Welcome to the School of Management Business Operations Services Catalog

Business Operations manages the budget, finance, purchasing and student payroll function for the Yale School of Management. The SOM Business Operations Service Catalog has information about our SOM business services and offerings, as well as our knowledge articles. You can find information about service features, the intended audience, and how to access it as well as related SOM or University policies and procedures.

COVID-19 Business Operation Updates

Please see the below information from the Central Financial Departments regarding changes during the COVID-19 virus. Please feel free to reach out to sombusiness.office@yale.edu with any questions.

Remote Employee Reimbursement Policy (Interim) Policies & Procedures Update

Remote Employee Reimbursement Policy (Interim) – New

In category 2 - Purchases Requiring Prior Approval, you must submit your request to SOM Business Operation.

This email must include:

a short description of the item
reason for the purchase
purchasing method (As always, Yale’s preferred method is to purchase directly through Sci-quest)

This interim policy establishes requirements and guidelines applicable to business expenses in support of remote work during the COVID-19 pandemic.

Enrolled Student Asymptomatic COVID-19 Testing During Winter Break – Update December 19, 2020

As was communicated in a Yale Health message earlier this month, Yale will reimburse you for the cost of asymptomatic COVID-19 testing up to $120 per test for up to one test per week during the winter break. This message is intended to provide you with important updated information about this reimbursement.

Learn More

Reimbursement under this program is available only to enrolled students residing outside of Connecticut and only until the start of the spring semester of the enrolled student’s school.

Please use this prioritized list if you decide to get asymptomatic testing:

If you are in Connecticut, continue to use the university testing sites as you have been.
If you are outside of Connecticut, please refer to Community-Based Testing Sites for COVID-19 for free testing locations near you.
If you are unable to find free testing, you may get tested at any testing center and submit your receipt to your own health insurance carrier or, if your insurance carrier does not provide coverage, to Yale for reimbursement of up to $120.
If you submit your receipt to Yale, you should complete this form, and return it by mail or send it electronically to yhclaims@yale.edu to receive your reimbursement.

Note:

If you have Yale Health Hospitalization/Specialty Care coverage and you develop symptoms of COVID-19, the cost of symptomatic testing is fully covered even while you are away from campus.

The program above does not apply to required testing before returning to campus for the spring semester. Earlier this week you received a separate communication regarding pre-arrival testing prior to the start of the spring semester

Announcements

Accounts Payable - Setup for ACH and wire payments

Recently, Accounts Payable (AP) reviewed its processes for setting up suppliers for Automated Clearing House (ACH) and wire payments and are currently identifying enhancements to those processes. While that review continues, AP is implementing an interim process ensuring all ACH and wire payment recipients are positively identified.

Currently, AP verifies supplier banking information by email. Starting on Wednesday, January 13, 2020, we will verify banking changes for suppliers that provide goods and services with a phone call instead of email. AP will also require that departments submit a supplier contact form with any supplier requests. For all other suppliers, the process will be unchanged.

Learn More

The reason for this change:

The security of government, business, and higher education computer networks is under constant assault, and compromised email accounts can lead to a compromised accounts payable process. To protect Yale against that concern, we are replacing email as a means of verifying supplier banking information.

What departments need to know:

New supplier requests

The supplier contact form is meant to collect accounts receivable information for suppliers that provide goods and services. You will be required to email the form to the supplier for completion and include it with your supplier requests.
Suppliers will not be set up with missing or incomplete supplier contact forms.

Existing suppliers

If an existing supplier wishes to change or add ACH or wire as a payment type, you should let them know that a representative from Yale University will be contacting their accounts receivable department to verify the banking information.
The change requested will not be made until the information is verified.
If verification is not completed within 10 business days of the initial request, the department will be notified.

Possible impacts of the above changes:

The length of time it takes to verify banking changes may increase for suppliers providing goods and services, particularly foreign suppliers.
Completion of the supplier contact form is an extra step for departments and could delay supplier setups.

Please contact sombusiness.office@yale.edu with any questions or concerns.

Contact Business Operations for Help!

Business Operations Office Hours

BusOps Office hours

Arthur Perry, Assistant Director for Business Operations, will be available for BusOps Office Hours on Wednesday's, 2:00-3:00 p.m. SOM BusOps is available for assistance with your financial needs. Please reach out to ask questions, and discuss any concerns.

To confirm your appointment and for contact information, please email Arthur.

Looking for Forms? All Yale forms can be found here

Explore the SOM Business Operations Service Catalog by Category

Service Category

Description

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Buying and Paying

Information about purchasing goods and services from a supplier, finding a supplier, shipping options, purchasing guidelines, payment guidelines and travel services assistance.

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If this is what you are looking for, visit the Purchasing Goods and Services page directly

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Payroll - Hiring Contact List, Student Employment (Hourly) and Teaching Assistant

Information about Payroll and Hiring at SOM, including contacts for Payroll, hiring types, information about Yale payroll and more

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If this is what you are looking for, visit the Payroll and Hiring Guides page directly

Payroll - Hiring Contact List, Student Employment (Hourly) and Teaching Assistant

	Hiring Contact List	Information on who to contact to hire different employee types at SOM.
	Hiring Student Employees (Non-Teaching Assistant Role)	Information on hiring temporary Yale University undergraduate student employees (both work-study and non-work-study students) and hiring graduate and professional student hourly employees.
	Hiring or Becoming a Teaching Assistant	Information about hiring a Yale Student for a Teaching Assistant role or registering to become a Teaching Assistant. Please remember that you'll need to register for each course you teach.

Student Club Reimbursements, Enterprise Learning Credit (ELC), Purchasing and Case Competition Award Payments

Information about student club reimbursements, Enterprise Learning Credits (ELC) and Case Competition Award Payments

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If this is what you are looking for, visit the Student Clubs Reimbursements, Purchasing and Enterprise Learning Credit (ELC) page directly

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Yale School of Management Spending Guides and Helpful Links

Annual spending memo's, Yale School of Management Business Operations helpful links to assist with financial transactions

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If this is what you are looking for, visit the Yale School of Management Spending Guides and Helpful Links page directly

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Yale University Helpful Links

Yale University helpful links for financial transactions and University websites

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If this is what you are looking for, visit the Yale University Helpful Links page directly

Yale University Helpful Links

	Accounting for air travel guide	Provides information on how to break out/itemize the business travel
	Airfare Codes It's your Yale	Helpful Airfare Codes
	Directory	Yale University Faculty, Staff and Student Directory
	eShipGlobal site	Send packages via Federal Express, UPS, USPS and DHL and charge the expense directly to your account using a COA. Please login with your Net ID and password.
	Expense Report Checklist
	Yale Electronic Receipt Documentation
	International Tax Office Payment Planning Tool	This page provides the University community with a comprehensive guide and planning tool with respect to payments made to non-U.S. individuals who are not considered University employees and to non-U.S. entities.
	It's Your Yale	Yale's home page for human resources, finance, and administrative services information
	Oanda Currency Converter	Yale's preferred site for a currency converter
	Per- Diem Rates	When it is not practical to claim actual meal expenses, individuals may use the federally published Domestic Per Diem or Foreign Per Diem rates for meals and incidental expenses applicable for the city of travel.
	Transaction Control Number	To obtain a unique identifying number for an electronic form.
	University Forms Page	To ensure you are using the current up-to-date form, please use forms directly from this site, It is not recommended to save forms to your computer directly, this can result in using outdated forms.
	University Policy and Procedures	Yale's expectations of its community members, enhance operational efficiency, mitigate risk, and support compliance.
	Workday at Yale Training Guides	Explore training resources for Workday Financials, which include: Chart of Accounts, Expenses, Finance, Procurement, and Sponsored Awards. Training resources are available in a variety of formats including videos, training guides, quick guides, and other support documentation.
	Workday Mobile App	Did you know? Workday provides a mobile application for iPad, iPhone, and Android devices. You can use the Workday app for multiple tasks, approve expense reports, and request a quick expense report or time off.
	Yale Travel Management	Yale Travel Management provides travel services to faculty, staff, and students when traveling on official university business.