The Business Office staff can assist in the payments of goods and services to vendors as well as reimbursements to individuals for costs incurred as part of University business.

If an Invoice is provided, we pay the Vendor as a Supplier Invoice

If an Invoice is not provided (Honorariums, Stipends, Prizes, Non-Employee Reimbursements), we pay the Individual as a Supplier Invoice Request

All Reimbursements to University Employees (Faculty, Staff, Student-Workers, Casuals, Temporaries etc.) should be done as an Expense Report

We Offer the option of Check, ACH/Direct Deposit (Domestic Financial Institutions), Wire (International Financial Institutions), and direct payments to Vendors can be made by using an Individual or Department Purchasing Card (P-Card).

Suppliers may update their own information using the Yale Supplier Gateway. If they are set up in the Gateway as Proxy users, please have them complete the Proxy Self Manage form and submit that via email to supplier.change@yale.edu. Employees should be able to update their payment preferences themselves by logging into Workday.

How do I update Supplier information i.e. update an address, update banking, etc?

Suppliers may update their own information using the Yale Supplier Gateway. If they are set up in the Gateway as Proxy users, please have them complete the Proxy Self Manage form and submit that via email to supplier.change@yale.edu.

No, a non-employee reimbursement should be set up the same way we set up new suppliers using the Yale Supplier Gateway. Suppliers will provide a W-9 via the Gateway.

To reimburse a Student, you must first determine whether or not the Student is a Yale University Employee. This can quickly be done, by Searching the Student’s Name in Workday and seeing if the Title Employee populates next to the Name.

If the Student is a University Employee, please Contact Nikitia Tillman nikitia.tillman@yale.edu in the Business Office to have the Student added to your delegate list in Workday with the Name and NetID of the Student.  Once the name has been added, you may prepare an Expense Report on their behalf.

If the Student is not a University Employee, please use PANDA to set up the student as a supplier and follow the process for reimbursing a Yale Non-Employee through Supplier Invoice Requests.

To Pay a Visitor, please collect the necessary supporting documentation from the individual (receipts, applicable tax forms etc.) and follow the process for Paying a Yale Non-Employee through Supplier Invoice Requests.

In the Business Office we recommend starting with the University’s International Tax Office’s Payment Planning Tool. For unique cases please contact the Business Office.

Purchasing Cards also known as P-Cards can be issued as Individual or Department Cards. Please Contact Jennifer Truong jennifer.truong@yale.edu in the Business Office to have one requested for you.
Read Additional Information on the University’s Policy and Procedure on Purchasing Cards.