Coronavirus (COVID-19) Operational Guidance

Last updated August 11, 2020
 
Review helpful guidance on temporary changes to Yale’s operating processes, as a result of COVID-19.
 

Campus Packages and Mail Delivery

General Guidance

Due to the current COVID-19 pandemic, normal on-campus operations have been greatly reduced and many campus buildings are closed. During this period TR&S mail and package delivery operations will continue, with a primary focus on servicing Yale’s essential on-campus operating units.

Mail and Package Deliveries

  • Departments continuing essential operation must email TR&S Campus Mail at campus.mail@yale.edu to arrange for continued mail and package deliveries.
  • Departments are advised to take the following actions to manage their open orders for deliveries during this time:
    • Review open purchase orders to understand which ones are active and will result in deliveries to campus.
    • Refer to the Yale Procurement Buying Guide to find supplier contact information.
    • Contact suppliers with open orders and provide them with guidance to suspend or postpone your non-essential deliveries until on-campus operations resume. 
  • For departments whose campus operations have ceased, TR&S will receive and store incoming mail and packages. All held mail and packages will be delivered once university on-campus operations resume. Departments should contact TR&S once they resume operations to have held mail delivered.

Please note, during this unprecedented time, mail and package delivery schedules may be modified based on capacity and specific unit needs. For more guidance and related Q&As please refer to the following additional guidance:

Procurement

Procurement continues to monitor the supply chain closely. Due to ever changing and increasing demand in some commodities, availability and supply disruptions are likely to be experienced. Please contact your sourcing leader for immediate needs.

Returning to Yale Kits, Cleaning Supplies, and PPE

When approved to return to campus, will I receive masks and disinfectants
Yes. Yale will provide a Returning to Yale kit. Learn more by visiting the Acquisition and Distribution of Returning to Yale Kits page

Where and how do I procure additional supplies for my department’s personal workspace, shared administrative space and/or breakrooms?
If departments would like to procure additional items for personal workspaces, orders can be placed via the Yale Printing and Publishing Services website.

How are clear face masks and other Personal Protective Equipment (PPE) for clinicians and researchers obtained?

Review guidance on clear face masks and PPE for researchers and clinicians on the What to Expect When You are Approved to Return to Campus page.

How are Returning to Yale kits being distributed?

Review the Kit Distribution Plan.

Will cleaning supplies be provided for public spaces?
As the University continues to formulate plans for the phased reopening of campus, the Office of Facilities will be providing certain supplies for general public spaces such as near elevators, classrooms, conference rooms and restrooms. For full details of Yale University Plan for Reopening University Buildings” please visit the Facilities web page. Questions about this plan should be directed to your Facilities Services Superintendent; contact info can be found on the Facilities web page.

Additionally, Lead Administrators should support the provision of disinfectant wipes in areas not covered by Facilities such as copy rooms, conference rooms, kitchenettes, etc. These can be ordered via the Yale Printing and Publishing Services website

How long will it take to get orders delivered?
To ensure availability, the University has made select cleaning supplies available via the Yale Printing and Publishing Services website.

Supplier Site Visits

Should supplier sales reps visit Yale?
No. Yale discourages any supplier sales representatives from coming on campus unless they are approved to come onto campus in order to perform a service or repair. Please see Supplier Guidance below.

Supplier and Contractor Guidance

In accordance with federal, state, and local guidance, the University has taken steps to reduce the number of people on campus and maintain remote working—where appropriate—as a measure to practice social distancing. Currently, we are discouraging account sales representative from physically visiting campus and instead recommending other methods of communications, such as phone or web conferencing.

Permission to Visit

Contractors and suppliers may visit campus only with explicit permission from an authorized Yale official. All contractors must comply with Yale’s Vendor Site Access Requirements as well as any site-specific requirements communicated by Yale. Immediately upon arrival at Yale, contractors must sign in with Yale Customer Service online (preferred).

Assistance

Please alert us if you experience any delivery challenges by emailing Purchasing at purchasing.helpdesk@yale.edu or calling 1-203-432-9955. Please have the PO number and delivery location available.

For additional information on temporary changes to University operations due to COVID-19, please visit COVID-19: Yale Actions and Response and Coronavirus (COVID-19) Operational Guidance pages.

Supplies for Working from Home

Can I use my PCard for small purchases such as office supplies and books through Amazon for home delivery?
Yes. You may use your PCard to purchase essential supplies and books on Amazon or other similar websites as long as you prepare an expense report, you have a business justification for the purchase, and you get your manager’s approval.

Can I purchase lab supplies and have them shipped to my home address?
No. Lab supplies should only be purchased for use directly in the lab or research space on campus. Please continue to order lab supplies through the standard buying process using SciQuest/Workday punchout and purchase orders. Please contact your sourcing leader for any exceptions.

IT Equipment

If we need to purchase laptops or desktops?
IT and Purchasing are experiencing a significant uptick in requests for IT equipment. With appropriate departmental approval, iPads, Wacom tablets, or other peripherals may now be purchased directly on P-cards, as a short-term exception to normal restrictions. Please be advised that tablets do not require Yale-specific configuration.

Alternatively, desktops and laptops cannot be purchased directly. However, Yale is working with multiple vendors to secure inventory that may not otherwise be available and has a process in place to assure that these come with the necessary software pre-loaded and that they meet compliance requirements and University security standards. Please contact the ITS Help Desk if you have desktop or laptop needs, so that we can help source equipment from existing inventory or place expedited orders. Equipment will be delivered to one of three shipping docks:

135 College Street for Medical Campus
55 Whitney Avenue for Central Campus
100 West Campus Drive, building #750 for West Campus

Can I purchase a desktop or laptops using my PCard and have it shipped directly to my home?
No. Desktop and laptops cannot be purchased directly. ITS has a process in place to assure that desktops and laptops are loaded with the necessary software first in order to meet compliance and University security standards prior to being delivered to a requestor.

Can I purchase a docking station or other peripherals, and have it shipped directly to my home?
Yes. Connection, Yale’s preferred supplier for computer equipment and supplies, has set up an Institutional page for P-cards ordering. This site allows you to order docking stations, monitors, and other peripherals and have them shipped to an off-campus address.

Can I purchase a tablets or iPads using my PCard and have them shipped directly to my home?
Yes. You may use your PCard to purchase tablets or iPads as long as you prepare an expense report, you have a business justification for the purchase, and you get your manager’s approval.

Will the University pay for my internet access or home phone?
No. The University does not pay for home phone and internet access (see Policy 1109 Internet Access from Home).

Every effort should be made to utilize existing resources such as Zoom, Microsoft Teams, or Skype, all of which can be used on your computer for calls. Newer phone plans offer unlimited calls and may be less money than your older monthly plan.

Contracts

What if I need to cancel an event or an external service is no longer needed?
Please work directly with your sourcing leader in the event that you need to terminate a contract related to a change of plans due to the COVID-19 impact.

How will I get my contracts signed?
Please send contracts as you normally would through a Workday requisition (Purchasing Assistance is needed).

Purchasing Cards

Regarding the delivery of University Purchasing Cards:

All new and replacement Purchasing Cards (lost stolen, fraudulent expenses) will be sent directly from JP Morgan Chase to a specific location, once the Cardholder Agreement, PCard Training has been completed, the Purchasing Card Administrator will then have the card sent via FedEx to the cardholder’s home address.

For all renewal cards (expired), JP Morgan will continue to send these cards to the Department Business Offices, it will be the responsibility of Operations Managers/Lead Administrators to distribute the cards to the faculty and staff of the department.

JP Morgan will not send renewal cards directly to cardholders’ home addresses.

As noted above, you may use your PCard to purchase tablets, iPads, and peripherals. You may also use your PCard to purchase essential supplies and books on Amazon or other similar websites. You may not use your PCard to purchase laptop equipment. For all PCard purchases, please prepare an expense report, you

Travel

Treasury Services 

Treasury Services is closed to in-person transactions but continues to process and deposit cash sales. There are two drop boxes available for departments to place cash sales.

On the Grove Street side of the 2 Whitney Avenue building there is an exterior drop box to the left of the glass doors. You may need to pull the handle a couple of times for the slot to open. Please insert one inter-office envelope at a time.

333 Cedar Street has an interior drop box. At the reception desk take a left and the drop box will be on the wall to the left.

For questions, contact Treasury Services at agnes.siniscalchi@yale.edu

Further Sponsored Research Guidance

NIH, DOD, and NSF are following these guidelines:
OMB Memorandum M-20-17