11th Annual Financial Services Workshop Supplier Management / Accounts Payable Breakout Session

Supplier Management Statistics Monthly Averages 210 Banner ID created 225 Banner ID updates Missing tax document Remit Address Name Changes Banking Information (ACH)

Accounts Payable Statistics CY 2017 99,972 invoices processed 54,279 payments issued (Checks & ACH) Confirming Orders Average PO CONFIRMING ORDER Create Date vs Supplier Invoice Date is 23.1 days Average PO CONFIRMING ORDER amount is $4,451.30

Supplier Management ID Search https://ecubic.ecu.edu/Reports/report/ecuBIC/F inance/Vendor%20Setup/ID%20Search Use % before and after name (last, first, or business)

Supplier Management Requests New Supplier Form Supplier that will provide goods/service Supplier Management will contact Supplier to verify Once verified, Supplier will receive an email invitation Quick instruction on what I verify for suppliers

Supplier Management Requests Generic Form Port Purchasing Home Page: Icon locate under “ECU Catalog Use the generic request form for candidates, research participants, residents and fellows. Supplier Management will email forms to the individual listed on the request. Banner ID created once forms are returned from the individual and vetted by supplier Management Quick instruction on what I verify for suppliers

Tips to Insure Timely Payment Verify Supplier Banner ID number is correct Supplier name on invoice MUST match name in Banner If Supplier TIN is provided on the invoice, use TIN ID search option to verify Supplier Banner ID # *different name/tax id on invoice verses banner*

Reasons for Delayed Payment Supplier invoice does not match PO Required supporting documentation not provided, such as itinerary/agenda, list of attendees, etc. Confirming order- “do not duplicate” was selected instead of “do not send” Timely responses to Accounts Payable and Material Management comments in PORT

Reasons for Delayed Payment Purchase Order not received Proper signatures/approvals missing Supplier invoice not received in Accounts Payable

Payment Methods 1st: ProCard for payments of $5000 or less 2nd: PORT Preferred Method of payment if applicable 2nd: PORT Receiving must be completed for invoice to pay 3rd: Direct Pay form or CSPR Addresses Approvals Back up documentation Food for thought: Does the supplier take ProCard payments? Is this payment method listed on Invoice? Creating Requisitions and PO’s verses reconciliation of ProCards.

Withholding Taxes 4% withholding applies to service in connection with a performance, an entertainment or athletic event, a speech, or the creation of a film, radio, or television program 4% state withholding may apply to non-residents of North Carolina Payments to non-resident aliens are subject to tax review by the ECU International Tax office

Questions & Feedback Do you have any questions related to what has been presented today? What ideas do you have to improve the current processes? What can we do better?

Contact Information Supplier Management ecu-suppliermgmt@ecu.edu (252) 737-5325 http://www.ecu.edu/financial_serv/supplier_mgmt.cfm Accounts Payable accountspayable@ecu.edu (252) 737-5442 http://www.ecu.edu/cs-admin/financial_serv/accountspayable/index.cfm ProCard Inquiries: Materials Management (252) 328-6434