uw employee...
TRANSCRIPT
11/18/2013
1
Procurement Services
Fall 2013
This course describes the Payments to Individuals (P2I) functionality in eProcurement
It demonstrates how departments create and submit payment requests to pay individuals for honoraria, royalties, awards/prizes, Non-UW Scholarships, services, associated expenses, and performers
◦ Payments would formerly have been paid via check request
2
11/18/2013
2
Name? Department? Level of familiarity with eProcurement? Level of familiarity with current check request
process? What are you hoping to take away from today’s
class?
3 3
Payments to Individuals (P2I) is a new form in Ariba used for making payments to an individual for:
◦ Honoraria
◦ Royalties and associated payments
◦ Awards or Prizes
◦ Non-UW Scholarships
◦ Services
◦ Expenses Associated with Honoraria or Services
◦ Performers
Replaces the paper Check Request form for the above
4
11/18/2013
3
Not intended to pay individuals for goods (i.e. purchasing artwork)
Not intended to pay companies
Not intended to pay Foreign Nationals
Cannot be used to pay employees
◦ Exception: royalties
UWMC – Check with your Administrator prior to using P2I
5
Important to know: If the individual has an active vendor number, use Non-PO Invoice. Payments to companies should go through Non-PO Invoice. Note that
the preferred ordering method for companies is Non-Catalog Ordering.
Student employees should be paid through Student Fiscal Services.
Order Method Dollar Limit (per order)
Notes/Restrictions/Exceptions
eProcurement Catalog No dollar limit None other than within your department
Non-Catalog Ordering <$10,000 Used to place order for goods not available in eProcurement hosted or punch out catalog. See exceptions list. (Goods not yet ordered)
Non-PO Invoice <$10,000 Used to pay for goods or services already received, when the department did not use eProcurement to place the order. See exceptions list.
eReimbursement <$3,500 Used to reimburse UW employees only. See exceptions list.
eTravel See Travel website
Used to pay Travel expenses of UW Employees or Visitors
Payments to Individuals (P2I)
** **Note: For payments above $10,000, Central Office will be added to the Approval Flow.
6
11/18/2013
4
Paper reduction with the elimination of many check requests, helping the UW reach the state paper reduction goal of 30%
Encrypted tax ID numbers Information is more secure than the traditional check
request process sent through mail or email Better visibility to department approvals, work flow, and
status Supplier registration form not required Ariba document retention of six years allows budget
reconcilers to always have access to the source documentation
7
Common Actions for all Payment Types
8
11/18/2013
5
9
From the Ariba Home tab, click CreatePayment to Individual
Select Payment to Individual
10
Select Citizenship
Select Payment Type
10
11/18/2013
6
Title - Provide a meaningful title for your department ◦ If possible, include the payee’s last name
Citizenship Status - Choose the citizenship status of the payee (individual who is being paid) • IMPORTANT – foreign nationals cannot be paid through this module at this
time.
• See Global Operations Support page for details: http://f2.washington.edu/fm/globalsupport/
• Make sure to flag the payee’s citizenship type correctly because of tax implications
Type of Payment – Select type of payment you are making to the individual • IMPORTANT – select the appropriate payment type, this dictates how the payment
is reported on the 1099 MISC tax form
Complete Questions – differs by payment type
11
12
Enter Payee Home Address
Encrypted for security
12
Note to print on check stub to
identify payment
11/18/2013
7
13
Tax ID number • Social Security Number
• Must be 9 digits, no dashes
• Confidential, encrypted
Payee name – just the name, no titles (i.e.. Dr., Mr., PMD, MD, etc.)
Permanent address • Must be the home address of the payee for 1099 reporting purposes
• Cannot be department mailing address
Check Handling • Check can be sent to permanent address or campus box number (optional)
• In Care Of field should be no more than 12 characters long
Remit note – 40 character area to identify payment • Prints on check stub sent to individual
14
Add purpose, amount, and
budget
Click Add
Copy item to split budget by dollar
amount
Click Select when item needs
changes
11/18/2013
8
Business Purpose - Explain how the purchase is for UW business (for audit purposes)
Amount - Enter the amount to be paid to the individual • Can exceed $10,000 – Central Office will be added to approval
flow
Choose Budget Number
Account Code is hard-coded based on type of payment
• Task/Option/Project codes are optional fields
Click Add to add the item
15
Users can add additional items by completing section 2 again and clicking Add
Users can edit items by clicking [select] on the right of the item
Users can copy and edit the items already added • This feature can be used to split accounting charges based on
dollar amount
Once all items are added and editing is complete, click Next
16
11/18/2013
9
17
Review payment information
Review payment for accuracy
Add any comments
Click Add Attachments to upload scanned invoice for Service payments
DO NOT include personal information like bank account details or address information in either the comments field or on the attachments
DO NOT attach either the 1631 or 1632 forms
DO NOT attach receipts
18
Important to know: This is an open access system, meaning anyone with UW
Net ID access to eProcurement (Ariba) will be able to see the comments and attachments
11/18/2013
10
19
Upload scanned attachments (or
invoices for services)
Enter comments
20
Funding Approvers are added to Approval Flow based on ASTRA role
• Compliance Approver is available but not required
Buyer (central office) added for payments over $10,000
TIN Matcher (central office) to match all taxpayer numbers against IRS records for accuracy
11/18/2013
11
P2I Submitted
Email sent to
Approver
Approver clicks
email link or logs in to P2I ID# in Ariba
Review P2I form and
click Approve or Deny
Provide Comment (if desired) and click
OK
Read perjury
statement and click
OK
21
22
Approvers (the required funding approver and the optional compliance approver if there is one) will be prompted to confirm the perjury statement
11/18/2013
12
Actions by Payment Type
23
24
Date of Activity – Payment should not be created more than two weeks in advance of the activity date • Note: Payments created in advance must be sent to the department box
instead of the payee’s permanent address
1631 questions built in • Note: Cannot be used for current UW employees. • Courtesy & affiliate appointments don’t count as employees
Travel related to Honoraria should go through eTravel
Date no more than 2 weeks in
advance
Answer former 1631
questions
11/18/2013
13
25
Royalties Used for copyright or patent payments
Used for rights to use/license fees to photographers for use of their photos
Date of activity • Enter the date that makes the most sense for the payment (i.e. – date
photographer provided the photo and rights to use the photo)
25
26
Used to pay awards and prizes for Non-UW Employees
Student Awards and Prizes
• Can be used for UW Students only if there is no stipulation on how funds are to be used by the student
• Examples of this type are awards or recognition for a special achievement such as winning a judged competition
• Scholarships or fellowships to UW Students must go through Student Fiscal Services
• See http://f2.washington.edu/fm/tax/fed-taxes/student-prizes-and-awards
Student Employees
• If award is related to employment position, pay through Payroll
• If award is related to student role, you can pay through this module (mark no for UW employee)
Answer Employment /
Student questions
11/18/2013
14
27
Non-UW Scholarship
Used to pay scholarships or “stipends” to non-UW students or non-UW employees Examples: • Department awarding scholarship to student attending a different school • Paying a Non-UW individual for participating in a training or conference
27
Services Used to pay personal services, excluding honoraria
Examples: • Consulting, Design, Analyzing, Editing/Reviewing, Strategic planning
Must attach invoice from individual for services provided 1632 Questions built in Payment should not be created in advance of service
• Payments created in advance must be sent to the department box
28
Date no more than 2 weeks in
advance
Answer former 1632
questions
11/18/2013
15
29
Associated Expenses Expenses associated with services provided to the UW, for which
the individual is being paid • Note: Any expenses paid will be reported as income on Form 1099 MISC
Can be used to make payment of expenses including travel and incidentals. If the payment is only for travel, use eTravel.
Do not attach receipts • Return receipts to individual for tax reporting purposes
Date of activity – use date of activity with which the expenses are associated
29
30
Performer To pay for artistic performances to UW Students and Non-UW Individuals
Examples: • Musical performances and Dance recitals
Note: Not intended for groups, current UW employees or Foreign Nationals
Date of Activity – Payment should not be created more than two weeks in advance of the activity date • Note: Payments created in advance must be sent to the department box instead of the payee’s
permanent address
1632 Questions built in
Answer former 1632
questions
Date no more than 2 weeks in
advance
11/18/2013
16
31
Duration:
10 minutes
Objectives:
Learn how to create a P2I payment for Honoraria
Practice working in P2I
32
11/18/2013
17
Duration:
10 minutes
Objectives:
Learn how to create a P2I payment for Services with multiple line items
Practice split budgets
33
Set up a system within your department to ask up front if the individual is a foreign national
If an individual already has a vendor number, use Non-PO Invoice to make the payment
If service invoice includes travel or expenses as a line item, no need to create two forms. Lump into total with the service fees. • Note that travel and expenses will be reported on the payee’s
Form 1099 if paid through P2I.
Photographer services and royalties should go on separate P2I forms for tax reporting purposes
34
11/18/2013
18
Do not attach 1631 or 1632 forms
Do not attach receipts
Do not submit a P2I more than 2 weeks in advance of the service date. ◦ Payments submitted more than 2 weeks in advance will be
rejected by Central Office
35
Procurement Services P2I Web Page http://f2.washington.edu/fm/ps/how-to-pay/individuals
P2I Payment Report in Procurement Desktop (PDR) https://margo.pur.washington.edu/Lois_Reports/Pages/Folder.aspx
University Scanning Policy http://f2.washington.edu/fm/ps/tools-for-reconciling/scanning/ariba
email [email protected]
Procurement Customer Services Phone 206-543-4500
36
11/18/2013
19
How to create and submit a ‘Payment to
Individual’ to pay an individual for services
provided to the University of Washington
38
You will receive a post-course survey from a member of the Procurement Customer Services team