Controller s Office Supplier Training September 12, 2017

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1 Controller s Office Supplier Training September 12, 2017

2 Discussion Topics Supplier Maintenance Types of Suppliers How to Request a New Supplier How to Update a Supplier How to Find a Supplier in Payment Request

3 Supplier Maintenance The Tax department, within the Controller s Office, has the responsibility for the Supplier file. New supplier setups and supplier updates will be processed within TWO days of submission. The supplier file is the starting point to getting a supplier paid in PeopleSoft. VERY IMPORTANT!! All correspondences pertaining to suppliers should be sent to the supplier mailbox: apsupplr@mailbox.sc.edu.

4 Types of Suppliers Employee/Student Suppliers Current USC employees or students Outside Party Suppliers Individuals or entities within the United States International Suppliers Individuals or entities outside of the United States

5 How to Search for a Supplier Here is the navigation to search for a supplier: Main Menu Suppliers Supplier Information Add/Update Review Suppliers The default SetID should be USC01. Ways to search: (1) Select Contains and enter one word for the name OR (2) Select Contains and enter part of the address OR (3) Select Tax Identification Number or Employee Identification Number and enter the TIN/SSN or VIP number.

6 How to Request a New Supplier If you can t find the supplier in the PeopleSoft system, please have the supplier complete the Supplier Information Packet and submit it to the Tax Department by apsupplr@mailbox.sc.edu by fax at (803) by mail: 1600 Hampton Street, Controller s Office 6 th Floor, Columbia, SC The Supplier Packet can be found at: Within the two day deadline, you can check the Review Suppliers screen to see if the supplier is approved.

7 How to Request a New Supplier Supplier Information Form Section 1: Company Information Name, Address, Telephone #, and Fax # Section 2: Business Status Information Size Status Section 3: Order and Remit Contact Information this information is for Procurement and Accounts Payable Section 4: Signature Area

8 How to Request a New Supplier W-9 This form is most important in setting up a domestic outside party supplier. Line 1: Official name submitted to IRS Line 2: DBA name Line 3: Classification of the individual/organization (very important) Line 4: As required Line 5 & 6: Physical location of the organization Part 1: Individual: SSN; Business: Federal ID # Part 2: Signature

9 How to Request a New Supplier Employee/Student Form This form is most important in setting up a student or an employee as a supplier. The VIP number is needed to distinguish the students/employees from a regular individual. Please make sure to check whether the individual is a student or employee. Please notify us of any updates to information with a new form.

10 How to Request a New Supplier W-9 or Employee/Student Form Notes: Affiliates who are not employees of the university must complete a W-9. If the individual is an employee or student and they are receiving a reimbursement, you will submit the Employee/Student Form. If the individual is an employee or student and they are receiving a stipend, award, or honorarium, you will submit a W-9. If an individual is providing a service to the University, you will submit a W-9. Please specify on the form what type of payment the supplier will receive. Please verify addresses that include an apartment number to ensure payment is received.

11 How to Request a New Supplier W-8BEN This form is for foreign individuals only. Line 1: Name of individual Line 2: Country where the individual is a citizen Line 3: Physical Address of individual Line 4: Optional, i.e. lockbox address Line 5: Tax ID # Line 6: Foreign Tax ID # Line 7: Invoice # or Account # Line 8: Date of Birth Lines 9 & 10: Claim of Tax Treaty Benefits Please make sure the individual sign and date the form.

12 How to Request a New Supplier W-8BEN Notes: If the individual DOES NOT have a Federal Tax Identification number and the services were rendered WITHIN the United States, they will be taxed 30% of the invoice total amount, which will be withheld from their payment. If the individual DOES NOT have a Federal Tax Identification number and the services were rendered OUTSIDE the United States, we cannot tax the individual 30%. If the individual has a Federal Identification Tax number, they will not be taxed the 30%.

13 How to Request a New Supplier W-8BEN-E This form is for foreign entities or organizations.

14 How to Request a New Supplier International Wire Transfer Form This form is for foreign individuals, entities or organizations. This form is used to wire the funds for foreign individuals, entities, and organizations. This form should be included with the supplier packet. Please specify the correct currency for the payment per the invoice.

15 How to Request a New Supplier ACH Form This form is optional depending on how the supplier chooses to be paid. Federal Tax ID # Supplier Name and ACH contact information Banking Information Bank Name & Address Check Checking/Savings Routing Number (from check not deposit slip) Account Number Authorized Signature and Telephone #

16 How to Request a New Supplier All forms that include Social Security numbers and/or Banking information should be faxed to (803) or mailed to the Controller s Office. All other forms can be ed to APSUPPLR@mailbox.sc.edu. Please also attach any supporting documentation with the request. The following link will direct you to the page where you can find the forms:

17 How to Update a Supplier If a supplier s physical address is changing, we will need a new W-9 or Employee/Student Form in order to update the supplier. If the supplier needs a new remit address, you can send a screenshot from the invoice of the address or forward the from the company stating the remit address needs to be changed. Please do not request a remit to address in comment section when making a payment request Departments should contact the supplier team about a new address before a payment request is entered. If the banking information changes, a new ACH form is required to update the information in PeopleSoft. Any updates must occur before the payment request is submitted. If this procedure is not followed, it may hold up the payment process.

18 How to Find a Supplier in Payment Request Here is the Supplier Information section: Country: you have to change the country in order for the supplier to populate on this page. Supplier ID: enter the supplier ID number or Search for the supplier ID number through the hourglass. Once the country is chosen and the supplier ID is entered, then you can click Search.

19 Upcoming Training Opportunities Journal Entry/ Journal Voucher September 14, 9-10am AP Upload September 19, 9-10am Cash and Travel Advances September 21, 9-10am

20 Where to Find the Resources Referenced in this Presentation

21 Where to Find the Resources Referenced in this Presentation Controller s Website General Accounting: Procedures and Forms for many processes - more being added

22 Contact us: General Accounting Resources

23 Questions

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