Here is essential information presented briefly that Fellows need to know and steps to take in order to come to the library and be paid. More complete details are included elsewhere in the guide.
-Complete fellowships within the fellowship year (June 1 through May 31).
-Be in residence at the library.
-Be free of other significant professional obligations during their stay.
-Take their fellowship in one uninterrupted period.
-Focus research substantially on the Lewis Walpole Library’s collections.
-Attend Friday Fellows’ Coffees and at some time in their stay very briefly describe their research project to other researchers in residence and Lewis Walpole Library staff.
-Respond to a survey and submit a brief report of their research experience and findings following the residency period.
-Write a brief entry (~1000-1500 words) for our Scholars’ Progress Blog.
Open:
8:30 a.m. - 4:45 p.m. Monday, Tuesday, Thursday, Friday
Paging:
hourly from 10 a.m. - noon; 2 - 4 p.m.
Exhibition Gallery:
2-4:30 p.m. Wednesdays while exhibition is on view
The library, including the Reading Room, is closed evenings, weekends, University Holidays, and Recess Days
Fellows must follow standard policies and procedures for all of Yale’s special collections reading rooms.
Consult Using Special Collections at Yale when planning your proposed research.
You are required to register yourself as a supplier with Yale University in order to receive a Fellowship payment:.
Registration Process:
1. Complete and return the Supplier Gateway - Contact Form- This form is required. You will not be able to proceed with registration until it is completed and returned to Michelle Privee- michelle.privee@yale.edu.
2. Email Invitation: Next, you will receive an email invitation from yale.supplierportal@yale.edu with a link to access the Supplier Gateway, along with your username and a temporary password once the attached form is returned and processed.
3. First-Time Login:
-Click the link in the invitation email.
-Use the provided username and temporary password to log in.
-Set up two-factor authentication for enhanced security.
-Read and accept the company policies.
4. Supplier Gateway Registration: Once logged in, you will have access to the supplier registration portal, named the Supplier Gateway.
Please have the following information ready to complete the registration:
-Company Contact Information
-Tax Registration Information (TIN, FED, ID, VAT, CIF, NIF, as applicable)
-Banking Information (United States entities will need a routing and bank account number; International entities will need the bank values required to send a wire payment)
Saving Progress:
-You may save your progress and return to complete the registration at any time.
5. Submission and Confirmation: After completing your registration, submit the information. Processing will begin within 5 business days. You will receive an email confirmation if your registration is accepted by Yale University.
For additional information and support for registration, please refer to the Supplier Gateway: Reference Guide for Suppliers.
Should you have any questions or need assistance during the registration process, contact the Finance Support Center (FSC) at askfinance@yale.edu or (203) 432-5394
Any Fellowship-related questions can be directed to Sue Walker or Michelle Privée.
Travel Arrangements
For complicated itineraries, contact Michelle Privée michelle.privee@yale.edu
Air Travel (paid for directly by the Lewis Walpole Library)
-Fly into Bradley Airport (BDL), Hartford/Springfield if possible
-Contact Yale's travel agent World Travel/Concur (yale@worldtravelinc.com or call 833-780-1302) to make flight arrangements directly with them
Inform the agent:
-that this booking is for Yale
-the specific Host contact at Yale is Michelle Privée (michelle.privee@yale.edu)
-charge the credit card on file under Michelle Privée's profile, with the last four numbers ending in **7461
More details about information required for booking travel with World Travel/Concur
Rail Travel (out of pocket- coach rail travel arrangements are made with train company--save receipts for reimbursement)
Car Rental (out of pocket--save receipts for reimbursement)
For use while in residence at the Lewis Walpole Library. Tolls and Gas also reimbursed. Be sure to use the corresponding Yale Car Rental Rate Code for our preferred vendors, which includes insurance coverage:
-Hertz (Yale preferred vendor): CDP#344712
-Enterprise: XZ24YAL
Taxi & Other (out of pocket--save receipts for reimbursement)
Personal Vehicle (out of pocket--save receipts for reimbursement)
-Mileage only reimbursed. Allowable from your residence within an acceptable distance from LWL (proof of address required).
It is the responsibility of the fellow to apply for and obtain the correct visa to enter the U.S. The Lewis Walpole Library does not sponsor or fund visas.
-Yale’s Office of International Students and Scholars (203-432-2305) can provide assistance in navigating the visa process.
Visa Waiver Program (WB or B-1)
-For more information about the program, please see: B Visitor Visa and Visa Waiver Program.
When a J-1 is required
-Any fellow conducting other business at Yale (in any department) for longer than 30 days within the calendar year, will be required to apply for a Yale-sponsored J-1 Visa (through the other Yale department) to be eligible for payment by the Lewis Walpole Library.
Fellows must provide the following at check-in at the Lewis Walpole Library in order for the library to reimburse you and pay your per diem
-Passport photo
-I-94 Travelers will be issued an I-94 during the admission process at the port of entry. Download your I94 online after arrival and submit to Michelle Privée at michelle.privee@yale.edu
-International Information Form (IIF)- to be filled out when you arrive at the LWL
Fellows, both national and international, are responsible for all applicable taxes assessed on their fellowship funding.
-Tax information for non-U.S. Resident and International Scholars
? Questions? Need Help? Contact Yale Finance at ask.finance@yale.edu.
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