Buying and Paying

Access helpful information on vendor-related services, including the systems and tools used to manage purchases and invoices.

Buying and Paying

Resources and Support

Systems and Tools 

  • Utilize the Buying Guide
    • Locate reputable and reliable suppliers
  • Access Workday
    • Start buying goods through SciQuest using Workday
  • Log-in to Express Shipping Services (eShipGlobal)
    • Yale’s online shipping solution, to create air bills and track shipments with FedEx, UPS, USPS, and DHL. M&Ps, C&Ts, Faculty, Post-Doctoral Associates and Post-Doctoral Fellows are automatically granted access. Based on business need and at the discretion of the business manager, other Yale employees may be granted access. 
  • Request One-off Contract Review and Approval or Purchasing Consulting
    • Use the Workday ‘Create Requisition’ function with Requisition Type ‘Purchasing Assistance Required’. Attach contract, or include request details, in notes. Contact Yale Purchasing Services with any questions at (203) 432-9955 or purchasing.helpdesk@yale.edu.
  • Make a Personal Purchase
    • Receive special, academic prices on Apple products, and more

Resources and Support

Systems and Tools

  • Prizes, Awards, and Fellowships (PandA)
    • For U.S. Citizens and Permanent Residents with a U.S. Address:
    • For International Students and U.S. Citizens or Permanent Residents with a Foreign Address: 
      • Use the student’s Universal Person Identifier (UPI) to pull existing Banner (student registration system) data for name, SSN, address, etc. The address will be used to send Form 1099-MISC tax forms to recipient at the end of the year if required.
      • Edit uploaded Workday charging instructions and other data to ensure validity.
      • Automatically create the necessary vendor and invoice data to make payments.
      • Simplify the process whether you have one Check Request or many to submit.
      • For Commencement Prizes or Awards, provide confirmation from the International Tax Dept. that the student completed the Foreign National Information System application (FNIS) and is current, include a description of the award. [Note: For these transactions only, the University will not require the requestor to confirm with the International Tax Dept., the prize is subject to 30% federal tax withholding, a letter explaining the tax withholding should be included, with the prize check (see )]
      • For Summer Fellowships, include confirmation from the International Tax Dept. that the FNIS application has been completed.
      • These procedures are intended to eliminate the need to contact the recipient in advance of the Commencement presentation of the prize or award for immigration and tax documentation. For summer fellowships, the student must have completed the Foreign National Information System (FNIS) application with the International Tax Department. If the FNIS application has not been completed or needs to be updated, the student should send an email to internationaltax@yale.edu or call 203-430-5530.
    • For International Student Payments:
      • Complete a Supplier Invoice Request and attach the appropriate documentation (or confirmation from the International Tax Dept. that the student completed the Foreign National Information System application (FNIS) and is current), and submit to Accounts Payable for processing. Check Requests for International students should be flagged with “Handing Instructions” COMMENCEMENT with either the Prize or Fellowship name in the memo field. Also, please ensure the Supplier Connection used is a suitable address for receipt of tax forms after calendar year-end. If you are uncertain of the individual’s tax status, contact the Office of International Students and Scholars (OISS).
        • For Commencement Prizes or Awards – provide confirmation from the International Tax Dept. that the student completed the Foreign National Information System application (FNIS) and is current, include a description of the award. [Note: For these transactions only, the University will not require the requestor to confirm with the International Tax Dept., the prize is subject to 30% federal tax withholding, a letter explaining the tax withholding should be included, with the prize check (see Tax Treatment below)]
        • For Summer Fellowships include confirmation from the International Tax Dept. that the FNIS application has been completed.
    • Fellowships (non-service payments):
      • Fellowships issued to an international student will be subject to 14% tax withholding (F1 or J1 visa) if the funds will be used within the U.S. There is no tax withholding or reporting if the fellowship is for the purpose of study or research outside the U.S. The fellowship may be tax-exempt if the tax residency country of the student and the U.S. has a tax treaty agreement and the student completed the required tax treaty form (i.e., /Form W-8BEN) prior to receiving the fellowship, with the University Tax Office. The fellowship amount for use within the U.S. and tax withholding (if applicable) will be reported on a Form 1042-S ”Foreign Person’s U.S. Source Income Subject to Withholding.
    • Tax Treatment:
      • Prizes or awards issued to an international student will be subject to federal income tax withholding at a rate of 30%. A letter will be included with the check in order to explain the tax withholding and contact information for any questions. Tax treaties generally do not apply to prizes and awards. If the recipient has knowledge of the prize or award in advance, he or she can contact the International Tax Department to determine if a tax treaty applies. The amount of the prize or award and tax withholding will be reported on a Form 1042-S ”Foreign Person’s U.S. Source Income Subject to Withholding.

Resources and Support

  • Reimbursements
  • Limit Changes and Exceptions
    • To request a limit increase or temporary limit exception for a Yale University Purchasing Card (PCard), complete a Purchasing Card Request Form and email it to the Purchasing Card Office at purchasing.card@yale.edu. In the Cardholder Information section of the form, select “change” in the Action field. In the PCard Type and Limits section, choose “Individual Card” or “Department Card” and enter your desired PCard limits. If your desired PCard limits exceed the maximum limits allowed, you must complete an Individual & Department PCard Exceptions Form and email it to the Purchasing Card Office for approval. For questions, contact the Purchasing Card Office at purchasing.card@yale.edu or 203-432-3227.
  • PCard Requests
    • To report a lost or stolen Yale University Purchasing Card (PCard) or dispute charges, contact JP Morgan Chase Bank at 1-800-316-6056. To request a card, refer to PCard information and fill out the request form. For other requests, contact the Purchasing Card Office at purchasing.card@yale.edu or 203-432-3227. 
  • Travel Advance Requests
    • Advances are issued only to cover out-of-pocket expenses that cannot be paid for by other preferred methods. Advances will not be issued to pay for airline tickets or other expenses that can be direct-billed to the University (see Procedure 3301 PR.01 Making Arrangements for University-Related Travel). Small-dollar out-of-pocket expenses can be reimbursed from petty cash funds. Therefore, advances should not be necessary in most cases.
    • If cash or traveler’s checks are requested:
      • Advances will not be issued earlier than 1 week prior to the start of travel or activity.
      • Expense advances greater than $50,000 must be further approved by the Controller.
      • Expense advances greater than $10,000 must be approved by the Coster Center P2P Approver Unlimited.
      • Amounts up to $10,000: Payee must bring the original signed form and one copy of the form directly to Treasury Services (Central or Medical School). Payee must present valid Yale ID to receive cash or traveler’s checks.