Echeck changes for Jan. 2013

What will change?
 Effective January 2013, the eCheck/eTravel System will
no longer use social security numbers.
 Rather than using SSNs, each record will be identified
by a unique vendor number (VN) maintained within
the Unified Vendor Database.
 VN’s will only be used within procurement and
payables processes.
 The UGAMart process is not changing. Vendors are
already required to submit a vendor profile form
before being synced for use in UGAMart.
What will change?
 Vendor search function in eCheck and eTravel will
include employees and individuals.
 Users can create a check request or travel authority
without knowing the employee or non-employee’s
Phase II
 Phase II will begin on December 20, 2012
 The eCheck/eTravel system will go into maintenance
mode at 11:00 on December 20, 2012. Users will be
unable to create check requests or travel
authorizations until January 2, 2013.
 Campus users should make personnel aware that any
requests or authorizations using SSNs should be
routed to Accounts Payable prior to December 20,
 On January 2, 2013, SSNs will no longer be accepted.
Phase II continued
 January 2013 the “Type of Request” drop down menu on eCheck
will be updated to only include the following choices:
 Customer Refund (refund to individuals from funds collected, i.e.
chapel rental, conference/workshops hosted by UGA, etc.)
Pymt to Non-Employee
Employee Reimbursement
Non-resident alien
Petty Cash
Employee Group Travel
Payment of Goods <=$100 (things like journal subscriptions)
Research Participants <=100
Vendor Payment
Phase II Continued
Online Vendor Registration
 Alternative to the paper vendor profile form.
 Primary method for vendors (companies & non-
employees) to submit their required payment information
to UGA.
 Employees SHOULD NOT complete this process for the
creation of their vendor number. Employee VN’s are
generated in the eCheck system.
 eCheck requests for refunds to students or customers
(where a fee has been collected) or other non-vendor
payments will not require submission of a vendor profile
form. An example of this would be returning the collection
of registration fees for a conference if a participant had to
What will change in the eCheck system?
Everything still looks the same when you log in
to the eCheck system.
Everything still looks the same when you log in to the
Now, a “Vendor
Search” button
New “Request
Payment” is
selected for
After selecting the type of
request, click on the “Vendor
Search” button.
The vendor search window
will pop up. Key in the
vendor name that you are
looking for in the empty
white box.
The search box also contains a
drop down menu that will
allow the check request
initiator to select if this entry
is a company, non-employee,
or employee. The system
automatically defaults this to
“All.” It can be changed by
the initiator if desired.
The system brings back the
vendors that we have that
currently meet the criteria
of the name that you
entered. Find the
appropriate address and
select it double clicking on
the vendor name
highlighted in blue.
The vendor number
populates the remit to
section and the initiator
can continue to the
“Direct Departmental
Inquiries To” section.
Paying a reimbursement to an
For this
example we
will use
ent” for this
travel check
After selecting the
appropriate type of
request, click on the
“Vendor Search” button.
Here we have entered
the employee name
and changed the
dropdown menu to
reflect that the
individual is an
The search returns a “No Results
Found” message. Employees also
have to be assigned a new vendor
number. This will only occur the
first time an employee is being
paid. After the employee is
assigned a vendor number, they
will display in the vendor search
field. We will view that in a
moment. For now, we need to get
Sarah Garner added into the
vendor database. Since we
received the “No Results Found”
message, we need to click on the
“Request an Employee Vendor”
option just above the vendor
search field.
A new pop-up box will
appear titled “Request
Employee Vendor.”
Enter your employee’s
name in the white box.
Enter the employee’s
name (last name then
first name) and click
You should be returned a
list of employees to
choose from. The home
department of the
employee and the MyID of
the employee will be
returned to you. Once
you have located the
correct employee, click
You will receive a
message to wait 60
seconds and retry the
vendor search. Close the
“Request Employee
Vendor” search box.
Go back to your
Vendor Search box
and search for the
employee again.
The employee entry now
exists. Click on the
employee’s name in blue to
add it to the request.
Vendor number
information has been
populated for the traveler.
What about travel authorities?
The travel
now has a
Search” butto
The first thing an initiator needs to do when creating
a travel authorization is to click on the traveler search
button and look for the traveler. Note: Non-US
citizen travelers will not have to complete the
registration process that generates a vendor number.
Once the initiator
clicks on the traveler
search box, they will
have to indicate if the
individual is a nonemployee or employee.
For this example, we will enter a nonemployee by the name of Sonya
Collins. Once we search, it will
return a vendor record for her below.
Click her name in blue to add the
individual to the travel authorization.
Vendor numb
information f
Sonya Collins
has been
What if a non-employee does not
exist in the database?
Helpful hint: When
searching for individuals or
employees, do not enter a
comma between the last
and first names.
If your non-employee doesn’t exist
in the database, you will get the “No
results found” message. At that
point, you should contact the nonemployee and direct them to the
vendor registration site to complete
the process.
The travel authorization will not be
able to be finished until the
registration process has been
Here is a travel authorization for an
This time, the initiator
enters the name of an
employee and changes
the drop-down box to
The search returns
identifying information
for the employee. To
select this employee,
the initiator should
click the name in blue.
has been
retrieved fo
the employe
What if the employee that is
traveling isn’t in the vendor
database yet?
Here we see an employee
that we have searched for
that is not in the database.
We get the “No Results
Found” message. The next
step is to “Request an
Employee Vendor
Number” by clicking here
The new “Request
Employee Vendor” box
pops up. Enter the
employee name and
click on search.
Remember, enter the
last name first.
The employee name
appears with identifying
information. Click select
to add the employee to
the database.
The initiator will receive
the message that the
vendor creation is
underway. This box
should be closed.
If you return to the
traveler search box and
search again, the travelers
information will display.
Click on the name in blue
to add the traveler to the
travel authorization.
 You only have to add an employee to the database
once. Once a vendor number (VN) has been
created for that individual, you will not have to
request another one!

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