Operational Guidance

Last updated April 29, 2021

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.
  • If your department building is Red-Lit and you would like mail deliveries, Campus Mail carriers will need access requested through Access Control by your department/college. Please provide Access Control all of the card reader numbers to the entries for mail 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.
  • Departments and Colleges are also able to pick up mail at 344 Winchester Ave. between the hours of 7 a.m. – 3 p.m. Monday through Friday by APPOINTMENT ONLY. Please contact Gerry Apuzzo at 203-436-5324 to schedule.

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.

Yale is committed to the continued safety of all those returning to work, and has taken additional measures to ensure that supplies of critical personal protective equipment (PPE) remain available to our research community. To that end, the University has centrally procured PPE supplies in bulk. Researchers and clinicians requiring additional PPE specific to their research program, such as disposable gloves, disposable isolation gowns, etc. may now procure select PPE supplies through a newly established SciQuest hosted catalog named “COVID-19 Stockroom at Yale University. To replenish any of the standard PPE supplies, such as disposable surgical face masks, hand sanitizer, and disinfecting wipes, please order directly through the Yale Printing and Publishing Services (YPPS) return to Yale site. Read more.

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 Obtaining 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

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. 

Permission to Visit

Yale strongly discourages any vendor sales representatives from visiting campus. Please review visitor guidance on Yale’s COVID-19 website, on the Visitors Policy page.

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.

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?
Review guidance for making Technology Purchases with an Authorized Reseller for information on how to make purchases, expected fulfillment duration, and more. 

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.

Purchasing Cards

Regarding the delivery of University Purchasing Cards:

Per newly updated University Purchasing Card Processes, all new and replacement Purchasing Cards (lost, stolen, fraudulent expenses) will be sent directly from JP Morgan Chase to the cardholder’s Department Business Office. It is the responsibility of the Operations Manager/Lead Administrator to distribute all cards to the cardholders.

For all renewal cards (expired) JP Morgan will continue to send these cards to the Department Business Offices. It is the responsibility of the Operations Manager/Lead Administrator to distribute the cards to the cardholders.

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

Cardholders are not allowed to purchase tablets, iPads, or other laptop equipment with the University Purchasing Card. Cardholders may use their PCard to purchase essential supplies and books from Amazon or other similar websites. Each University Purchasing Card purchase requires an expense report to be submitted through Workday.

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