Subject: Improvement in Payment Process for Non-Vendor Payees
From: Campus Broadcast <[email-masked]>
To: Campus Broadcast <[email-masked]>
Date: Mon, 11 May 2015 20:06:17 +0000

[http://contentz.mkt6170.com/ra/2015/15865/05/22630205/GMSLogo.jpe]
Dear Colleagues,

In our ongoing effort to improve the accuracy and timeliness of payments, beginning Monday, May 18, Accounts Payable will require that if you are submitting a Miscellaneous Request form, each payee is set up as a Supplier (with a valid SUP-XXXXXXX ID) in GMS.  Accounts Payable will begin processing all miscellaneous payment requests as Supplier Invoices beginning May 18, with the exception of Banner payments.

Because certain payees do not require tax reporting, the following miscellaneous payees will not be required to submit a W-9 form through the Salesforce Supplier Portal but must be set up as Suppliers via the process outlined in the online instructions<http://links.georgetown.mkt6170.com/ctt?kn=2&ms=MjI2MzAyMDUS1&r=NzgyMDgzMjk1MTMS1&b=0&j=NTYxMDQzMzA0S0&mt=1&rt=0>.

  *   Non-Service stipend recipients that are U.S. Citizens for tax purposes (Non U.S. Citizens must provide a W-8BEN and all other required documents)
  *   Student reimbursements
  *   Non-employees receiving reimbursements for travel and other expenses
  *   Petty cash custodians
The requester is responsible for confirming that payees are set up in Workday as a Supplier before the payment can be processed.   If you are unable to view the ‘GU Find Supplier’ report in GMS, you may look up existing suppliers on the GMS website<http://links.georgetown.mkt6170.com/ctt?kn=4&ms=MjI2MzAyMDUS1&r=NzgyMDgzMjk1MTMS1&b=0&j=NTYxMDQzMzA0S0&mt=1&rt=0>, under the Chart of Accounts section<http://links.georgetown.mkt6170.com/ctt?kn=1&ms=MjI2MzAyMDUS1&r=NzgyMDgzMjk1MTMS1&b=0&j=NTYxMDQzMzA0S0&mt=1&rt=0>.

If your payee is not set up as a Supplier, please request a Supplier ID from the Tax Department.  Click here for instructions on how to process a Supplier ID request<http://links.georgetown.mkt6170.com/ctt?kn=2&ms=MjI2MzAyMDUS1&r=NzgyMDgzMjk1MTMS1&b=0&j=NTYxMDQzMzA0S0&mt=1&rt=0>.   Please send requests for new suppliers directly to the Tax Department and make sure to include the appropriate remittance information.

These Suppliers will be set up in one of two new Supplier Categories, and will only be paid using the following Spend Categories as appropriate.

  *   Non-Reportable Students: this category is limited to U.S. Individuals and payments to the following Spend Categories:
     *   Supplies - Student Reimbursement (S0760)
     *   Non-Service Stipend (no tax) (S0189)
     *   Travel & Bus - Airfare - Domestic (S0325)
     *   Travel & Bus - Airfare - International (S0326)
     *   Travel & Bus - Baggage Fee (S0365)
     *   Travel & Bus - Cabs, Parking, Metro, Tolls, Bus (S0265)
     *   Travel & Bus - Car Rental (S0327)
     *   Travel & Bus - Credits for Travel (S0262)
     *   Travel & Bus - Hotel & Lodging - Domestic (S0328)
     *   Travel & Bus - Hotel & Lodging - International (S0329)
     *    Travel & Bus - Meals & Incidentals (S0364)
     *   Travel & Bus - Mileage Reimbursement (S0330)
     *   Travel & Bus - Miscellaneous (S0331)
     *   Travel & Bus - Registration, Abstract, and Other Fees (S0332)
     *   Travel & Bus - Space Rental - Event/Meeting (S0371)
     *   Travel & Bus - Train (S0333)
     *   Travel & Bus - Travel Agent Fees (S0334)

  *   Reimbursements: limited to Spend Categories hierarchy: "Travel & Bus"
     *   Travel & Bus - Airfare - Domestic (S0325)
     *   Travel & Bus - Airfare - International (S0326)
     *   Travel & Bus - Baggage Fee (S0365)
     *   Travel & Bus - Cabs, Parking, Metro, Tolls, Bus (S0265)
     *   Travel & Bus - Car Rental (S0327)
     *   Travel & Bus - Credits for Travel (S0262)
     *   Travel & Bus - Hotel & Lodging - Domestic (S0328)
     *   Travel & Bus - Hotel & Lodging - International (S0329)
     *   Travel & Bus - Meals & Incidentals (S0364)
     *   Travel & Bus - Mileage Reimbursement (S0330)
     *   Travel & Bus - Miscellaneous (S0331)
     *   Travel & Bus - Registration, Abstract, and Other Fees (S0332)
     *   Travel & Bus - Space Rental - Event/Meeting (S0371)
     *   Travel & Bus - Train (S0333)
     *   Travel & Bus - Travel Agent Fees (S0334)

  *   Petty Cash
     *   Petty Cash Disbursement (S0453)
You should continue to submit Miscellaneous Payment Forms following the same process as before and Accounts Payable will process the invoices in GMS.  Please e-mail [email-masked]<mailto:[email-masked]> with questions related to non-taxable recipients.  Standard procurement suppliers and recipients or reportable payments still need to follow the W-9 Supplier Portal process in order to be set up in the system.

Thank you for your attention to this matter.

Sincerely,

John Kotwicki
Associate Vice President for Tax & Special Assistant to the Vice President of Finance
[http://links.georgetown.mkt6170.com/open/log/22630205/NzgyMDgzMjk1MTMS1/0/NTYxMDQzMzA0S0/1/0]