how to look up a vendor - The University of Tennessee at Chattanooga

Report
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Departmental Administrative Specialist
should verify that the vendor is not an
existing vendor using XK03 in IRIS.
All NEW vendors must complete the following
forms PRIOR to start of work:
1. W-9 & Minority Status
2. Worker Classification Questionnaire (ONLY for
Independent Contractors or Individuals)
3. Vendor Payment Selection Form
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Make sure Name is the only item here.
Check appropriate box MUST be
completed. We cannot help them
complete the form.
Here is where DBA (Does Business As) goes, if none leave blank.
Address goes here that matches their tax information.
It is not the remittance address and cannot be a P.O.
Box.
Social Security Number for Individual
Federal Tax ID Number for Company/Business
“DO NOT” enter both.
Make sure Vendor has signed and dated.
If Individual/sole proprietor is checked a WCQ
(Worker Classification Questionnaire)must be
completed.
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If they are an
individual have
them check “No”.
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WCQ
(Worker Classification Questionnaire)
This Form is ONLY needed for Individuals
or Independent Contractors. Companies DO
NOT need to fill out this form.
THE WCQ can be found at:
http://acctspayable.tennessee.edu/w9/forms/Workers%20Classification%20Questionnaire.pdf
UTC Disbursements Website
under Vendor Creation Forms
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THIS MUST BE SIGNED IF YOU COMPLETED PAGE 4 and/or PAGE 5
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WCQ & T-27 FOR STUDENTS
• On page 3 of the WCQ the bottom check mark indicates
that approval from financial aid is required to be attached
to WCQ for any Student (current or future term).
• When a T-27 for a student is submitted there are two
requirements:
1. T-27 must identify payee as a student; this should be
written on the top of the form.
2. T-27 must be signed by Financial Aid authorizing
payment prior to submission. (eventually going to a
smart form)
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
The following payment methods and terms are available to University
vendors.
◦ E-Payables – This is the university’s preferred method of payment. The
terms for E-Payables are net and the vendor will be able to process these
payments as soon as their invoices are approved in accordance with policy.
NET (Payable immediately); IRIS CODE “E”
◦ Direct Deposit (ACH) – If the vendor is unable or unwilling to accept Epayables as a method of payment, the university prefers to pay them via an
electronic payment directly into their bank account. NET 30 (Payable in 30
days); IRIS CODE “A”
◦ Check – This is the most expensive method for the university to pay
vendors and will only be permitted in special circumstances and requires
approval from the Treasurer’s Office. The payment terms for this method
is NET 40 (Payable in 40 days). IRIS CODE “C”
Vendor Payment Selection Form can be found at:
http://acctspayable.tennessee.edu/w9/forms/vendor%20payment%20selection%20form.pdf
UTC Disbursement Website under Vendor Creation Forms
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If a NEW vendor chooses NOT to complete the Payment Selection
Form or desires to have check payment the department will have
to contact Cindy Stockdale in the UT Treasurer’s Office at
[email protected] to request an exception.
The email should explain why the vendor request payment by
check only. IF the Treasurer’s Office allows the exception the
department will scan the exception email from the Treasurer’s
Office with the Vendor Payment Selection Form and this two page
document will be attached in IRIS.
If this form has banking information filled in then the form
should be:
 uploaded in IRIS (for new vendor request or requesting remit address)
 faxed (if updating a 1 address or only adding this form to the vendor),
 Fax # is on the bottom of the form
 DO NOT email, due to confidential data, UNLESS it is a “refused” form for an
EXISTING vendor.
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This form should be SHREDDED
once it is received by Treasurer’s
Office or uploaded in IRIS
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Fax form. DO NOT EMAIL.
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
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The next time you pay an independent contractor or an
individual the departmental administrative specialist should
verify that all forms have been updated. Updated forms can be
verified using IRIS transaction ZAP_VENDOR_ATTACHMTS.
If forms are not updated you must have:
 W-9/Minority Status Form
 WCQ
 Vendor Payment Selection Form-we should encourage vendor to select
either E-payables or ACH payment option. If they wish to stay with
check payment they should complete the form and indicate “refused”
and sign it. In this situation attach the “refused” form and email to
[email protected] along with updated W-9/Minority Status
Form and the WCQ.
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
WCQ does NOT need to be filled out for a company.

A new W-9/Minority Status Form must be completed
when making any vendor changes.

Vendor Payment Selection Form-we should encourage
vendor to select either E-payables or ACH payment
option. If they wish to stay with check payment they
should complete the form and indicate “refused” and sign
it. In this situation attach the “refused” form and email to
[email protected] along with updated
W-9/Minority Status Form.
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
Upload ALL forms to IRIS when:
◦ Requesting/Creating a Brand new vendor (1 number)
◦ Requesting/Creating a Remit Address (2 number)

E-mail Forms to AP_VENDOR
(except the Vendor Payment Selection Form)
◦ When the only update to a vendor is adding the WCQ
◦ When need to change a “1” address that does not match W9. If you have a vendor payment form to go along with this
update, do not e-mail the Payment form, refer to it in the
email by indicating a fax is on the way.

Fax (only the Vendor Payment Selection Form)
◦ When you request a change in the “1” address, reference in
the e-mail that this form is being faxed
◦ When the only update to the vendor is this Payment Form
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XKO3-DISPLAY VENDOR
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Input the vendor number in this field.
It can be a “1” or a “2” number but
only a “1” number should be
submitted on an invoice.
Next click on the green icon to check all the boxes.
Then press “Enter” OR click on Green Check.
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Click the Match box
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If you know the Tax ID
Number enter here
If you know the vendor name
you can enter name or partial
name using wild cards (*).
If you know the PO Box you
can search by PO Box.
Once you’ve made an entry
then click the green check.
If you know the vendor
address you can search by
address OR you can search
just by postal code.
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What if I found a vendor number
but it begins with a “2”?
How can I find the “1” number?
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Query for Alternate Vendors
 I have a vendor that begins with a “2”
 These are not vendor numbers they are remit to
address numbers
 When you have only the “2” you need to find the “1”
number in order to do this you can use
Y_DEV_17000025 - Query for Alternative Vendors
 Enter the “2” number and it will tell you the “1”
number it is connected to
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If you have a “2” remittance number
and you need to find the “1” vendor
number for your invoice you can use
this transaction to find it.
Enter the “2” number here.
Then click on the clock.
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The vendor number will
appear here.
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SUBMIT A VENDOR
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SUBMIT A VENDOR
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SUBMIT A VENDOR
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SUBMIT A VENDOR
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SUBMIT A VENDOR
Services of
Object:
To attach
documents
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ATTACHING THE FORMS
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SUBMIT A VENDOR
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SUBMIT A VENDOR
Write this
number down
and keep it
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IRIS TRANSACTIONS
XK03
- Search for/display vendor
- Locate payment method/terms
- View current WCQ attached
ZAP_VENDOR_ATTACHMTS- Identify the documents that are attached
ZXK1
- Create vendor request
ZXK5
- Resubmit vendor request
Y_DEV_17000025
- Locate the “1” number to a “2”
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