Hogarth Symposium Participants

Information for SYMPOSIUM participants/presenters only

HOGARTH: HIS LIFE, ART, AND TIMES. 

A TRIBUTE TO RONALD PAULSON

REQUIRED FORMS:

Yale Supplier Gateway

You are required to register yourself as a supplier with Yale University in order to receive any payment. To ensure a smooth experience, please follow the steps outlined below. 

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 directives to access the Yale Supplier Gateway. Please check your “Spam” or “Junk” folder if you do not see your registration email. 

3. First-Time Login:

  • Click the button marked “Change Password” in the invitation email. 
  • Use the provided username and create a temporary password to log in. 
  • Set up two-factor authentication for enhanced security. 
  • Read and accept the company policies.
  • For a detailed overview of the registration process, review the Supplier Gateway: Reference Guide for Suppliers 

4. Supplier 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)
    • Federal Tax Classification (i.e., individual, corporation)
  • For detailed assistance or troubleshooting, please refer to the Supplier Guide for Suppliers Registering in the Supplier Gateway.  

5. Submission and Confirmation:

  • After completing your registration, submit your supplier profile.
  • You will receive a confirmation email, informing you that we have received your registration.
  • Our Supplier Compliance team will process your information and contact you via email with any further questions. Please respond through the portal using the communications feature. Processing will begin within 5 business days after you have successfully submitted your registration.

 6. Registration Complete:

  •   You will receive an email welcoming you as a Yale Supplier. You are not an active supplier until you receive this email. 
  • You can then submit your receipts for payment (after your Fellowship). 

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 

Other Forms:

LWL Event Participant Travel Information Form

The Event Travel Information Form is used as an indication of your arrival and departure for our event. Please fill out and return this form to the Senior Administrative Assistant, Michelle Privée (michelle.privee@yale.edu).

GETTING TO NEW HAVEN, CT

Yale will cover the cost of travel between your home or home institution and Connecticut. This includes air travel and rail travel, as well as associated reasonable Ubers/Lyfts/taxis.  

Air Travel

Yale University in New Haven, CT is about an hour or so from Bradley International Airport in Windsor Locks, CT. Other area airports are John F. Kennedy (JFK), Newark (EWR), and Tweed New Haven (a small New Haven airport- HVN).  

World Travel/Concur is Yale’s preferred travel agency. In order to book your travel, please contact yale@worldtravelinc.com or call 833-780-1302 with your specific travel needs, and an agent will work with you to book your travel. Please inform the agent that this booking is for Yale, and the specific Host contact at Yale is Michelle Privee (michelle.privee@yale.edu), this is not federally-funded travel, and to charge the credit card on file under Michelle Privee’s profile, with the last four numbers ending in **3310. 

Be aware that World Travel/Concur will require the following information from you to complete your booking: 

  • Last name as on government issued ID 
  • First name as on government issued ID 
  • Middle name as on government issued ID (it is important these are on 3 separate lines so your name appears in the proper sequence) 
  • Date of birth 
  • Cell phone contact 
  • Gender 
  • If international travel  – will also need your passport #, expiration date, and issuing country of origin 

Rail Travel

Amtrak is the largest commuter rail company that provides direct service to New Haven, CT.  Amtrak and Metro-North Railroad both run from the New York area to New Haven Union Station. You can use World Travel to book your train travel (Amtrak only), or you can be reimbursed after your travel home is complete.  

Personal Vehicle Use

If you choose to use your personal vehicle, we will reimburse you for round trip mileage based on a MapQuest route from the address provided on the Event Participant Travel Information Form to New Haven, CT. The rate is set using the Internal Revenue Service Standard Mileage Rate. We will also reimburse you for any tolls you pay along your route.   

Note: According to the Yale Ground Transportation Policy–Use of Personal Automobiles 3301.3, personal vehicle reimbursement is limited to no more than the cost of a comparable trip’s air travel within the basic least expensive unrestricted accommodations class offered by commercial airlines, consistent with business requirements. If a personal vehicle is used primarily for the traveler’s convenience and results in a higher cost than other modes of transportation, reimbursement will be limited to the lower of the following:
•    cost of the air travel within the basic least expensive unrestricted accommodations class offered by commercial airlines, consistent with business requirements, between the nearest commercial airport serving the origin and destination cities; or
•    cost of train fare within the main cabin class (e.g., economy, coach) that is reasonably priced, consistent with business requirements, between the nearest passenger station serving the origin and destination cities.

Out Of Pocket Expenses

If you are paying out of pocket for your travel expenses, you must provide detailed receipts for reimbursement, showing proof of payment (typically the last 4 digits of the credit card number used). We will only reimburse the cost of economy flights on approved airlines and coach rail. Any upgrades and/or additional costs will be at your expense.  
 
Other out of pocket expenses (car rental, taxis, Ubers, trains, buses, etc.) will be reimbursed- be sure to save travel receipts to submit after your travel home is complete.  
 

HOTEL INFORMATION

New Haven Hotel  
229 George Street 
New Haven, Connecticut 06510 
Phone: 203-498-3100 
Email: info@newhavenhotel.com 

The hotel will have your name on file. Any meals or incidental expenses are not included.  

INTERNATIONAL PARTICIPANTS

You will need to provide the following items in order to process your payments: 

Please send this to Michelle Privee- michelle.privee@yale.edu  

Visa Information for International Participants

Visa Waiver program: The most common immigration entry method to the United States is through the Visa Waiver Program for short term visitors.

For more information about the Visa Waiver program, please see: https://travel.state.gov/content/travel/en/us-visas/tourism-visit/visa-waiver-program.html.

Tax Information

Honoraria payments to non-U.S. citizens (nonresident alien for U.S. tax purposes) are subject up to 30% federal tax withheld on your reimbursement, per Internal Revenue Service (IRS) regulations. This Honorarium may also be subject to a State of Connecticut 6.99% Arts & Entertainment tax.

To apply to receive funds back, you will have to file an income tax return with the US government and one for the State of Connecticut.  The process is as follows: Yale will send IRS Form 1042-S to you by March 15 of the next calendar year to your current address on file (if your address changes, please let Yale Finance know- askfinance@yale.edu).  The form reports your taxes withheld on your payment.  You can find nonresident tax filing information from the Office of International Student and Scholars to assist with filing your income tax return. 

Any international tax questions can be directed to Yale Finance: askfinance@yale.edu.