Money Monday - Visting Personnel and Vendor Payments

David Merriman Author

03/03/2025 Added

2 Plays

Description

Money Monday - Visting Personnel and Vendor Payments Jan 6, 2025

Searchable Transcript

Search:

[00:00:00.780]Okay, well, welcome, everyone. Thank you for joining us for our first Money Monday in 2025.
[00:00:09.300]I hope everyone had a wonderful holiday break and a safe weekend with our little snowstorm.
[00:00:18.400]Luckily, it wasn't too bad.
[00:00:20.340]We do have a new finance coordinator in the college, Skylar Regal.
[00:00:28.260]She is on, but she's having a little bit of trouble with her camera, so you won't be able to see her.
[00:00:33.180]But if you start getting emails from Skylar, you'll know who she is.
[00:00:37.880]She took Yotta's position, so we are very thrilled to have her on board.
[00:00:43.020]And then today, we're going to have Lee talk to us about the visiting personnel forms.
[00:00:54.100]I know there's been a lot of issues with those.
[00:00:57.360]Since it switched to Ariba, I think we kind of have it now where we understand it.
[00:01:05.020]And A Purchasing has made some changes to make it a little bit better for everyone.
[00:01:12.240]So on that note, I will turn it over to Lee.
[00:01:15.500]Morning, everyone.
[00:01:17.740]Can you see my screen sharing?
[00:01:20.360]So today, I want to talk about three different processes.
[00:01:26.460]Visiting Personnel Forms, Company Payments, One Request, and Refunds.
[00:01:31.840]The Company Payment process has not changed, but I included it in our presentation today just as a review.
[00:01:38.800]So I'm going to start with Visiting Personnel Forms.
[00:01:43.380]So as you know, Visiting Personnel Forms is used for individual payments.
[00:01:48.060]And in the last couple months, the process has been that P2P sends individuals.
[00:01:56.440]A registration link.
[00:01:58.820]They have to go to the link, enter their information, wait for P2P to review and set them up as a vendor before we can pay them.
[00:02:08.060]And that process has created a lot of delays in individual payments.
[00:02:13.660]So in early December, they revised the process and hopefully that will work better.
[00:02:19.940]So this is the new process.
[00:02:23.600]So the first step is the form.
[00:02:26.100]Form submission and verification.
[00:02:28.540]So they have revised the visiting personnel form a little bit, and I will show you the form later.
[00:02:36.800]So the first step is the grant specialist or the department will send the visiting personnel form to the individual,
[00:02:44.680]either via docuside or paper form.
[00:02:48.180]The individual will fill out the top section,
[00:02:51.980]and then the department will complete the department section.
[00:02:56.080]As a reminder, do not send the social security number via email because it's not safe to do so.
[00:03:04.020]The grant specialist or the department, before submitting the form, must verify that the form is readable,
[00:03:12.680]include the location of the service, is completely filled out,
[00:03:17.680]and is fully signed by the visiting personnel and the department.
[00:03:21.800]If you know the GEO account and it,
[00:03:25.200]and attached,
[00:03:25.800]resist as required.
[00:03:27.980]So here is the visiting personnel form.
[00:03:35.400]Let me go ahead and share.
[00:03:38.640]Can you see the visiting personnel form?
[00:03:48.600]So one chance is that they added the phone number on here,
[00:03:55.540]but if the phone number is not available,
[00:03:58.420]you can enter all zero.
[00:04:00.400]And I also updated the visiting personnel form on the CHS Business Center
[00:04:09.040]website with the latest form.
[00:04:10.760]So if you need the form,
[00:04:12.100]you can just go to the website and get it.
[00:04:25.000]So the next step is to process the visiting personnel form.
[00:04:29.320]And the process is a little bit different when we pay from a
[00:04:34.100]department cost object or when we pay from a grant.
[00:04:37.900]So I'm going to talk about department cost object first.
[00:04:41.920]So if we are paying for a department cost object,
[00:04:46.120]the department staff will send a fully completed visiting personnel form to
[00:04:51.340]the finance coordinator,
[00:04:52.760]carry our,
[00:04:54.460]Skylar.
[00:04:55.460]And again,
[00:04:56.920]do not send a social security number via email.
[00:04:59.980]You can call the finance coordinator and give them the social security
[00:05:04.240]number,
[00:05:04.680]or you can do it via DocuSign.
[00:05:07.200]The finance coordinator will then go to Ariba and submit a supplier request
[00:05:14.300]form,
[00:05:14.780]including the information on this slide.
[00:05:18.020]The finance coordinator will also upload a completed visiting personnel
[00:05:23.920]form to a secure folder,
[00:05:26.220]which is included on the form.
[00:05:28.480]And once the vendor has been set up by P2P,
[00:05:32.240]the finance coordinator will complete the parking process to pay the
[00:05:36.220]visiting personnel.
[00:05:36.980]If we are paying from the grant,
[00:05:44.860]it is the responsibility of the grant specialist to submit a supplier
[00:05:50.540]request form in Ariba,
[00:05:52.280]including the,
[00:05:53.880]the individual name,
[00:05:55.080]the email address,
[00:05:56.440]the phone number and the physical address on the form.
[00:05:59.900]Again,
[00:06:01.320]the grant specialist will upload the visiting personnel form to a
[00:06:06.300]secure folder on the Ariba form.
[00:06:08.680]And when the vendor has been set up in Ariba,
[00:06:12.260]the grant specialist has to redact a social security number on the
[00:06:17.460]form,
[00:06:17.800]send the form to the finance coordinator and the finance coordinator will
[00:06:22.240]park it in SAP.
[00:06:23.440]So this is how the supplier request form looks like in Ariba.
[00:06:30.280]So for question number one,
[00:06:33.980]let me make it bigger.
[00:06:36.680]So for question number one,
[00:06:41.920]is this supplier request for an individual?
[00:06:44.740]You will answer yes.
[00:06:46.300]And on question number two,
[00:06:50.140]if you click on individual supplier documents,
[00:06:53.980]a link will open for you to attach the visiting personnel form.
[00:06:58.700]And then you will answer the other information,
[00:07:04.000]including the supplier full name,
[00:07:06.420]the address,
[00:07:06.840]the contact information,
[00:07:08.840]the email and the phone number and click submit.
[00:07:12.940]So any questions so far?
[00:07:18.040]So that's,
[00:07:23.200]that is the new visiting personnel process.
[00:07:26.960]Now I'm going to talk about company payments.
[00:07:32.740]This has not changed.
[00:07:34.580]So if the company is not,
[00:07:40.140]has not been set up in SAP,
[00:07:42.420]the grant specialist or the department need to provide a finance coordinator
[00:07:48.280]with the following information,
[00:07:49.940]the supplier full name,
[00:07:52.240]the supplier contact name, and the supplier contact email.
[00:07:56.640]The finance coordinator will go to Ariba to submit a supplier request form.
[00:08:03.460]P2P will review the request and send the company a supplier registration invitation email.
[00:08:10.640]The company completes the registration form.
[00:08:13.920]P2P reviews the registration form and approves it.
[00:08:18.700]So just to emphasize that with companies, they still need to go to the registration link and enter their information and wait for them to be set up in Ariba before we can pay them.
[00:08:31.840]So once the vendor has been set up in Ariba, the grant specialist and the department will send the finance coordinator the invoice.
[00:08:45.240]If you have not done so in step one.
[00:08:48.140]And we need to know the cost object.
[00:08:51.440]We need OK to pay.
[00:08:54.140]We need you to sign and bring your name and the date on the invoice before we can pay.
[00:08:59.740]So I'm going to talk about warrant request and refunds.
[00:09:08.540]So warrant request is usually used to pay for research participants,
[00:09:13.240]whereas refunds is used when we need to refund someone,
[00:09:17.240]usually for
[00:09:18.120]a class that they pay for that,
[00:09:20.560]but they will not be able to take the class.
[00:09:24.200]With single warrant request,
[00:09:29.900]the grant specialist or the department will provide
[00:09:33.540]a finance coordinator with the explanation like why we need to pay them,
[00:09:38.420]the name, the address,
[00:09:40.380]the amount, the cost center,
[00:09:42.340]and the year account on a warrant request form.
[00:09:46.240]If the payment amount
[00:09:48.100]is greater than $100,
[00:09:50.060]we need a complete W-9 form with the social security number on the form.
[00:09:55.980]The finance coordinator will complete a one-time refund form,
[00:10:00.900]warrant request in Ariba and attach the paper warrant request form,
[00:10:05.580]and the form is now routed to the financial approval in Ariba
[00:10:10.640]following the financial approval table set up in Ariba for like Ariba,
[00:10:18.080]registration, I'm sorry, Ariba request.
[00:10:23.360]If we have multiple warrant requests,
[00:10:29.380]we still need very similar information,
[00:10:32.440]but now we can use a mass refund spreadsheet.
[00:10:36.420]If you don't have the mass refund spreadsheet templates,
[00:10:39.580]you can contact me or Carrie Brown-Yang,
[00:10:43.080]we can send it to you.
[00:10:45.260]The form,
[00:10:48.060]this will be routed to the financial approval
[00:10:51.480]by the finance coordinator in DocuSign.
[00:10:54.960]And we don't need to enter this in Ariba.
[00:10:57.840]The finance coordinator will email the mass refund form
[00:11:01.980]to P2P and they will process it for us.
[00:11:05.120]The process for single refund is very similar
[00:11:12.040]to the process for single one request.
[00:11:15.060]The exception is when we refund people,
[00:11:18.040]if the amount is higher than $100, we don't need a W-9.
[00:11:23.040]If we need to do a mass refund, again,
[00:11:31.020]we can use a mass refund spreadsheet
[00:11:34.020]and the finance coordinator will email the form to P2P.
[00:11:38.020]So that's all I have for today.
[00:11:45.020]Do you have any questions, comments,
[00:11:48.020]or other questions?
[00:11:50.020]Lee, I have a question.
[00:11:58.020]We have a faculty member who's bringing some international guests
[00:12:02.020]sometime in the spring to be guest speakers at an event that she's doing.
[00:12:08.020]Faculty member was on sabbatical this last fall,
[00:12:11.020]so I think she's bringing the folks she was researching with
[00:12:14.020]and everything to campus this spring for a conference that they're doing.
[00:12:18.000]Is the process going to be different as far as our internationals
[00:12:23.000]and then setting up an ACH for them?
[00:12:27.000]I had talked to Yada a little bit about this before she left,
[00:12:31.000]but I just know this is probably going to be coming up sooner than later.
[00:12:35.000]So, Tammy, I can work with you on this one because if we need to pay through ACH,
[00:12:42.000]we probably will get another phone.
[00:12:45.000]Okay. All right. Just thought I'd mention it while we were here.
[00:12:47.980]Hey, I got a question related to that, too, kind of.
[00:12:53.980]It was more for the VP forms, but with an international, when it requires the passport and everything,
[00:13:01.980]is that all pages or just the front page?
[00:13:06.980]So I think, Katherine, you were asking if with the VP forms, if it just requires the front page of the passport, is that correct?
[00:13:17.960]Leigh, do you know the answer to that?
[00:13:19.960]I don't know the answer to that one, but I will check.
[00:13:22.960]I don't think they need the full passport, though, because we just need to provide them with the information, but I will check.
[00:13:29.960]You know, Leigh, your form asks the different types of visas that people are on.
[00:13:34.960]So you probably need the passport page and then the page with the current visa on it.
[00:13:40.960]Yeah. So just those two pages?
[00:13:44.960]Well, three then. So the front of the passport.
[00:13:47.940]And I've already got the visa, but then the page that shows the matching stamp with the visa?
[00:13:54.940]They might have an income. I don't know about the page with the stamp, but definitely the page that shows the current visa and then the passport itself or, you know, the passport and then the visa page.
[00:14:04.940]So, yeah, no, I have those two. I just wasn't sure within the passport, like which pages or if they needed them all like for H.R. or just the front page.
[00:14:12.940]But all right. I don't think so, because that's a foreign national data form.
[00:14:17.920]It shows the ins and outs of the country. And I don't think that's probably necessary for this process.
[00:14:23.340]But I think we might check into that a little bit more. But I would think you just need the two pages.
[00:14:28.920]So depending on which visa type it is, I think the VP form requests a 994, which is really easy to get to go with it.
[00:14:36.580]That's something you can print off the USCIS website. Those aren't even included in a passport anymore.
[00:14:47.900]Any other questions? Skylar's camera got working, so we can see her now and she's waving to everyone.
[00:15:00.460]So if you have questions or if you're down by the dean's office, feel free to drop in and say hi to her.
[00:15:06.920]If no other questions, then we will be saving this and the PowerPoint. I know that a lot of times,
[00:15:17.880]questions arise when you're actually doing the work. So you can come back to the PowerPoint
[00:15:22.380]or the video if you want to hear it again from Lee. It'll be out on the business team website.
[00:15:29.180]Okay. Well, thank you all very much and hope everyone has a wonderful day.
[00:15:37.680]Thank you.
[00:15:40.020]Thank you.
[00:15:40.160]Thank you.
[00:15:40.200]Thank you.

The screen size you are trying to search captions on is too small!

You can always jump over to MediaHub and check it out there.

Comments

0 Comments

Money Monday - Visting Personnel and Vendor Payments

Description

Searchable Transcript

Comments icon comment

Related Channels

Comments