1. Copying Supplier Invoices
2. Payments to Non US Citizen Informational Session
3. Year End
4. Supplier On-Boarding
5. Purchasing News
We have noticed a small “glitch” in the Workday supplier invoice whereby the tax withholding does not update if you are copying a supplier invoice and change the supplier from a Non-U.S. Citizen to a U.S. Citizen. This may result in erroneous tax withholding on the payment. If you are using the “copy” feature, please be sure you are copying from a source supplier invoice that uses a U.S. vendor without tax withholding. If you then change it to a Non-U.S. Citizen it will work as expected.
Reminder, if you are unsure if a suppler is a U.S. or Non-U.S. Citizen, you can “right click” on the supplier name. Click “See in new tab” and then you can view the “Supplier Category”. Supplier Category will state “Non-U.S. Citizen” if applicable.
2. PAYMENTS TO NON U.S.-CITIZEN INFORMATIONAL SESSIONS
The Finance Office is offering informational sessions related to paying Non-U.S. Citizens. Registration is via Success at Wes here. Note, the first session is this Thursday.
A Guide to Navigating Payment Processing for Non-U.S. Citizens
Are you uncertain about making payments to non-U.S. citizens? This session offers a comprehensive discussion of the various types of payments made to non-employee, Non-U.S. citizens. This includes students and guest speakers, and will also cover the complexities of payments to agents and royalty recipients. Specifically, the session will outline the specific Workday process, tax determination and documentation needed to process a payment. Location: Hybrid Session Date(s): • April 3rd, 11:00am – 12:00pm, Zoom • April 22nd, 2:00pm – 3:00pm, Usdan 108
3. YEAR END
It is not too early to begin thinking about year end! The annual year end memo will be distributed soon. However, the following items are things you can begin thinking about now:
PCards –be sure to bring all of your expense report reconciliations and pcard verifications current.
Workflow backlog – All documents will need to be processed by year end.
OneSource – Please review any outstanding receiving and mark any items that have been received as such.
Prepaids – If you have an invoice that pertains to next fiscal year but needs to be paid in this fiscal year, create the supplier invoice as normal with two additional steps: 1) Check the checkbox right before the “Memo” field on each line labeled “Prepaid”. 2) Tab over to the “Prepaid Details” tab and enter a “Prepaid Amortization Type” of “Schedule”. In some situations (use of certain spend categories) you may receive an error message related to the prepaid amortization type. If you receive that message then uncheck the Prepaid checkbox and just add the prepaid worktag in the “Additional Worktags” box.
If the payment is being made on an expense report or PCard verification, there is no equivalent checkbox. However, we have created an additional worktag that will drive the accounting to a prepaid expense. Simply type the word “Prepaid” in the Additional Worktags box and add it to this field.
The following year end seminars are being offered. Additional information, including zoom links, will be forthcoming.
Tuesday May 6th at 11a
Wednesday May 14th at 1:30p
Thursday May 22nd at 10a
Tuesday June 3rd at 11a
Wednesday June 11th at 2p
Thursday June 18th at 10a
As mentioned in the January 2025 newsletter, the University is moving to a new system for supplier onboarding. This system is delivered by PaymentWorks and will not only provide the University with a more streamlined entry point for suppliers, but will also provide University staff with more transparency into the status of the onboarding. In addition, PaymentWorks has the technology to verify banking information with external parties. Therefore, this will also be used for vendor changes, replacing the current Service Now process. We are anticipating to “go live” the week of April 21. Additional information, including training/demo opportunities, will be provided.
Please see attached Purchasing News for information related to receiving quotes via OneSource and a vendor spotlight on Adorama. In addition, as mentioned in the year end section, please review for any outstanding receiving on any OneSource orders.