Forms of Payment

Description

Preferred Method of Payment - based on commodity

Sciquest Purchase Requisitions and Purchase Orders are the University's primary and preferred purchasing method for procuring goods and services.

The Yale Purchasing Card (P-card) is the preferred method of paying for travel expenses and the use of personal funds should be minimized. Yale P-cards are appropriate for travel and business meal expenses and small-dollar (<$2,000) purchases for supplies, etc. not available through SciQuest.

Expenses with required supporting documentation should be submitted within 30 days of incurring the expense or 10 days after returning from the trip. 

Faculty and staff will ONLY be reimbursed for out-of-pocket expenses through Workday.  Expenses processed after 120 days through 1 year will be reimbursed as taxable income through payroll.  After one year it will not be reimbursed.

Minimize OK-to-pay invoices; an invoice not associated with a purchase order.  Typically the amount is <= $2,000 or under and sent directly to the department by the supplier for payment approval.  

In limit instances, a cash advance will available for faculty, staff, and students.

Yale’s competitive bidding threshold is $10,000. For orders >$10,000 with non-contract vendors, 2 written bids are required; a sole source must be provided when competitive bidding is not appropriate.

All hardware, software, and IT service purchases (e.g., computers, software, printers, mobile phones, tablets, databases, and IT professional services) must be made through the YLS IT department

Employee Reimbursements and P-Card (Yale Credit Card) Charges 

  Key Information

• Expense Reports can be created by either the employee or a delegate.

• Use the Expense Report Checklist to ensure accuracy on such topics: supporting documentation, business meals, per diem vs. actual expenses.

• Individuals are expected to prepare and submit expense reports, with supporting documentation, within thirty (30) days from the date the expense is incurred.

• Reimbursement of travel and other expenses must be filed within ten (10) business days after the date of completion of the trip, or the date on which the expenses were incurred.

• There are strict guidelines regarding the maximum amount of time expenses may be submitted and approved. Failure to comply has both tax and reimbursement implications for the employee (See table below). 120-366 Day Taxable Expense Reimbursement From

Open

• The Workday App can be used to take pictures of receipts by following the Workday App instructions

• Travel charged to sponsored awards is subject to specific limitations and restrictions set by the sponsor. Travel restrictions may vary between federal and non-federal sponsors

• Out-of-Pocket expenses are reimbursed based on how the employee is set up to receive expense payments in Workday. Employees can check and change this by following these out-of-pocket expenses instructions.

• Unless required by the funding source, all receipts should be shredded after 90 calendar days.