University of WisconsinSystem SFS Business Process AP ... · NOTE: With the 9.2 upgrade, most suppliers have been moved to the SetID ‘SHARE’. The only exception is UWMSN (Madison),

University of Wisconsin System SFS Business Process

AP – New Supplier Request Entry

AP01_New_Supplier_Request_Entry Page 1 of 48 Last Revised: 04/18/19

Table of Contents I. Confirm Supplier is not already entered in SFS. .......................................................................... 3

II. Validations prior to Supplier Entry ............................................................................................... 4

III. Add and Complete New Supplier Request Entry ......................................................................... 5

IV. Submit for Approval .................................................................................................................. 18

V. Supplier Request Response - Approval Team Action ................................................................ 19

VI. Appendix A - Supplier File Standards ........................................................................................ 21

VII. Appendix B – Supplier Reporting Elements............................................................................... 30

VIII. Appendix C – W-9 Standards .................................................................................................... 34

IX. Appendix D – W-8 Standards .................................................................................................... 36

X. Appendix E – IRS TIN Mis-Match .............................................................................................. 40

XI. Appendix F – Employee Search ................................................................................................ 44




New Supplier Request Entry Overview

UW campuses (with some exceptions) use a shared Supplier file. When entering any new ‘SHARE’ Supplier in SFS, the process will always start with the use of the New Supplier Request page. After entry, the person entering a new Supplier will submit their entry to be reviewed by a Central Supplier Approval team who are responsible for maintaining the consistency and integrity for a Supplier’s data so that it can be shared appropriately across multiple campuses. We are following standards that are in line with those developed by the Department of Administration (DOA) for the State of Wisconsin accounting system. These standards are based on the United Postal Addressing Standards making use of the Clean Address bolt-on application that assists in adhering to USPS address standards. We must also take into consideration the IRS controls for matching Federal Tax Identification Number (FEIN) and Social Security numbers with the business name or individual name. Refer to “Appendix A”.

Process Frequency New Suppliers are entered on an as needed basis. This process is usually initiated by the

need to procure a particular good or service from a new Supplier or to direct pay an invoice.

Dependencies Having the correct security to access this page.

Assumptions All new SHARE Supplier entry will start from this page.

Responsible Parties The institutions are primarily responsible for Supplier Entry but a Central Supplier Approval team is responsible for the integrity of this data and making sure that data entry standards are followed.

Alternate Scenarios None

Note on Supplier file changes Changes to suppliers should not be made in SFS by the campus. The process is to attach the W-9 form to the supplier record and e-mail the share supplier group at [email protected] and request the change. Please include a Subject line with just supplier ID and name.

Example: #0001089999 Akile Enterprises. Supplier change scenarios: Name change with same TIN/EIN, Address change, Payment alt name, addition, ACH change Steps:

1. Attach W-9 to supplier file. 2. Attach any other necessary information, such as ACH bank information. One of the following is

required for ACH: letter from the bank, request on company letterhead, OR invoice that shows ACH remit information.

3. Send e-mail to the shared supplier box with a description of changes

mailto:[email protected]




New Supplier Request Entry I. Confirm Supplier is not already entered in SFS.

Navigation: Suppliers > Supplier Information > Add/Update > Review Suppliers OR Accounts Payable WorkCenter – Review Suppliers The reason for this is to make sure the Supplier you will be entering does not already exist in the system. Keeping the SFS system free of ‘Supplier duplicates’ allows for more accurate use of our Supplier data and creates less confusion for those that have to work with this data. We will be requiring a W-9 or W-8 for all new Suppliers entered into the system. This will maintain the integrity and reduce the number of duplicate suppliers. Use this page to enter Supplier information you have and select the Search button to see if the Supplier you want already exists in SFS. **It is recommended that you search for ONE criteria at a time (e.g., TIN OR Name, etc). If you enter information in multiple fields on this page the system will search to find that ALL criteria matches and it may not bring back the result you are looking for. A list of possible Suppliers will display underneath the Search and Clear buttons and, if you see the one you want in the system already, you can click the icon that allows you to go to Supplier Maintenance and make use of the existing Supplier immediately. When performing a NAME search, the system will search for the Names located on the Identifying Information Tab and the Address tab for Payment Alternate Name and Withholding Alternate Name. This more robust search will allow you to find Suppliers that use different Doing Business As (DBA) names under the same TIN.

When performing a TIN search, use the Withholding Tax ID field for ANY TIN whether the Supplier is marked withholding or not. The system will search for the TINs located on the




Identifying Information Tab and the Location Tab/1099 Withholding link. This more robust search will allow you to find Suppliers.

If you do not find the Supplier navigate to the New Supplier Request page. For SHARE Suppliers, you must always navigate to the New Supplier Request page to add a new Supplier and submit for approval. You may also have access to the ADD tab on the delivered ‘Add/Update’ Supplier page IF you are adding Suppliers for UWMSN, UWDPD or Bursars (BRCOL, BREAU, etc)) NOTE: With the 9.2 upgrade, most suppliers have been moved to the SetID ‘SHARE’. The only exception is UWMSN (Madison), UWDPD (Service Center), and Bursars; they will remain on their original SetIDs. Checking for duplicate Suppliers does not go across SetIDs.

II. Validations prior to Supplier Entry Each institution’s Supplier Entry staff will be responsible to collect and research Supplier information before entering the new Supplier on the Supplier request page. A. Collect W-9 or W-8 from the Supplier. Prior to entering a new SetID SHARE Supplier on

the New Request page staff will be required to collect a W-9 or W-8 from the Supplier and add it to the secure attachments on the New Supplier Request Page.

B. Check TIN on IRS Online Matching web site. The purpose of the matching program is to

allow participants to check the TIN furnished by Suppliers on their W-9 against the name/TIN combination that the IRS has on file. When UWSA submits 1099-Misc tax information to the IRS, the IRS sends back a list of Suppliers where the combination of our Supplier name/TIN does not match up with IRS records. For Suppliers on the list, we are required to send letters requesting a completed W-9, and the Central Supplier staff will then update the Supplier files. If Suppliers do not return updated information, a hold payment and




a comment will be placed on the Supplier file to indicate that an updated W-9 is needed before making a future payment. If we do not get updated information, we are required to backup withhold at a rate of 28% (see IRS Publication 1281 for further details). The mismatches result in hours of follow-up, both centrally and at the institutions to correct these problems. The IRS assesses penalties ranging up to $100 per mismatch.

Users of the program can submit name/TIN requests in a bulk file, or on a real-time interactive page. UWSA has a program to send bulk file requests on a regular basis, however, campus representatives can be added under our UW System EIN to access to the interactive program to check W-9 information from Suppliers BEFORE the Supplier is entered into the system. This program is for 1099 purposes only but we do require you check all Suppliers prior to entering new Suppliers in the system.

The matching program will help avoid TIN errors, penalties, and reduce the number of backup withholding notices required under IRS code. It will also assist in keeping the SHARE Supplier File consistent and manageable. The IRS does not currently charge a fee for the TIN Matching Program. See Appendix E for information on using the TIN match and requesting access.

It is strongly recommended that you attach the TIN match results page with the W-9 form. The TIN match information will be requested if any entered information does not match the attached W-9 form or there is any need for clarification of the IRS match code.

C. Check TIN against the employee database. Procedures should be in place at each institution to verify if a new Supplier is an employee. If an active employee, they should NOT be entered as a Supplier for payments for services. Standards will require you to use the expense module for reimbursements OR payroll system to pay employees for services. This look-up has been moved into HRS. See Appendix F for information on navigation and requesting access.

III. Add and Complete New Supplier Request Entry Navigation: Suppliers > Supplier Information > Add/Update > New Supplier Request OR Navigation: Accounts Payable WorkCenter – New Supplier Request




All supplier entries are to completed using All CAPS for consistency purposes. 1. Click the tab. 2. SetID: Will be grayed out and default to ‘SHARE’. 3. Supplier ID: The Supplier ID value will be grayed out and default to ‘NEXT’ to allow for

Supplier ID auto-numbering. 4. Select Persistence: The default is ‘Regular’ but there are other options that may be

appropriate for the Supplier. The choices that are available are: • ‘One-time’ - For this option the Supplier Status will be updated to ‘Inactive’ after the first

payment is made. • ‘Regular’ - The Supplier will be purged from the database at some future time. This is

usually the DEFAULT Supplier. • ‘Permanent’ - Will not be able to purge the Supplier from the database • ‘Single Pay’ - This type of Supplier is used with AP Single Payment Vouchers and

enables a master Supplier ID to be used for multiple payee names and addresses. In this process the Supplier name and address is entered directly on voucher. Note: Single Payment Suppliers cannot be used for transactions that are 1099 reportable. We have ONE Single Payment Supplier set up in the 9.2 SFS names Single Pay Supplier.

5. Click . Sample blank entry screen with defaults:




TOP Half of New Supplier Request Page:

1. SetID: Will be grayed out and default to ‘SHARE’. 2. Supplier ID: The Supplier ID value will be grayed out and default to ‘NEXT’ to allow for

Supplier ID auto-numbering. 3. Enter Supplier Name: Enter the Supplier Business name as it appears on the W-9 using

all caps. Use the Supplier File Standards found in the Appendix A. There are 40 characters available for this information. Example:

Circuit City = CIRCUIT CITY Robert Cooper = COOPER, ROBERT




4. Enter Additional Name: This field can be left blank or used to enter the remaining characters on a very long supplier name. There is a more robust search on the Additional Name field when using the ‘Review Suppliers’ page. The Additional Name will be included on checks to Supplier.

Use the Payment Alternate Name in the address section if you have multiple names for the same supplier or need checks made out to a different name than entered here.

5. A default will be automatically set for Supplier Short Name: This field will be grayed out and the default value set will be the first 10 alphanumeric characters entered in the Supplier Name field. Spaces and special characters will be left out. Example: Circuit City = CIRCUITCIT/Cooper, Robert = COOPERROBE

6. Check the Withholding box if it is determined that this Supplier is qualified as 1099 taxable. An additional 1099 informational box will display in the lower half of the page and will need to be filled out for these Suppliers marked for Withholding in the 1099. W-9 or W-8 Forms are required for all 1099 Suppliers, no exceptions.

In general, a taxable payment to a Supplier is a payment for a service or work performed, including parts and materials. We are required by law to obtain a tax identification number for all Suppliers prior to making a tax reportable payment. When a Supplier submits a service-related invoice, parts and materials are to be marked as Withholding. Account coding must comply with the rules set by Accounting Leadership at each campus. It is recommended to use the appropriate account for parts and services. In SFS, account codes do not determine 1099 reporting; the Supplier set-up determines 1099 reporting.

7. Select appropriate Classification (Detailed definitions of each Classification can be found in Appendix B of this document). This field is pre-populated with the choice ‘Outside Party’. You should first refer to your W-9 for correct classification entry. Suppliers entered using the employee classification will be reviewed on a case by case basis. Employees should be paid through the expense module or payroll. No supplier should be left with the ‘Outside Party’ classification.




8. Select Persistence: Using ‘Regular’ is recommended and is pre-populated when starting

a new Supplier add. If you choose ‘Permanent’ the Supplier cannot be archived. 9. Checking for Duplicates can be initiated at any time by pressing the

button after the minimum of Supplier Name is entered on the New Request page. If there are duplicates you will get an error message for duplicate supplier name or Duplicate Supplier Address. There can be one or many supplier IDs listed.

When you get the duplicate message, copy the supplier ID and go to the Supplier inquiry to verify if the Supplier you need already exists. If the existing supplier matches, then it is available to use for any PO or Voucher transactions you need to create. If the existing supplier just happens to have the same address, return to the New Supplier Request page and complete your Supplier data entry. Checking for Duplicates will also happen at the time you click the SAVE button. You will be required to enter something in Supplier Name and have entered at least one active address in order for the SAVE to occur. However, after clicking through an error message that states this, you will still get the View Duplicate Suppliers link to show up with only a value in Supplier Name entered. The third time that Checking for Duplicates will occur will be when the

button is pressed. 10. The Attachments (0) Link will be used for adding any ‘non-sensitive’ Supplier

documents.




11. The Secure Attachments (0) Link will be used for attaching document that have ‘sensitive’ data on them, such as W-9s that include Supplier TIN information, IRS TIN Match print screens, ACH/direct deposit forms or invoices that include bank account numbers, and W-8 series forms for non-resident aliens (NRA). Once documents are attached with this link, they can only be viewed by those with the proper security to do

so. Select the Secure Attachments link, then select

Browse to find your secure attachment and select Upload.

After Uploading the document, you should select the attachment type (ACH Bank Form, W-8 Series or W-9 Form).




Select OK and you will return to the New Supplier Request page to continue your entry.

12. Supplier Status will initially default to ‘Not Submitted’. Do not select the

button until all necessary information has been entered. You can save the Supplier after you have entered at minimum a name and address. You will be able to return to the record and make changes any time up until submitting for approval.

If you are confident you have all the data for your new Supplier set appropriately, press

the button and your new Supplier will be sent to the Central Supplier Approval team to go through the approval process. At this time the Supplier Status will switch from ‘not submitted’ to ‘not approved’ and all fields will be grayed out and you will no longer be able to make changes.

13. Created Date/Time

The right side of the top half of the New Supplier Request page will include when and who created the Supplier and when and who last updated the Supplier.




You can see a dotted line under the EmplID who created and last updated the Supplier. To get more information on this EmplID, you can hover over the created by or last updated by EmplID to get the name and phone of the person who created or last updated the Supplier. This information may be used by the approval team to contact the person who last updated the Supplier.

Left Side on Bottom Half of New Supplier Request Page:

14. The Additional ID Numbers section:

This section is used to enter additional numbers other than 1099 TIN Suppliers. Enter the type (TIN=SSN or EIN=EIN) and the number. All suppliers should be looked up under the Employee search (now in HRS). The Employee Full Search link does not function as a substitute look-up. See Item IIC above for information or Appendix F for instructions. Active employees cannot be set up as suppliers.

Note: If you have clicked the Withholding box on the top half of the screen, then your Supplier is 1099 reportable, so skip this step and enter TIN information in the 1099 Information section. Clicking the Withholding box will allow the 1099 Information section to appear on the page; otherwise you will not see it.




15. The Supplier Address section:

Use this section of the New Request page to enter one or more addresses for the Supplier. You can enter multiple addresses for the different sites or functions a Supplier might have (e.g., Remit to, order from, return to, different DBAs-payment alternate names and tax withholding). Enter a full address using the Supplier File Standards found in Appendix A. Specify the address information including the Country, City, County, State/Province, and Postal Code. The Clean Address application will be called upon tabbing out of the zip code field to allow for us to adhere more closely to Postal Code addressing rules. You should confirm the address is a valid postal address. If not, you must note the reason why you had to override the address. Clean Address will only be available for US postal addresses. Depending on the country associated with the Supplier, the form of the address fields will vary. See International Addresses in the Appendix A at the end of this document. Use the “+” icon in the upper right corner to add a second (or third) address.

16. Enter a Description for each address you add. The description should be simple to allow you to quickly identify the types of addresses. The default description is: W9 ADDRESS. All suppliers will have a W9 address. Other addresses can be labeled with descriptions such as REMIT ADDRESS or 1099 ADDRESS.

17. Select Country: ‘USA’




18. Enter Address 1: Use this line for Attn line. If none, the street or PO Box goes here. Address 2: If you have an Attn line in Address 1, then the street address or PO Box goes here. Address 3: If you have an Attn line in Address 1 and a street address in Address 2, then the PO Box can go here. – this line may not show on your checks and is not recommended.

19. Enter City: Supplier city address 20. Enter Postal: Zip code and tab over (the clean address functionality will autopopulate

the state for you). 21. Select State: Supplier state if not available through clean address. 22. Override Address Verification is used by Clean Address to override what it suggests. If

you use the override, the Supplier Approval team will need a reason why you needed to override.

23. Expand the Payment Alt Name and Withholding Alt Names section to access the

collapsed section for entering alternate payment names.

Payment Alternate Name: Use this section to list a name that is different from the Supplier name entered on the top of the page if the supplier indicates the need for the check to be written out to a different name. Supporting documentation must be attached to the supplier record (such as an invoice or item on company letterhead). Also use this section to add multiple DBA names if you need to enter more than one Name for the Supplier. If this field is entered, it will print on the check.




Withholding Alternate Name: Use this section to enter the tax name that is on the W-9 if it is different than the business name on the W-9. This is used if the withholding name needs to be different for tax purposes. The name(s) entered here will be printed on the 1099 form that is mailed to the Supplier.

24. Enter general Supplier comments in the box provided. Information entered here will become part of the Supplier File.

The left-most icon allows for a larger window in which to add your comments. These comments will be saved to the Supplier file. The right icon allows you to Spell Check your comments.

Right Side on Bottom Half of New Supplier Request Page:




25. For the Supplier Location section, the number ‘0001’ will be set for the Location ID. 26. Enter a description for this initial Supplier location to define the payment method this

Supplier will default to. Most common options will be CHK, ACH or WIR.

27. The system should default to a Pay Method Option of ‘Default from a Higher Level’. It

should only be changed to ‘Specify’ if you want the Payment Method to default to ACH or Wire (WIR).

28. Enter a Payment Method from the dropdown (arrow) list if you need to specify ACH or WIR. • If ACH is chosen, the Layout Options should default to ‘Specify’.

o For Direct Deposit payments going to a bank account enter a Layout of ‘CTX’ for external Suppliers.

o For Payment Plus (PPL) Suppliers choose a layout of PPL. US Bank Payment Plus (PPL) Suppliers must be listed in US Bank’s Access Online as an acceptable PPL Supplier.

• If WIR is chosen, the Layout Option should be “use bank account default”




29. Supplier Bank Account Info

For ACH with CTX layout

For ACH with PPL Payment Plus layout

30. Enter Description (leave blank) 31. Enter Bank Name. 32. Enter Branch Name (optional). 33. Bank ID Qualifier will default on Supplier as 001. 34. Enter a valid Bank ID. This is the Supplier’s bank routing number. The system should

check the routing number to confirm it is in correct format. All routing numbers must be 9 characters long.

35. Enter a valid Bank Account Number and Type (Checking, Savings, etc.). 36. Enter Email ID: This will be the email address where Supplier ACH notification will be

sent.

Note: This is the email address used for ACH direct deposit payment advice.

Payment Method should match the one chosen in the Additional Payment Information section. Select the “email payment advice” box Enter a valid email address. If two people should be sent an email you can enter a semi-colon (;) with a space between email addresses and an email will be sent to all email addresses (e.g., [email protected]; [email protected]).






37. Enter 1099 Information on the page. This section will only be available if the Supplier is 1099 reportable and the withholding box is checked

a. Default Entity to ‘IRS’ b. Default Type to ‘1099’ c. Default Jurisdiction to ‘FED’ d. Select Default Class, select appropriate Withholding Class from list. e. 1099 Status will default to ‘NONE’. f. Enter TIN Type: ‘F’ FEIN -- Federal Employer ID Number or ‘S’ for SSN g. Enter Taxpayer Identification Number (‘FEIN’ or ‘SSN’) h. Withholding Control Name will default to ‘Capitalized first four letters of Supplier

Supplier Name OR withholding Supplier Name if withholding name is entered’. 38. This comment box is for communicating any relevant information to the Supplier Approval

team. An example might be to let them know why you needed to override the address. This field does not go to the supplier record.

39. Complete your Supplier Entry by selecting the button at the bottom of the

page. If you are waiting for additional information, save the Supplier and do NOT submit the Supplier for approval. For example, you may be waiting for the W-9 or other documentation to attach. When all information is provided you can go to the next step – submit for approval. The Checking for Duplicates functionality will happen at the time you click the SAVE button. If you see duplicates, confirm that you don’t have a duplicate Supplier before submitting the Supplier for approval.

IV. Submit for Approval

Press the button upon completion. The Checking for Duplicates functionality will happen again when you select this button. By this time, you will have been through this three times so you should have no surprises. The new Supplier Approval request will be sent to the Supplier Approval team for ‘approval’. The Supplier status will be changed from “not submitted” to “unapproved. You will no longer be able to edit the Supplier on this page.




The system will email you when the supplier is approved or sent back for changes/additional information. You will be able to find the Supplier and Supplier status on the New Supplier Entry Page. An “Approval History” link is provided after you submit the Supplier for approval. You can review the approval history by selecting this link but you will not be able to revise approved Suppliers on this page.

Supplier Status will switch to ‘approved’ after all data entered is deemed acceptable by the Approval Team. When a Supplier is ‘approved’, the system will take your data and add it to the ‘delivered’ PeopleSoft Supplier tables and email you that it is ready to be used on a transaction. There is the possibility that your Supplier entered will be ‘denied’. At that time, you will have the ability to make changes to the denied Supplier and resubmit. This Supplier cannot be used on a PO or Voucher transaction until approved. Reasons for denial could include

• Supplier Name entered incorrectly • Address Override not explained • W-9 not attached • Wrong tax id type (EIN/TIN) • Description fields not completed or incorrect

Approved and Created (Y/N) Flag indicates if this particular Supplier is ‘approved’ and ready for use.

V. Supplier Request Response - Approval Team Action The Supplier Approval Team core business hours will be between 8:00 am and 4:00 pm. They will do their best to provide a timely response (one business day) to your request during business hours. You can look for status of Suppliers by navigating to the New Supplier Request Page, select the “Find an Existing Value” button and select the search button. W-8 forms may take longer due to the additional IRS requirements to review.




A list of Suppliers should come up – you can select your Supplier to find the status.

1. SetID: Will be grayed out and default to ‘SHARE’. 2. Supplier ID: A Supplier ID can be entered for searching a previously entered Supplier. If that

Supplier has gone through the Supplier Approval work flow process and been ‘approved’, then all of the data you see on the screen will be ‘display only’. The Supplier ID field will link you to the regular Supplier Add/Update pages to make any potential changes you need to make.

3. Short Supplier Name: Can be used for searching a previously entered Supplier. If that Supplier has gone through the Supplier Approval process and been ‘approved’, then all of the data you see on the screen will be ‘display only’. The Supplier ID field will link you to the regular Supplier Add/Update pages to make any potential changes you need to make.

4. Click SEARCH.




VI. Appendix A - Supplier File Standards

The following standards have been developed as guidelines for adding new Suppliers or making changes to existing Suppliers in the PeopleSoft Supplier file. Adherence to these standards will help to ensure the integrity of the Supplier file. The standards are based on United States Postal Service Publication 28, Postal Addressing Standards. For more information including standard abbreviations for common address words, refer to this US Postal Service link to Publication 28: http://pe.usps.com/text/pub28/ . These standards also take in to consideration the IRS controls for matching FEIN & SS Numbers with the business name or individual name. All supplier entries are to completed using All CAPS for consistency purposes. Effective March 1, 2017, CLEAN ADDRESS functionality was added to the Supplier Address page. Clean address assists the user in entering valid US postal addresses. It is triggered when the tab key is used when entering data in the Supplier Address fields. Naming Standards 1. Individual Supplier names should be keyed with the last name first followed by a comma,

space, the first name, space, and the middle initial (if known), unless it is the name of a company. Example:

William Carter CARTER,WILLIAM Thomas J. Kelly KELLY, THOMAS J (with a space)

Ben Franklin Stoves BEN FRANKLIN STOVES 2. Hyphenated last names should be treated as one complete last name.

Example: Kim Evans-Rudd EVANS-RUDD, KIM

3. No punctuation marks should be keyed with the exception of commas to separate last

names from first names, commas on governmental units, and hyphenation marks that are part of a name. Apostrophes may be used when applicable. Example:

Kim Evans-Rudd EVANS-RUDD, KIM Goldwyn-Mayer Productions GOLDWYN-MAYER PRODUCTIONS Tiles, Inc TILES INC Village of Oregon OREGON, VILLAGE OF Joe's Shoe Repair JOE'S SHOE REPAIR

4. Titles of individuals should follow the individual’s first name.

Example: Dr. John Brown BROWN, JOHN DR Estate of Jeff Smith SMITH, JEFF ESTATE OF Paul Smith, Jr SMITH, PAUL JR Joseph Jacobs M.D JACOBS, JOSEPH MD

http://pe.usps.com/text/pub28/




5. Names of firms, corporations, and institutions are entered as written on the W-9 form

provided by the Supplier according to IRS controls. Example:

General Foods GENERAL FOODS A-1 Travel A-1 TRAVEL

6. A business name that begins with "The" should be entered with the business name, followed

by a comma, space, and the word "The". Example:

The Body Shop BODY SHOP, THE The Greenhouse GREENHOUSE, THE

7. The symbol '&' should be used instead of the word 'and'. It should be preceded by a space

and followed by a space. Example:

Marshall Field and Company MARSHALL FIELD & CO Crate and Barrel CRATE & BARREL Lewis and Lewis LEWIS & LEWIS

8. For foreign suppliers, please refer to the passport for the correct first and last name. This will

make 1042-S reporting much easier and reduces year-end cleanup.

9. Firm or corporate names beginning with phrases such as 'Bureau of', 'Board of', etc. are entered as written, with the exception of those referenced by location. Example:

Board of Education BOARD OF EDUCATION Board of Education - Teaneck, NJ TEANECK BOARD OF EDUCATION Chamber of Commerce Madison MADISON CHAMBER OF COMMERCE

10. State agencies, boards, and commissions will be entered into the Supplier table based on

the syntax used in the table of contents to the State of Wisconsin Blue Book (see appendix F). Example:

Insurance INSURANCE, OFF OF THE COMM OF Public Defender PUBLIC DEFENDER, OFFICE OF THE Corrections CORRECTIONS, DEPT OF

11. All major university campuses will be entered as UW <space> CAMPUS. Other university

affiliates will be entered with the campus name preceding the department or other unit. Making the campus department or unit name more specific will make it easier to find on the VNAM file. The name can wrap down to the Additional Name field. Example:

University of Wisconsin Madison UW MADISON University Extension UW EXTENSION University Oshkosh Business Office UW OSHKOSH BUSINESS OFFICE




University Stout Conference & Registration Center UW STOUT CONF & REGISTRATION CTR

12. Names of states should always be abbreviated using the standard two-character

abbreviation. Use US for United States; use USA for United States of America. Example:

Ill. State Geology Survey IL STATE GEOLOGY SURVEY Florida Orthopedics FL ORTHOPEDICS Wisconsin Academy Foundation WI ACADEMY FDN

13. Numerals should be kept in numeric form instead of being spelled out.

Example: 1501 Maple Building 1501 MAPLE BLDG

14. When using apartment numbers in addresses, it should be placed on the same line as the

street address and be preceded by the '#' sign. The '#' sign should be preceded by and followed by a space. The "#" sign should not be used as a secondary unit designator if the correct designation (such as apt or ste) is known. Example:

1501 Maple Ave Apt. 208 1501 MAPLE AVE APT 208 212 E. Washington Ste 400 212 E WASHINGTON STE 400 1645 Johnson St #232 1645 JOHNSON ST # 232

15. Street addresses preceded by a directional indicator should be abbreviated with no

punctuation marks. Example:

212 East Washington 212 E WASHINGTON 311 N. Hancock 311 N HANCOCK

16. Numeric street names should be kept in their numeric forms instead of being spelled out.

Example: Third Avenue 3RD AVE First Street 1ST ST

17. If an address contains a post office box, it should be abbreviated as 'PO Box‟ and placed on

a separate line within the address. According to postal regulations the street number should come first, followed by the apt. or suite number. The post office box should be the last item before the city. Example:

Apt 2 One South Parkway 1 S PARKWAY APT 2 Post Office Box 67 PO BOX 67

18. Never abbreviate the first word of a company or business name unless the name consists of

initials, name of a state, or with the following exceptions, Intl, Natl, & Amer. Example:

AT&T AT&T TCI Cablevision TCI CABLEVISION Wisconsin Office Supply WI OFFICE SUPPLY




International Computer Support INTL COMPUTER SUPPORT National Artcraft Company NATL ARTCRAFT CO American Modern Day Business AMER MODERN DAY BUSINESS

19. Always use zip codes and zip code plus four when known. State Abbreviations - Standard state abbreviations should be used as listed below:

Alabama AL Montana MT Alaska AK Nebraska NE Arizona AZ Nevada NV Arkansas AR New Hampshire NH California CA New Jersey NJ Colorado CO New Mexico NM Connecticut CT New York NY Delaware DE North Carolina NC Florida FL North Dakota ND Georgia GA Ohio OH Hawaii HI Oklahoma OK Idaho ID Oregon OR Illinois IL Pennsylvania PA Indiana IN Rhode Island RI Iowa IA South Carolina SC Kansas KS South Dakota SD Kentucky KY Tennessee TN Louisiana LA Texas TX Maine ME Utah UT Maryland MD Vermont VT Massachusetts MA Virginia VA Michigan MI Washington WA Minnesota MN West Virginia WV Mississippi MS Wisconsin WI Missouri MO Wyoming WY

Geographic Directional Abbreviations North N East E South S West W Northeast NE Southeast SE Southwest SW

http://www.50states.com/alabama.htm

http://www.50states.com/montana.htm

http://www.50states.com/alaska.htm

http://www.50states.com/nebraska.htm

http://www.50states.com/arizona.htm

http://www.50states.com/nevada.htm

http://www.50states.com/arkansas.htm

http://www.50states.com/newhamps.htm

http://www.50states.com/californ.htm

http://www.50states.com/newjerse.htm

http://www.50states.com/colorado.htm

http://www.50states.com/newmexic.htm

http://www.50states.com/connecti.htm

http://www.50states.com/newyork.htm

http://www.50states.com/delaware.htm

http://www.50states.com/ncarolin.htm

http://www.50states.com/florida.htm

http://www.50states.com/ndakota.htm

http://www.50states.com/georgia.htm

http://www.50states.com/ohio.htm

http://www.50states.com/hawaii.htm

http://www.50states.com/oklahoma.htm

http://www.50states.com/idaho.htm

http://www.50states.com/oregon.htm

http://www.50states.com/illinois.htm

http://www.50states.com/pennsylv.htm

http://www.50states.com/indiana.htm

http://www.50states.com/rdisland.htm

http://www.50states.com/iowa.htm

http://www.50states.com/scarolin.htm

http://www.50states.com/kansas.htm

http://www.50states.com/sdakota.htm

http://www.50states.com/kentucky.htm

http://www.50states.com/tennesse.htm

http://www.50states.com/louisian.htm

http://www.50states.com/texas.htm

http://www.50states.com/maine.htm

http://www.50states.com/utah.htm

http://www.50states.com/maryland.htm

http://www.50states.com/vermont.htm

http://www.50states.com/massachu.htm

http://www.50states.com/virginia.htm

http://www.50states.com/michigan.htm

http://www.50states.com/washingt.htm

http://www.50states.com/minnesot.htm

http://www.50states.com/wvirgini.htm

http://www.50states.com/mississi.htm

http://www.50states.com/wisconsi.htm

http://www.50states.com/missouri.htm

http://www.50states.com/wyoming.htm




Northwest NW Other Standard Abbreviations

Associates ASSOC Association ASSN Avenue AVE Board BD Boulevard BLVD Circle CIR Commission COMM Company CO Corporation CORP County Trunk CNTY TRK County CNTY Court CT Department DEPT Drive DR Foundation FDN Government GOVT Highway HWY Incorporated INC Institute INST International INTL Limited LTD National NATL Place PL Plaza PLZ Professional Corporation PC Road RD Route RTE Rural Route RR Service Corporation SC Street ST Suite STE Trail TR University UNIV

City Names Space between each of these cities

DE FOREST DE PERE DE SOTO EAU CLAIRE EAU GALLE FOND DU LAC LA CROSSE




LA FARGE LA VALLE LAC DU FLAMBEAU PRAIRIE DU CHIEN PRAIRIE DU SAC ST CLOUD ST CROIX FALLS ST FRANCIS ST NAZIANZ

No space in this city.

MCFARLAND International Addresses Much of the printing done within PeopleSoft, namely purchase orders and checks, are not formatted to the requirements of the post office. Therefore, if you are mailing outside the United States, you will most likely need to type a label for the foreign address. There is a website where you can look up how addresses should be formatted for each country International Addresses and Salutations. Here are the United States Postal Office General Requirements for International Addresses. The last line of the address block area must include only the complete country name (no abbreviations) written in uppercase letters. (Alternative format for Canada below.) Foreign postal codes, if used, should be placed on the line above the destination country. Some countries prefer that the postal code follow the name, while others prefer that it precede the city or town name. The following shows the order of information for the destination address: LINE 1: NAME OF ADDRESSEE LINE 2: STREET ADDRESS OR POST OFFICE BOX NUMBER LINE 3: CITY OR TOWN NAME, OTHER PRINCIPAL SUBDIVISION (e.g., PROVINCE,

STATE, COUNTY, ETC.) AND POSTAL CODE (IF KNOWN) (Note: in some countries, the postal code may precede the city or town name)

LINE 4: COUNTRY NAME (UPPERCASE LETTERS IN ENGLISH) The following are examples of properly formatted delivery addresses: MS JOYCE BROWNING 2045 ROYAL ROAD LONDON WIP 6HQ ENGLAND

MS JOYCE BROWNING 2045 ROYAL ROAD 06570 ST PAUL FRANCE

For mail to Canada, Canadian postal codes are always LNL NLN (Letter, Number, Letter, Space, Number, Letter, Number). MS HELEN SAUNDERS

http://www.bspage.com/address.html




1010 CLEAR STREET OTTAWA ON K1A 0B1 CANADA

GENERAL PRINCIPLES As a basis for discussion, let's begin by looking at a typical international address: JOE BLOGGS Person's name COMPUTER CENTER Department (if any) CURTIN UNIVERSITY OF TECHNOLOGY Institution or Company (if any) 309 KENT STREET Street Address (or Post Office Box) BENTLEY WA 6102 City Line (WA = Western Australia) AUSTRALIA Country Name It illustrates several points, all of which are discussed later in greater detail: Order of Presentation

In the USA, we write addresses in "minor-to-major" order, with the most specific (smallest) item (e.g., person's name) at the top, proceeding to the most general (largest) item (e.g., country name) at the bottom. This order is not necessarily used in other countries (e.g. Iran, Russia), but since we are sending mail from the USA, it might be safer to use it in all cases because our own postal service must process the address first.

The Country Name For domestic mail (mail within the USA), we omit the country name. For all other countries, we write the country name as the last line, by itself, in all CAPITAL LETTERS, with no accompanying notations such as postal codes, or hints as to which continent the country is on. We use country names consistently; they are listed in the USPS Index of Countries and Localities. In the USA and many other countries, postal sorting machines read and sort by the country name. Thus within each country, the country name list must be well-known and standardized.

According to USPS unless the country name is CANADA, the USPS does not read and does not enforce standards for any information that appears above the country. International mail from the USA to any country but Canada goes to a single location in that country for sorting and separation. Thus when sending mail from the USA to any other country we are free to format the address according to the requirements of the destination country (for mail to Canada, the addressing requirements conform to our own; for details see the Addressing Guidelines from Canada Post).

The City Line The line just above the country name shows the town, and sometimes the major subdivision of the country, known as the state, province, county, district, territory, land, shire, department, canton, prefecture, oblast, autonomous region, etc., depending on the country, and often a postal code to aid in automated sorting. We call this the City Line. Since the USPS does not read or care about this line (except in mail to Canada and the UK), it can and should be formatted as required by the destination country.

http://pe.usps.com/text/imm/immctry.htm


http://www.canadapost.ca/tools/pg/manual/PGaddress-e.asp

http://www.canadapost.ca/tools/pg/manual/PGaddress-e.asp

http://www.royalmail.com/personal/help-and-support/How-do-I-address-my-mail-correctly




A handful of national postal authorities now recommend writing postal code on a line by itself, above or below the city line (Ecuador, Ukraine, Hungary and now also the UK). In such cases, the "City Line" occupies two lines. As far as I can tell, this is a recent development and is largely ignored in many of the countries that recommend it (e.g. Russia). In any case, it makes formatting and parsing international addresses all the more complicated, and might also cause addresses to exceed address-line limits, where they did not before (e.g. for postal scanners, databases, forms, or window envelopes).

While the United States might ignore the destination city in international mail, other countries do not necessarily do so. For example, mail from England to Los Angeles is sent directly to Los Angeles, whereas a letter to New York goes on a flight to New York. The journey of a letter from Nome (Alaska) to Provideniya (Siberia), if sent westward rather than east, could be 23,000 miles shorter if the USPS processed the city line. The following table shows a sampling of City Line formats. Punctuation shown in the Format column is to be taken literally:

Format Examples town, province postalcode China, India town province postalcode USA, Canada, Australia postalcode town-province Brazil postalcode town, province México postalcode town (provincia) Italy postalcode town Most other European countries & ex-USSR town postalcode New Zealand, Israel, Thailand, Japan,

Singapore town, county Ireland (except Dublin) town postalcode UK, Russia, Ukraine, Kazakhstan, Hungary Postalcode town Ecuador town Hong Kong, Syria, Iraq

In the formats above, "province" stands for whatever each country calls its subdivisions (e.g., "state" in the USA), and often is abbreviated according to local postal standards. Here are some variables in City Line format, all of which are illustrated later in this document: Upper and Lower Case

The postal authorities of the USA, Canada, UK, and many other countries recommend that the City Line (and preferably the entire address) be written in ALL UPPERCASE. In the UK, the City Line (Post Town) and postcode should use only capital letters, but the remainder of the address can (but need not) be in mixed case.

State/Province In some countries (like the USA, Canada, and Australia) the province (state, county, etc.) is necessary, in others it is omitted, and in others it is either optional or needed in some cases but omitted in others.

Punctuation In some countries (like Ireland) punctuation must be used in the City Line, but in others (like the USA, Canada, and Australia), it should not be used.




Postal Codes Postal codes, in countries that have them, are usually numeric, sometimes containing a space or a hyphen. European postal codes can have an alphabetic prefix, denoting the country, separated by a hyphen (such as DK-1234 in Denmark), but this seems to be going out of style (see the Universal Postal Union for addressing in Europe). Canadian, UK, and some other postal codes contain mixtures of digits and letters. Depending on the country, the postal code can go in the city line (left or right of the city), above it, or below it. In most countries where the postal code is on the right, we separate it by two (2) spaces (unless it is really a zone, like "Dublin 4", and not a postal code).

For the lines above the city line, each country has its own standards, which are discussed to some extent in the sections on individual countries such as Cuba and México, but for details consult the postal authority websites of each country, which are accessible from the tables from the link above. For the purposes of international mail, the main thing is to get the country line correct so the USPS sends it to the right country, and city line correct so the main receiving depot in the country can route it to the right town or city, whose local post office will deal with the rest. When sending international mail:

1. The Country Line must be understandable by the USPS. Therefore, use the English name of the country (INDEX), not the local name, e.g. use GERMANY, not DEUTSCHLAND. To be more precise, use the same name the USPS uses for the country in the IMM, e.g. GERMANY and not FEDERAL REPUBLIC OF GERMANY.

2. The City Line must be understandable by the postal authorities in the destination country. When the town or province has an English name different from the real name (such as Cologne for Köln in Germany, or Vienna for Wien in Austria, or Prague for Praha in the Czech Republic, or Copenhagen for København in Denmark, or The Hague for Den Haag in the Netherlands), you should normally use the local name since the USPS does not pay attention to the City Line in most cases.

3. The lines above the City Line must be understandable by the destination post office. Do not attempt to translate the more specific parts of the address.

http://www.upu.int/en/activities/addressing/postal-addressing-systems-in-member-countries.html

http://www.upu.int/nc/en/activities/addressing/postal-addressing-systems-in-member-countries.html

http://www.upu.int/nc/en/activities/addressing/postal-addressing-systems-in-member-countries.html





VII. Appendix B – Supplier Reporting Elements

Supplier Reporting Elements ideally are selected by the Supplier from choices available on a Form W-9 or W-8.

Supplier Classification Description Comments Attorney Attorney or Corporation of

Attorneys Hint – PO is for legal services or invoice states for legal services or settlement. Tax hint – Special reporting is required for payments to or including attorneys and corporations of attorneys.

Corporation C Corporation/LLC S Corporation S Corporation/LLC

Corporation Or LLCs designated as a corporation United States Corporations only

Hint – Indicated by “Inc.” in Supplier name but not always accurate. Secure a W-9. Tax Hint – The type of Corporation determines tax reporting. Attorneys and Medical Corporations are not exempt from reporting.

Employee Current active Employee of UW Institution. Employee classifications should NOT be entered as Suppliers in SFS.

Hint – Procedures should be in place at each institution to verify if new Supplier is an employee. If an employee, they should NOT be entered as a Supplier for payments for services. Standards will require you to use the expense module for reimbursements or payroll system to pay employees for services.

Individual/Sole Proprietor Individual or Individual doing business by another name.

Hint – Use business name as Supplier name when Supplier is “doing business as”.

Nonprofit An entity designated by the IRS as a non-profit entity. For example, an organization exempt from tax under section 501(a).

Secure a W-9.

Other Other is indicated on the W-9 to self-identify a Supplier that does not fall into any other category.

Hint – Only use this category if the Supplier has self-identified as Other on the W-9. This should be rarely used.

Partnership Partnership/LLC

Only a United States registered LLC. LLC = Limited Liability Company

Hint – LLC is NOT automatically considered a Corporation. Secure a W-9. Tax Hint – LLCs are tax reportable unless they are a corporation.




Supplier Classification Description Comments Outside Party Outside Party is no longer

used. Hint - Use of the Outside Party classification will be phased out as reporting elements are gathered from Suppliers. For new Suppliers do not use Outside Party. Secure a W-9 to determine which category Supplier falls into .

Additional Notes: Student Supplier Classification: UWSA policy (Policy 235-Personal Services Payments) allows “Service is provided by a UW System student and the student receives a one-time payment of $100 or less per calendar year. In such circumstances, students are deemed independent contractors of the institution to which the service is provided.”

Contractor Type Description Comments Educational Institution All educational institutions. Schools, High Schools

Colleges and Universities. Does not include UW Institutions.

Foreign Supplier Business Entity with headquarters outside the United States

Intergovernmental A local agency, board, commission, committee, council, department, or public body created by constitution, statute, ordinance, rule, or order.

Hint – All U.S. Municipalities, Counties, States, State Agencies, U.S. Federal Government and Federal Government Agencies. Includes all UW-Institutions.

Large Supplier To be defined – not currently used

Small Supplier To be defined – not currently used

Wisconsin Certified Minority Supplier

A Wisconsin Certified Minority Supplier as indicated on the Supplier survey or other documentation.

Wisconsin Certified Woman Owned Minority Supplier

Wisconsin Certified Woman Owned Minority Supplier as indicated on the Supplier survey or other documentation.




Contractor Type Description Comments Wisconsin Certified Woman Owned Supplier

A Wisconsin Certified Woman Owned Supplier as indicated on the Supplier survey or other documentation.

WI Certified Sheltered Workshop

An occupation-oriented facility operated by a not-for-profit corporation, which except for staff, employs only handicapped persons. Indicated on the Supplier survey or other documentation

Woman Owned Description Comments Woman Owned Business A Woman Owned

Business that is not WI Certified.

Indicated on the Supplier survey or other documentation

Other Preference Program

Description Comments

Other Certified Minority Businesses

Minority Suppliers certified by other entities, i.e. other states, counties, cities or US federal government agency.


Self-Certified Minority Business

A self-certified minority business is an entity that has not formally

HUB Zone Description Comments HUBZone Historically Underutilized Business Zone (HUB Zone)

A designation from the Small Business Administration that identifies disadvantaged geographical areas in which the federal government encourages commerce.


Small Disadvantaged Description Comments Small Disadvantaged Business

A firm that has registered with the federal government as an SDB and most likely could apply for a Minority Business certification but has not.





registered for Small Disadvantaged Business as a Minority Business but wishes to claim their minority status.

VSOB – Veteran Owned Description Comments Other Veteran Owned Small Business

Veteran Owned Small Business. A designation from the Small Business Administration that identifies businesses principally owned by veterans, with whom the federal government encourages commerce.


Service Disabled Veteran Owned Small Business

A designation from the Small Business Administration that identifies businesses principally owned by veterans disabled during their service, with which the federal government encourages commerce.





VIII. Appendix C – W-9 Standards

The most current version of the IRS Form W-9 should be shared with suppliers. The current version is October, 2018. Alt Withholding Name: Name on Line 1 is the Withholding Name that must be used to match to the TIN. Supplier Name: Business Name on Line 2 generally must be the name on the Supplier file to match invoices and purchase orders. Remember to select the correct TIN Type. EIN is F, Social Security Number is S. A mismatch occurs when the TIN does not match the name or the TIN type is not correct.




Individual/Sole Proprietor can be either a Social Security Number or Employer Identification number. Limited Liability Company – if Supplier selects C (Corporation), supplier is not 1099 reportable. If Supplier selects P (Partnership) or D (Disregarded Entity), Supplier is 1099 reportable. LLC (Non-Corporations) may have an EIN or an SSN. We must rely on the Supplier to follow IRS instructions. If the SSN is given, the Withholding Alternate name must be an Individual’s name when the Supplier name is a business name. W-9 forms should be signed and dated within the last 2 years. The IRS requires either a physical signature or an authenticated digital signature (such as DocuSign); font signatures on fill-in forms are not acceptable.




IX. Appendix D – W-8 Standards

Use Form W-8BEN for individuals and Form W-8BEN-E for entities.




The IRS requires a completed, signed form for all foreign suppliers. The form needs either a physical signature or an authenticated digital signature (such as DocuSign); font signatures on fill-in forms are not acceptable. If the W-8BEN-E has any boxes checked under Part I, Item 5, make sure that the referenced part is also completed. Example from second column of Part I, Item 5:

1042-S Withholding and Reporting for Foreign Vendors

Category of Foreign Recipient (Code)

Customs / Immigration Documentation Required for Payment

Tax Documentation / Withholding Tax Reporting

Foreign individual or entity payment for goods only

N/A No withholding. Any relevant taxes assessed at the border. W-8 required for vendor setup.

No reporting

Individual (16) Artist or Athlete (22)

Copy of original passport picture page (national ID). Visa or Visa Waiver. I-94, plus Homeland Security stamp in passport or ESTA and Homeland Security stamp in passport.

With complete W-8BEN and 8233 and treaty exempt: no withholding. Must have US TIN - or have applied with Jose

Form 1042-S Exemption Code 04

Corporation (15) Copy of original passport picture page (national ID). Visa or Visa Waiver. I-94, plus Homeland Security stamp in passport or ESTA and Homeland Security stamp in passport.

With complete W-8BEN-E and treaty exempt: no withholding. Must have US TIN or have applied with Jose.


Individual (16) Corporation (15) Artist or Athlete (22)


With complete W-8 documentation but not treaty exempt: 30% withholding.


Individual (16) Corporation (15) Artist or Athlete (22)


Without complete documentation (missing TIN and not applied for): 30% withholding. W-8 required for vendor setup.


Government (19) Exempt Organization (20)


If international exempt complete W-8EXP: Must have US TIN - no withholding


Since this box was checked, Part XVI must also be completed and included in the scanned attachment.




Basic Foreign Supplier Scenarios: A. No work to be completed on US soil. Foreign TIN or ITIN is not mandatory but should be

entered if available. Attach the W-8 and enter a statement such as this in the comments box on the supplier request:

B. Payments to all foreign individuals for work on US soil. It is recommended to attach a copy

of the passport, visa stamp, and W-8 form since all this information must be included with the PIR request.

C. 30% withholding is required for foreign individuals who are in the US unless claiming tax treaty benefits. To claim tax treaty benefits, the following must be met: 1. Foreign individual must have a valid US TIN. If recently applied for: attach completed

Form W-7 with Acceptance Agent’s signature. 2. A completed Form 8233 must be attached.

D. If the Supplier provides a foreign TIN: Do not enter in the Additional ID Number fields unless there is a specific Addition ID Number Type which matches the form. (Do not select TIN or EIN: those are only for US ID numbers)

Form 8233 is used to claim tax treaty withholding exemption.




The US government is very interested in funds leaving the country. Foreign suppliers should be checked on the Office of Foreign Assets Control (OFAC) website to verify they are not on the Sanctions Lists. https://sanctionssearch.ofac.treas.gov/

Related helpful links: UW System policy on payments to Non-Resident Aliens

https://www.wisconsin.edu/uw-policies/235-attachment-7-requirements-for-payments-to-nonresident-aliens/ https://www.wisconsin.edu/uw-policies/download/related_documents/235/Attachment-%238.pdf

UW Madison-Supplier tax reporting flowchart

http://www.bussvc.wisc.edu/acct/tax/RequiredTaxFlowchart.pdf

https://sanctionssearch.ofac.treas.gov/

https://www.wisconsin.edu/uw-policies/235-attachment-7-requirements-for-payments-to-nonresident-aliens/

https://www.wisconsin.edu/uw-policies/235-attachment-7-requirements-for-payments-to-nonresident-aliens/

https://www.wisconsin.edu/uw-policies/download/related_documents/235/Attachment-%238.pdf

http://www.bussvc.wisc.edu/acct/tax/RequiredTaxFlowchart.pdf




X. Appendix E – IRS TIN Mis-Match All Suppliers should be validated in the IRS database. Access through IRS.GOV > tax pros > access e-Services

Sample interactive matching request page:

Sample Results page (returned instantly):




To get registered for this IRS on-line matching program (two steps) Step 1: Campus reps apply to become a user of IRS e-services at http://www.irs.gov.

Click button on upper right side of webpage.

Click button in the picture in middle of the page for Online tools for tax professionals

Go down to e-Services Applications section and click on TIN Matching.

Click on button.

Click on Click Continue button to go through list of needed information.

http://www.irs.gov/




Click Yes if you are ready to proceed.

Click Yes if you are ready to proceed.




Campus reps need to supply the following info to complete e-services on-line registration: • Legal name (verified with IRS & SSA records) • Social Security Number (verified with SSA records) • Date of birth (verified with SSA records) • Telephone number • E-mail address • Adjusted Gross Income (AGI) from either your current year or prior year filed tax return (verified from IRS records) • Username • Password and PIN • Reminder question to recover a forgotten username • Home mailing address (verified from IRS records).

After receiving your application, the IRS will issue a confirmation code to you via the U.S. Postal Service. You must log back into the e-services web site within 28 days of your registration submission and enter this confirmation code to complete the registration process. Step 2: UWSA adds campus rep as a delegated user under the UW System’s EIN. UWSA will need: • Legal name • SSN • Telephone number • Email address • Location (Campus Address) Once UWSA adds campus rep, name/TIN matching can begin.




XI. Appendix F – Employee Search Procedures should be in place at each institution to verify if new Supplier is an employee. If an employee, they should NOT be entered as a Supplier for payments for services. Standards will require you to use the expense module for reimbursements or payroll system to pay employees for services. A. Process to Look up Suppliers in employee database

1. Login to HRS 2. Navigate to:

Main Menu>Workforce Administration>Personal Information>Legacy Person Search 3. Enter the tax id number in the “National ID” field and click search

You are looking for recent or currently active employee status. If the inquiry comes back with an active employee record, a supplier cannot be set up to pay for services; the payment must go through payroll. See Policy 235-Personal Services Payments for more information.




B. Request Access to Employee Lookup in HRS.

Oracle Identity Manager (OIM) 11g- Requesting Entitlements for HRS

This document details the process of using Oracle Identity Manager (OIM) to request roles that provide access to information in the Human Resource System (HRS).

1. Click here to log into OIM.

2. If you are requesting entitlements for yourself, click on the Catalog icon. Note: If you are submitting this request on behalf of another user, see Oracle Identity Manager (OIM) 11g - Search for Other Users to View/Request Entitlements before proceeding. If you are making this request on behalf of multiple users, see Oracle Identity Manager (OIM) 11g - Requesting Access for Multiple Users on Behalf of Another User.

3. Next to the Catalog Search icon (the magnifying glass), the default value is All. Click on the drop-down arrow to change the Catalog Search icon to Entitlements. DO NOT CHOOSE "Roles". To search for the Entitlement, enter Person View Only, and click the Search icon ( ). [A list of catalog entitlements displays]

4. Choose the HRS~HR Person View Only and click Add Selected to Cart or hit Add to Cart for individual entitlements. The message, 'Items added to cart' displays. Also, look at the shopping Cart icon to see the number of items listed. Note: The Sort By field defaults to Entity Type which is not in alphabetical order. To sort the results alphabetically, click on the drop-down arrow to change the Sort By to 'Display Name'.

https://oim.iam.wisconsin.edu/

https://kb.wisc.edu/hrs/internal/page.php?id=45682







5. When you have added all the entitlements that you need to your cart, click Checkout.

6. The Cart Details screen displays. o If desired, fill out the justification field with an explanation of why the access to this

information is needed. o If you wish to delay the provisioning of this access until a later date, fill in the

effective date field. The justification and effective date fields are optional. For more information on using the effective date field, see Oracle Identity Manager (OIM) 11g- Set the Effective Date to Prevent Loss of HRS Access Due to Job Transfer .

o The supervisor field is mandatory. When you have entered information into the fields or determined that you do not need to, click on next to the supervisor field to choose your supervisor.

7. In the "Select Supervisor" pop-up window, the default search option is User Login. To choose a different search option (e.g. Last Name), click on the drop-down arrow, then enter your search criteria (e.g. Smith). To execute the search with your criteria, click the Search arrow ( ).

https://kb.wisc.edu/helpdesk/page.php?id=45672






8. In the User Results section, click on the desired supervisor's name to highlight it, then click the Select button. (You are returned to the Cart Details screen, and the name of the selected Supervisor displays)

STOP: If you have multiple appointments with the UW System you need to take additional steps at this point. See Oracle Identity Manager (OIM) 11g- Request HRS Entitlements for Employees with Multiple Jobs . If you do not have multiple appointments with the UW System, please proceed to step 9 on this page.

9. You should now be ready to submit your request! Click the submit button. Note: If you

do not see the submit button, close the extra tabs within the application and then go back to the catalog tab.






10. Once you have submitted your request, you will arrive to a Request Summary page.

Your request has successfully submitted!

Once your request has been submitted, you are ready to complete the Compliance Agreement. See Oracle Identity Manager (OIM) 11g- Complete the Compliance Agreement After Requesting Entitlements



Documents

University of WisconsinSystem SFS Business Process AP ... · NOTE: With the 9.2 upgrade, most suppliers have been moved to the SetID ‘SHARE’. The only exception is UWMSN (Madison),