1. Amazon Account Setup & Access
Q: Can an employee with access to Amazon Punchout (CCR role) also access and make purchases through the Amazon B2B account?
A: Yes. Employees with the CCR role can use both Amazon Punchout and the Amazon B2B account. While we recommend using Punchout for its streamlined purchasing and automatic expense handling, access to both platforms is permitted.
Q: Why do I need to use the Yale authorized Amazon accounts for my business purchases?
A: Using the Yale authorized Amazon accounts ensures your purchases comply with company policies. These accounts are configured to provide guided buying experience, helping reduce risk, maintain compliance, and streamline approvals.
Q: What happens if I do not use a Yale authorized Amazon account when purchasing business items?
A: If you make business purchases outside of the Yale authorized Amazon account, your transactions may not comply with company procurement policies. As a result, you will not be eligible for reimbursement, and the expense report declined.
Q: What steps should I take if I’ve been using a personal Amazon account for business purposes?
A: If your personal Amazon account is currently associated with your @Yale.edu email address, you’ll need to update the account by reassigning it to a personal email address (e.g., Gmail, Yahoo, etc.) then request access to the Yale authorized Amazon account by emailing askfinance@yale.edu. Please allow up to 48 hours for the setup and access to be completed.
2. Payment Methods & Reimbursements
Q: Can someone use a personal credit card on the Yale Amazon Business account and still be reimbursed?
A: Yes, individuals without a PCard can use the authorized Yale Amazon Business (B2B) Prime account and pay with a personal credit card. These purchases are considered out-of-pocket expenses and are eligible for reimbursement, as long as they are business-related and comply with Yale’s purchasing policies.
3. Shipping & Delivery
Q: Can orders be delivered to a non-Yale shipping address or home address?
A: Yes. Home or non-Yale shipping addresses can be used only when ordering through the authorized Amazon Business (B2B) Prime account. Orders placed through the Amazon Punchout (Workday system) must be shipped to your default Yale business address. If the default Workday system addresses need to be updated, please submit a request to: askfinance@yale.edu.
Q: Will purchases made through the authorized Amazon account qualify for faster delivery?
A: Amazon offers faster delivery, typically two-day shipping, but only for items marked as Prime-eligible. As a Prime member, we benefit from this expedited shipping, but it applies exclusively to products labeled with the Prime badge.
4. Policies, Compliance & Exceptions
Q: Can Amazon gift cards be purchased using a PCard?
A: No, gift card purchases are not allowed on a PCard. If gift cards are needed for business purposes, consider using the Prepaid Card Program offered by the Treasury Office.
Q: What are the consequences of using a personal Amazon account for Yale business purchases after the policy change effective March 31, 2025?
A: Effective March 31, 2025, any purchases made outside of the authorized Yale Amazon Business account, including those made with a PCard or out-of-pocket, will not be eligible for reimbursement.
Q: Can non-employees, such as students or graduate students, use the authorized Amazon account for business-related purchases?
A: Yes. Students and graduate students may use Yale’s authorized Amazon accounts for legitimate business-related purchases and are eligible for reimbursement. Personal purchases, however, are strictly prohibited on all Yale-authorized Amazon accounts.
Q: What is the difference between ‘Restricted’ and ‘Blocked’ items as referenced in Amazon purchasing materials?
A: In the Amazon B2B Account, Guided Buying Tags help identify product categories based on Yale’s Procurement policies and requirements:
- Preferred: Products recommended by Yale Procurement.
- Restricted: Products that may require additional review before purchasing.
- Blocked: Products that cannot be purchased due to policy or compliance concerns. (Note: Blocked items will only appear in search results if you enable the filter “Include Blocked Items”.)
5. Receipts & Documentation
Q: How can I identify a receipt that has come from a Yale Authorized account?
A: Look for receipts that include Yale branding when reviewing expense reports.
- For example, under Business order information, receipt should say Ordered From: Yale Business Prime Account
Also, in the event a receipt is lost, a copy can always be retrieved from the user’s order history. Likewise, Procurement Operations can verify or look up expenses if needed.
Q: Are receipts required for Amazon purchases under $75?
A: According to policy, receipts for purchases under $75 are not required. However, it is everyone’s financial responsibility to obtain, retain, and provide receipts upon request.
For Amazon purchases made through the authorized Yale Amazon account (B2B webpage), receipts are readily accessible at any time through the user’s order history.
6. Historical & Account Management
Q: Can we transfer past order history from a department’s old Amazon account into the Yale Amazon Business account?
A: No, but you can download the order history from the old account for your records. Follow this link for the Amazon User Guide for steps to access order history:
https://your.yale.edu/sites/default/files/2025-04/Amazon-User-Guide-for-End-Users_20241216-2.pdf