Disbursement Services Processes Supplier Maintenance Central Routing and Approvals for Vouchers Voucher Payment Types LaCretia Bell Director, Disbursement.

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Presentation transcript:

Disbursement Services Processes Supplier Maintenance Central Routing and Approvals for Vouchers Voucher Payment Types LaCretia Bell Director, Disbursement Services

Supplier Maintenance Department Responsibilities 1.Search for Supplier’s information in EFS: Supplier>Supplier Information>Add/Update>UM Review Suppliers OR Supplier>Supplier Information>Add/Update> Review Suppliers

Supplier Maintenance Department Responsibilities 2. Complete appropriate forms: Obtain signed W-9 from supplier (W-8BEN (E) for foreign) Complete Independent Contractor Authorization Form (if applicable) Complete Supplier Authorization / Change Form Authorized Signature 1/1/2099

Taxpayer Forms Payment reason Special Instructions/ Comments PO Dispatch Eliminated Fax Requester / department

Supplier Maintenance Disbursements Responsibilities Review documents for completeness –Check for duplicate suppliers in EFS Search supplier debarment records –Federal SAM (System for Award Management) database –Minnesota MMD (Materials Management Division) Search supplier in diversity databases –Central Certification Program (Hennepin / Ramsey County) –UMN Office of Business & Community Economic Development –National Minority Supplier Development Council Search Dun & Bradstreet DUNS database

Supplier Maintenance Required Data – Each Supplier Supplier Name Supplier Classification TIN/SSN Taxpayer Entity Type DUNS Number Diversity Supplier Certifications Ordering Address Ordering Contact and Phone Ordering Method ( , fax, phone, or U.S. mail) Order /Fax (as applicable) Payment Terms Remit Address Payment Method (Check, ACH) Bank Routing/Account (ACH) Remittance Advice Contact A/R Contact and Phone Default Handling Method Tax Jurisdiction (MN/USA) Expected 1099 Trans. Type Entertainer Tax Review Flag 1042S Tax Review Flag Alternate Taxpayer Name (as applicable)

Voucher Processing Central Routing and Approval MN Entertainer Tax w/h 2% of gross ≥ $2000 Foreign Non-Resident Aliens up to 30%

Voucher Processing Wire Transfers Restricted to foreign payments Department submits all required documentation to Disbursement Services Actual wire payments created and payment processed through Wells Fargo system Vouchers created in EFS to record payment and adjusted to account for any currency conversion variances

Voucher Payments Daily Pay Cycle US Bank/Visa solicits vendors for VCard (voluntary and preferred method of payment) Vendors opting out of VCard are contacted for ACH

Questions?