/1/01.

Check Request form: The CR now includes required vendor setup items for payees that are not in the University's vendor database. See the updated form instructions and detailed procedure.

Vendor Setup Request form: The VSR now includes information necessary to set up vendors accurately and avoid duplicates. See updated form instructions.

Employee Reimbursement form: The ER has been reformatted to improve fax legibility for distributed authority. In addition, the ER procedure has been updated to reflect current policies.

Submitting Invoices for Payment procedure now includes new vendor setup procedures.

07-01 Policy 1410 Service Centers is now available on the web. This is a revision to Accounting for Specialized Services Facilities and Recharge Centers, issued 7/1/95.
  Interim Employment Pool (IEP) Request for Temporary Assignment form is now available on the web.
  LD Training Module and Scenarios have been updated on OBOE. The addition of Distribution Adjustment Reports and four additional scenarios (Scenarios 9-12).
06-01 Grant Budget Worksheet is now available.
  Casual Hire Manual has been updated on OBOE
  The Controller's Office Fact Sheet (formerly the "Blue Pages") for fiscal year 2001-2002 is now available. It contains the following important changes effective July 1, 2001:
  • new facilities and administrative rates (indirect cost rates) for grants and contracts
  • new fringe benefit rates.
  The Payroll Earnings Detail Report allows the user to review labor charges as recorded through LD. This report guide provides an overview of the report. Training materials will be available at www.yale.edu/finance/ga/reports.html
  The Travel and Expense Advance Request form and instructions have been corrected to reflect the fact that split charging of advances is not possible at this time. Please use the updated form.
  The Promotion & Transfer Checklist now includes a reminder to change the charging instructions for the employee's e-mail account The revised Promotions and Transfers procedure describes all steps that both the old and the new department need to take.
  Purchase Requisitions and Purchase Orders and VIP Accounts now provide current procedures for purchasing, including when a requisition is needed, and purchasing from contract vendors.
  Distinguishing Between Gifts and Sponsored Awards. This brief procedure includes a chart that will assist departments in determining whether funds received in their offices should be treated as gifts or sponsored awards
05 -01 The Purchasing Cards procedure now includes new supporting documentation guidelines: for purchasing card transactions up to $75 receipts are encouraged but not required.
 

The Controller's Office has issued new University guidelines for Supporting Documentation for Business Expenses.

Key points: Receipts will not be required for:

  • any purchasing -card transaction up to $75 (signature on monthly statement or email confirmation is required)
  • any travel expense up to $25 reimbursed through an Employee Reimbursement or Check Request (examples: parking, taxi, tolls, etc.). Receipts are always required for major mode of transportation, lodging, car rental and business meals.

Further details are included in the complete guidelines.
  The Travel or Expense Advance Request form has been revised. It now clearly separates travel advances from long-term or other expense advances, and provides correct object codes. Please use this revised form and discard any older versions you may have in your department.
 

Instructions for Travel or Expense Advance Requests - provides overview of policy information and detailed instructions.
  The Faculty Appointment Form (Central Campus only) has been revised. It now allows you to enter last pay date and/or termination date at the time you set up the appointment. Please use this revised version. Refer to the updated form instructions for details.
04 -01 Year-End Closing Procedures for Fiscal Year 2001 are now available on the web.
  Project/Organization Linkage Request form. Use this form to add or delete project/organization linkages for all types of funds: general, gifts/endowments, sponsored.
 

New Operating Project Request and Request to Modify an Operating Project now include project/organization linkage. The Request to Modify form also includes spaces to change project and task start date.
03 -01 The Journal Entry Forms Finder (JEFF) web page is changing. The new JEFF web page lists only those categories that are used by end users, and all references to subcategories have been removed. The new JEFF will use the same URL as the old page so end users will not need to change their bookmarks.

If you have any questions, please contact General Accounting User Support at ga.usersupport@yale.edu.
  Pre-order approval from Occupational and Environmental Health and Safety (OEHS) is now required for Tritium H3 exit signs - see updated Exhibit 3220 EX.A Restricted Items Requiring Pre-Order Approval. The Restricted Items Approval Request form has been revised to include this item.
  The Purchasing Matrix has been revised to provide current preferred purchasing sources and methods, with updated links to relevant web sites.
02 -01 New business mileage reimbursement rate: 34.5 cents per mile effective January 1, 2001. The Controller's Office Fact Sheet has been revised to include the new rate.
  The When to Use WIP guide and procedure for Submitting Invoices for Payment have been revised to show that WIP can now be used for payments to colleges and universities.
 

The following Graduate School forms are now available online:

01 -01 The Employee Reimbursement(ER) procedure has been revised to reflect policy changes and new preferred methods for paying for travel and other expenses. (Also refer to the recently updated procedure for Making Arrangements for University-Related Travel.)
  Report Guide: Account Intersection by Source Group. This is one of the recommended reports for monthly review included in the Web Statements and Reports "Review" folder.
  LD procedures have been revised to reflect current processes.
  The Effort Reporting procedure now includes the new NIH salary cap amounts for FY 2001.
  Now available on the web: Faculty Request for Moving Allowance and Request for Travel Grant.
12-00 Making Arrangements for University-Related Travel now gives you the most current procedures, including new features such as Yale E-Travel and use of the purchasing card for air/Amtrak tickets and New Haven area hotels
  Record Retention topic page includes Quick Steps for managing and storing financial records, and links to the University's policy on retention of financial records and record retention schedules.
  Internal Control Framework (explains basic internal control concepts), a comprehensive Self-Assessment questionnaire, and detailed internal control guides for payroll, procurement, cash/gift receipts, cost transfers, and internal service provider charges.
  The Financial Statement Review quick step (formerly known to some as the "11-step" process) has been completely revised. It now includes the recommended reports contained in the Web Statements and Reports "Review Folder," and provides a checklist of things to consider during review.
  Controller's Office Fact Sheet - Time-Off Benefits: paid holidays now include ML King Jr. Holiday (January 15)
  OBOE - The Labor Distribution Manual and Scenarios have been updated to reflect recent changes to LD.
11-00
Gift to Yale - Payroll Deduction Request - for employees who wish to make a donation to Yale via payroll deduction. Instructions are on the form.
  Report Guide for Current Month Detail - Fixed Format reports.
  Report Guide for the new Current Month Detail - Sortable Report.
 
The Paycheck Options topic page has been added to the PPDEV web site. Currently, this topic page contains the Direct Deposit and Gift to Yale form.
  The Journal Entries procedures have been updated to reflect recent changes to JSA.
  The Purchasing Card procedure now includes information about availability of new commodity groups (air/Amtrak and New Haven area hotels), and the new SWAP process for reclassifying charges.
 

The following project/award forms have been revised to include information necessary for closing projects:

 

The following new checklists must be completed and submitted when closing projects & tasks. Each checklist is an Excel workbook containing two worksheets: the checklist to be submitted, and an attachment containing important information.

    Policy 3305 Long-Term Activity and Other Expense Advances has been approved. This policy establishes guidelines for long-term activity advances and other expense advances, including circumstances for which such advances may be provided; banking arrangements; and authorization, management and clearance of expense advances.
 

The following policies have been revised, effective 11/15/00:

3201 General Purchasing Policy key changes involve "department order" concept, purchase of telecommunications services and equipment. Transaction dollar limits have been moved to Controller's Office Fact Sheet.

3301 Traveling on University Business key changes involve per diem rates, missing receipts, travel advances.

3240 Receipt of Goods and Services receipt acknowledgment threshold raised to $5,000.

3401 General Payment Policy key changes include Web Invoice Payments guidelines.

 
  The "Blue Pages" have been revised and renamed. The new name is: Controller's Office Fact Sheet. Key content revisions include: per diem rates (see revised Policy 3301), purchasing transaction authorization limits, overtime meal reimbursement rate.
10-00

1104 Signature Authority and Delegation of Approval Authority - Provides guidelines for delegation of signature authority and approval authority for financial transactions.

1105 Retention of University Financial Records - Provides guidelines for retention of official University financial records.

1110 Personal and Off-Campus Use of University Property, Including Vehicles - Provides guidelines for off-campus or personal use of property that is owned, leased or in the care, custody or control of the University.

1403 Charging of Administrative and Clerical Salaries and Certain Other Expenses to Federal Funds - Sets forth guidelines for determining how administrative and clerical salaries and certain other costs are to be charged to federal grants and contracts.

1501 University Auditing - Defines the role of the University Audit Department.

1601Information Access and Security - Establishes requirements for staff, faculty and students regarding access to University information, and responsibilities for stewardship of University information.

1605 Faculty Access to University Services and Facilities Prior to Appointment Date - Sets forth guidelines for access to certain University services and facilities prior to start of appointment; for faculty, postdoctoral associates, postdoctoral fellows.

2200 Gifts to the University - Covers transmission, acceptance, recording, disposition, acknowledgment and management of gifts to the University.

3410 CT Income Tax Withholding for Nonresident Athletes and Entertainers - Provides guidance to the University community with respect to the State of Connecticut income tax withholding requirements for payments made to nonresident athletes and entertainers.

4203 Accounting for Software Costs, Computer Systems, and Business Process Reengineering - Provides accounting guidance for capitalization of all major expenses related to implementation of computer systems and business process re-engineering initiatives.

4209 Equipment - Describes items that should be classified as equipment; requirements regarding purchase, transfer, release or sale; inventory requirements; factors used in determining useful life and depreciation allowance; guidelines for off-campus and at-home use.
9-00 Interactive Data Entry Guide is now available on OBOE. This handy guide will provide you information to help you to work more productively.
  The Travel or Expense Advance Request form has been revised. In the new form, the payee signature statement indicates agreement that, if the individual fails to remit an outstanding balance within the required time period, the outstanding amount may be deducted from the individual's paycheck or future travel or expense reimbursements. Use this revised version only; discard older blank forms in your possession.
  BOP Meeting Notes are up for the September 18 meeting.
  Submitting Invoices for Payment now explains when and how to use Web Invoice Payments (WIP)
 

Quick Reference Guide - When to Use WIP - a one-page quick reference guide

Form - WIP Approver Checklist

 

The following policy drafts are now available in their final draft form. Approval is expected shortly.

  • 1104 Principles Governing Signature Authority and Delegation of Approval Authority
  • 1105 Retention of University Financial Records
  • 1110 Personal and Off-Campus Use of University Property, Including Vehicles
  • 1403 Charging of Administrative & Clerical Salaries and Certain Other Expenses to Federal Funds
  • 1501 University Auditing
  • 1601 Information Access and Security
  • 1605 Faculty Access to University Services and Facilities Prior to Appointment Date
  • 2200 Gifts to the University
  • 3410 CT Income Tax Withholding for Nonresident Athletes and Entertainers
  • 4203 Accounting for the Costs of Computer Software Developed or Obtained for Internal Use
  • 4209 Equipment
 

The Overpay and Underpay procedure provides information on how to correct payroll overpayments and underpayments.
  The Payroll Payment Adjustment Form (formerly "Paid Time and Attendance Payment Adjustment ") has been completely revised to reflect new procedures for correcting overpayments and underpayments. Please discard old versions of the form.
 

The following procedures have been revised to reflect recent changes in the labor distribution and distribution adjustment processes:

Please use the current on-line procedures for reference or training.
 

The authorizer of the I-9 form must complete the I-9 Training offered through the Learning Center before signing off on any I-9 documentation. To register, please visit the Learning Center website.
8-00

Recent changes to the CT Sales and Use tax law are summarized in a memo from the University Tax Department.

 

The Monthly Sales Tax Report form has been revised to reflect the increase in the clothing and footwear exemption threshold from $50 to $75, effective 7/1/00.
The Student Employment Office has moved. The updated Application for Student Employment form contains the new address and fax number. The Hiring Students procedure has also been updated to include the new address.
Blue Pages for fiscal year 2000/2001 are now available. Note new employee fringe rates. (Issued annually by the Controller's Office, the Blue Pages summarize frequently used financial and administrative information, such as mileage allowance, meals and incidental expenses reimbursement, indirect cost rates, time off benefits, fringe rates, etc.).
Effort Reporting procedure: An error in the NIH cap dates (section 5) has been corrected. Please refer to the current version for correct information.
Using the Oracle Print Queue for Printing JSA Reports is now available on OBOE.
7-00
Data Change Form for Teaching Assistance Appointments in the Graduate School is now available for appointment terminations or changes in course assignments.
 
GSPS Fall and Spring and Non-GSPS FAS teaching appointment forms now provide correct PTAEO values. Please use the new forms.
Attendance Record Sheet - 2000-2001 is now available as an online PDF form.
 
LD Indirect Cost Survey training manual and LD Indirect Cost Online Entry presentation are now available online.
 
Need to know how to get access to a particular business application used at Yale. The START Jumpstation and XTrain are now available as clickable icons on the OBOE home page.

HR Notification Form For standard hours changes, departments are now asked to supply the FTE salary. Please use the revised version of the form, which has a space for this information
 

Form CT-W4 Connecticut Witholding Allowance Certificate A New form Effective July1,2000 has been issued. Please use this Form and discard any older version you may have downloaded or printed previously.

The Faculty Appointment Form has been revised. In addition, a Non-Ladder Faculty Calculation Form is now included as the third workbook tab in the Excel version and the third page in the PDF version.
 
Attendance Record Sheet for 2000-2001 is now available.
GSPS Fall Teaching Appointment Form is now available.
 
GSPS Spring Teaching Appointment Form has been updated for academic year 2000-2001.
6-00
International Information Form - The instructions on page 2 of the form, explaining which sections to complete, have been corrected. Please use the updated form.
Procedure for C&T and M&P Promotions and Transfers.
 

The following Human Resources and Payroll procedures have been revised to reflect current processes and forms:

Human Resources:

Payroll:

Departmental Indirect Costs Survey procedure now includes instructions for completing the new on-line surveys.
 
Effort Reporting The NIH cap on salary charges has been revised; see the updated Effort Reporting procedure, Section 5.
Petty Cash Voucher and Quick Voucher now ask for receiver and authorizer phone numbers. This information is needed to give better information on web statements and reports. Please use the new vouchers and discard older versions.
 
The Assignment Form in the OBOE Faculty Manual with the new screenshot of the Salary Administration Form and accompanying description table.
5-00
Purchasing Card Application has been updated.
 
Object Code Locator and lists of Master Codes, Major Codes and Object Codes with descriptions have all been updated in the COA Handbook.
Multiple NetIDs and Sharing NetIDs for Network or Application Access procedure: provides procedures for rectifying duplicate or shared IDs or passwords.
Sales Tax Collection provides procedures for collection, recording and reporting of sales tax. Also available: the required Sales Tax Report form in Excel, with built-in calculations, and Adobe Acrobat formats.
 
FAX number for User Access has been changed to 432-6165. User Access policy has been changed accordingly.
Quick Steps for running HR Individual History Reports is available on the CT & MP Data Records, Faculty Appointments, and Updating Employee Information topic pages.
 
The Source Hierarchy from the COA Handbook has been updated.
New Employee Check List and Promotion & Transfer Check List are now available on the Policies, Procedures and Forms site.
 
Important steps have been added to the Termination Check List. Use this version; discard any older checklists you may have printed previously.
Deficit Fund Balances explains procedures for clearing deficit fund balances. Includes use of source balance reports and tools for clearing different types of source accounts. Also see Source Balance Report Examples
 
The Paycheck Corrections topic page has been added to Policies, Procecures and Forms. The Payroll Check/Direct Deposit Pull Authorization form has been added to that page.
Unallowable Costs procedure and reference material for schools and departments that must apply federal costing regulations for classifying their expenses.
OFA Scenarios are now available on OBOE.
4-00

Return Material Order Form The gray areas have been subdued to make faxed information more legible.
Year-End Closing Procedures for fiscal year 2000 are now available. A calendar of important dates and deadlines is included.
 

Procedure for Correcting Errors Involving Subcontract Payments, and new Subcontract Charge Correction Request form.

Instructions for Updating the University Directory are now available on the Policies, Procedures and Forms web site.

A list of Campus Addresses and Standard Abbreviations for data entry are now available.

 

Now available on OBOE!
 

Req Approver presentation is now available on OBOE.
 

Draft Policies

3-00

WSR User Guide is now available online at the OBOE site.

 

C&T Payroll C&T Paid Time Off Report has been added. This scenario gives specific directions on generating and printing the C&T Paid Time Off Report for eligible C&Ts.

Draft Policies

Approved Policies

 

Draft Policies

2-00
Topic Page Commitments has been added. The Commitments procedure provides detailed information about commitments. The Commitment Tools guide shows preferred commitment tools for various transaction types.
Exhibit JE System Source Codes and Contacts has been updated; more names, more codes.
    Indirect Cost Survey presentation has been added to the OBOE web site. Click on the Presentations tab on the LD Learning Modules page.
 
Find a list of Debarred Vendors from the EPLS search menu. This link has been added to the Vendor Selection policy, and the Vendor Compliance and Purchasing topic pages of the Policies, Procedures and Forms site for your convenience.
 
Payroll Calendar - March calendar is now available.
Grant Remaining Balance Report Report Guide for the Grant Remaining Balance Report, with examples of Grant Award Balances and Grant Full Balances report variations.
 

Two New Draft Policies:

New Draft Procedure:
Procedures for Faculty Appointment, Completing CT and MP Data Records, and Non-Employees: Access Privileges include new instructions for requesting e-mail and other user access, with a link to the User Accounts web site.

New Draft Policies:

1605 -- Faculty Access to University Services and Facilities Prior to Appointment Date

1110 -- Personal and Off-Campus Use of University Property, Including Vehicles

2200 -- Gifts to the University

4209 -- Equipment Policies
 

New Procedure: 1302 Distinguishing Between Gifts and Sponsored Awards (Grants and Contracts)

 

Object Code Mapping PDF document displays new Object Code and Expenditure Type as related to the existing GL numbers. THis can be found on the COA Handbook or OBOE's Lookups page. Replaces the GL Old to New document on OBOE.
 

Telephone Service Request The directions have been improved and a Description of Work text box has been added to the Beeper Service Cellular Telephone Service.

1601 -- Information Access and Security Policy
New Draft Policy: 1403 Charging of Administrative and Clerical Salaries and Certain Other Expenses to Federal Funds
 
New Procedure: Departmental Indirect Cost Survey, explains the purpose, defines the cost categories included, and tells how to complete and submit the surveys.
1-00
A reminder to include the performance date(s) on the request for payment has been added to the Employee Reimbursement and Obtaining Exemption or Reduced Rate of Withholding for CT A&E Tax and related Quick Steps.
 
Procedure for Completing C&T and M&P Data Records now includes explanation of the timing for issuance of net IDs and access privileges for new staff employees.

Three new Procurement Card forms are available on the Quick Forms page:
Effective 1-1-00 The business mileage rate has increased from 31 to 32.5 cents per mile. The University Blue Pages have been updated to reflect this change.
January Payroll schedule is up.
 

OBOE HR Training Manuals

Casual Hire Manual: New Section - Accessing the People Form

Casual Hire Scenarios:

  • Scenario 2 - Performing a Query by Name
  • Scenario 3 - Performing a Query by Social Security Number

General Employee Scenarios:

  • Changes in Scenarios 6 & 9

Faculty Appointment Manual: Added button bar and table to Chapter 1 The People Form

Faculty Appointment Scenarios:

  • Scenario 3 - Performing a Query by Name
  • Scenario 4 - Performing a Query by Social Security Number
 
HR Notification Form New items on the form include costing for terminal vacation pay, an HR-use-only section for layoff salary continuation options, and old and new annual, FTE and monthly salary for standard hours changes.
12-99
Procurement Card Cardholder Change Account Form has been added and should be used when changing information related to the Procurement Cardholder; ie name, address, PTAEO charging instructions.
 
Administrative Systems User Access Guide an informative guide that describes how to get access to applications and systems that are maintained by ITS Administrative Systems.
 

Monthly Statements topic page has been updated.

  • Financial Statement Review & Reconciliation procedures has been upated.
  • Quick Step has been added.
  • Two Exhibits have been added:
    • Report Selector Screen Shots
    • Financial Statement Review and Reconciliation Process Flow
Live Broadcasts with Video, Chat & Call-in has been added to the list on the References page of OBOE. Live meetings are held on alternate Mondays from 11-11:30 am. A link to an archive a previous meetings is also available on this page.
Labor Distribution Procedures now includes information about running, printing and using LD reports that show how employees are scheduled, and how payroll costs have been charged. A useful new exhibit provides explanations for Charging of Compensation Suspense Reason Codes.
The Effort Reporting procedure provides detailed steps for reviewing and certifying employee activity charged to federal funds. A Quick Step summarizing this procedure is also available.
11-99
Revised Non-GSPS FAS Teaching Payment form now clarifies categories of individuals who are paid via this form, and includes necessary data entry items.
The W-5 Earned Income Credit Advance Payment Certificate form has been added to the Quick Forms page.

The Non-GSPS Teaching and Stipend Payments topic page has been renamed to Graduate and Professional Student Payments. The following information has been added to the page:
 
LD User Reports - Procedures for running three new LD reports. Labor Schedule reports show how employees are scheduled at the assignment and element level. Charging of Compensation report shows how employee payroll was charged, by earnings element - provides information needed for distribution adjustments.
Human Resources Extra Compensation Form - New form required to request extra compensation for staff. Submit the form to Compensation & Classification. Refer to the HR Extra Compensation procedure for more information.
 

An FPM (Financial, Planning, and Management) section has been added to the Quick Forms page. Forms listed include the following government forms with instructions:

The FPM (Financial, Planning, and Management) section has also been added to the Policies & Procedures home page. The Gifts & Endowments topic page that is listed below this section contains a the forms mentioned above. Procedures and supplemental information to be provided in the future.

Faculty Appointment Form - New form for faculty appointments (not for Medical School use). Use for initial appointments, changes, extra compensation, etc. For initial appointments, the Faculty Data Collection Form is also required.
 

Reserving and Payment to New Haven Area Hotels - Located on the Procurement FAQ page of OBOE, this table outlines the two specific methods for reserving and paying hotels in the New Haven area.
 

The Request for Controlled Substance Laboratory License form, along with the State of CT - Application for Controlled Substance Laboratory License, should be sent via campus mail or hand-delivery to: Linda Mouning, Restricted Items Program, Yale Office of Environmental Health and Safety, 135 College Street, 1st Floor or call Linda at 737-2121 and request that the package be picked up from your location.

10-99
Faculty Appointment Form - New form for faculty appointments (not for Medical School use). Use for initial appointments, changes, extra compensation, etc. For initial appointments, the Faculty Data Collection Form is also required.
Request for Controlled Substance Laboratory License form. Forms should now be sent ATT: Linda Mouning via campus mail. A section has been added where the name and phone number for the lab supervisor should be entered.
An ITS section has been added to the Quick Forms page. The YAD Order Form and Computing Request Forms - ITS-MED ONLY are listed.
 
Employee Information Update form - Prepared by line added to the top of form; changed Addit. Payment Method details instruction to read "for paycheck or paystub"
 
Added Mac version of the Facilites Service Request (Central Campus only) and Lockshop Key Requistion forms.

Payroll Time & Attendance - Casual/Student Time Entry Procedure A procedure was added to the for removing names from organization list. The HRIS contact phone numbers have also been updated.

Payroll/Time & Attendance - C&T Time Entry Procedure Information regarding additional casual hours worked outside home department has been updated. The HRIS contact phone numbers have also been updated.

HR Services/Non-Employee Access - Non-Employees: Directory Listing and Access Privileges Procedure Added additional categories: unpaid fellows, unpaid postdoctoral fellows. Updated procedure for requesting user access.

The following User Guides and Training Scenarios are now available on OBOE. The revision date can be found on the binder (first) page of the user guide or scenario. Click on the print icon to access a PDF version that is available for printing.

October Payroll Schedule
9-99
OBOE has been redesigned and streamlined to provide training materials that are available online. Click on the OBOE link and take a few minutes to familiarize yourself with the new site.
 
LD Notification -Work Outside Home Department Form & Quick Step For use by departments who hire regular employee (C&T, M&P, faculty) for additional work outside the employee's home department.
Transferring Salary and Other Costs on Sponsored Awards Procedure Any cost that is first charged to one award and later charged to another award, where one or both of the awards is a grant or contract, is referred to as a cost transfer.
 
Postage Requisition Form Updated with clearer instructions for completing the form and distribution.
Non-Employee Data Collection Form Added check boxes for various types of unpaid Fellows and Postdoctoral Fellows. Added Term Start and End date at bottom.
Directory Order Form Use this HTML form to order additional Yale directories for your department.
Termination Checklist Form Now includes clearing outstanding advances.
 

User Accounts Topic Page including the User Access to Oracle Applications procedure.

Restricted Items Topic Page Provides you with information necessary to purchase restricted items including:
 

Labor Distribution Adjustment Worksheet form and instructions. Facilitates data entry of distribution adjustments.
Contracting for External Consultants & Other Professional Services Policy Defines the engagement of External Consultants such as management consultants, visiting speakers or lecturers at academic or other University events, independent public accounting firms engaged to perform audits of the University.
 
Revenues, General Principles Policy General principles and guidelines to promote proper accounting and effective financial management and control over revenues and related accounts receivable derived from external sources.
 
Depositing and Recording University Funds Policy Governs the receipt of University cash including currency, checks, money orders, and travelers checks as well as receipts from wire transfers, drafts, the Automated Clearing House (ACH), and debit/credit cards.
 
Petty Cash Funds Policy Provides guidance for the authorization, establishment and maintenance of petty cash funds, including appropriate uses and security standards.
 

Payments to Individuals Who Are Neither Citizens nor Permanent Residents of the United States Policy Sets forth the immigration rules and the Federal and State of Connecticut income tax reporting and withholding requirements applicable to payments made by the University to or on behalf of individuals who are neither citizens nor permanent residents of the United States.

Catering Request for Services form has been added and should be used when requesting services from the University Dining Halls. Please use the Request for Services transaction control number.

I-9 Quick Step How to complete, record and submit the I-9 Employment Eligibility Verification form, a required Immigration and Naturalization Services (INS) form which documents evidence of an individual's legal eligibility to work in the United States.
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