MEMORANDUM. WM Colleagues Ruth Gilliam, Director Accounting Operations IMPORTANT: CARDINAL UPDATE February 25, 2016

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1 Financial Operations, Accounting Operations Director 1314 S Mt. Vernon Avenue Williamsburg, VA Ph / Fax MEMORANDUM TO: WM Colleagues FROM: Ruth Gilliam, Director Accounting Operations SUBJECT: IMPORTANT: CARDINAL UPDATE DATE: February 25, 2016 Dear Colleagues, We are live with Cardinal!! The AP and Procurement Offices are working diligently to create the vendors in Cardinal, eva and Banner to ensure continuity of processes. I want to thank you in advance for all the assistance you are providing the AP and Procurement staff and ensuring the COV Substitute W-9 is completed timely and accurately. As I told you during the training sessions, I did not have all the answers but that together we would learn the details and expectations from DOA regarding what they needed and how timely they may work with us. Like any new implementation we are experiencing challenges, therefore I feel it s necessary to revisit some of the topics and offer clarification. 1. Interview Candidates Cardinal has informed us that they will not set up candidates as a one-time vendor. Candidates must provide a COV Sub W-9 in order to receive travel reimbursements. 2. How to use apvendors@wm.edu All COV Sub W-9s (and W-8s) for fiscal vendors must be sent to the apvendors@wm.edu. The AP and Travel Offices can no longer accept W9 s attached to the Vendors Payment Request Form (VPRF) or Travel Expense Reimbursement Vouchers (TERV). If you do not send the W9s to the address; you are delaying the vendor create process. 3. How long does it takes for Cardinal to respond? Cardinal is taking up to 7 days to respond to our vendor package (COV Sub W-9 and Vendor Maintenance Forms). They are overwhelmed given the Wave 2 implementation for all remaining agencies. I feel this is just a transitional period issue. Once things normalize, their turnaround time should decrease to a more acceptable timeframe. 4. Foreign Nationals W-8s The process to create a foreign national record is the same as a US Citizen. The IRS W-8 Form must be sent to the apvendors@wm.edu . Do not send W-8s to the Payroll office. The Payroll office will not accept this form nor would they give it to the Accounts Payable office. I need to have a method to track the receipt of all requests and the only way I can do that is if I receive all documents using one method only. For those of you seeking assistance from Payroll with a foreign national and the tax assessment, please continue to contact the Payroll office to start that process; however, the W-8 must be sent to AP via the address provided above. These are two different processes managed by two different offices. The requests to both offices should be simultaneous. For those of you that attended the training sessions hosted on campus, as promised enclosed please find the list of questions asked and the corresponding answers. This should help clarify the process and requirements. Remember, if

2 you need additional training, the AP office will come to your department and provide the training to your group. Otherwise you can sign up for the AP monthly training sessions as we have incorporated the Cardinal changes. ACCOUNTS PAYABLE TRAINING: CARDINAL IMPLEMENTATION VENDOR TYPE: PROCUREMENT Where do we go to see if the vendor is registered in eva? Below is a link that the public can view (no sign in required) and perform a search in eva: Also, a report can be generated to look by name and TIN (TIN is the best way to look up a vendor). Log into eva: Reports and Resource Center --> General Vendor Information --> I want data for one vendor --> Vendor Tax ID. We cannot submit a requisition until the COV Sub W-9 is received and sent to Procurement? Correct, the COV Sub W-9 must be received first. What about vendors over $5,000 (such as a request for quotes)? Procurement will work with the department. A COV Sub W-9 is not needed until the bid has been awarded. For contracts that have specific payment dates listed, do we still hold the payment until the COV Sub W-9 is received? We cannot submit a requisition until the COV Sub W-9 is received and sent to procurement. Are honorariums and speakers a Procurement vendor? No, they do not need to be put into eva. They are considered fiscal vendors. Do individuals need to register in eva? Yes. If they provide a service to W&M, then they need to register. Reach out to the individual to self-register. If they do not, you will need to follow the new Procurement process to register the vendor in eva. FYI - Independent Contractors are considered Procurement vendors. Will the contracts need to state that a COV Sub W-9 is needed before a payment can be made? If you created your own contract it would be a good idea to include the information. Procurement has already updated the contracts. Do speakers with agreements over $5,000 need a PO? Speakers are not required to be entered into eva. If you have a speaker agreement over $5,000, please submit the agreement and the completed addendum to procurepresenter@wm.edu. Regarding Procurement, how do we handle Foundation payments, vendors that are charted with W&M? Will need to discuss at a later date because fiscal vendors are currently going to be handled by AP to obtain a Cardinal Id. If the vendor is registered in eva, thus also in Cardinal, do we still need to provide the COV Sub W-9? If the vendor is not currently in Banner, the COV Sub W-9 will still be needed for 1099 reporting purposes and the Banner set up. What fees are associated with a vendor who self-registers? The registration fees have been waived. There is only a 1% transaction fee that is capped at $500 for SBSD certified small vendors and $1,500 for non-sbsd certified small vendors per order. More information may be found at: Do independent contractors need to register in eva? You need to attempt to get them to register. If they will not self-register Procurement will have to register them. Send your requests to evavendor@wm.edu. Do you need a Cardinal ID for refunds?

3 No, they will be exempt from the process. The 930 will be terminated in Banner and if a refund needs to be processed the AP manager will have to lift the termination date. If a payment other than a refund is requested, a COV Sub W-9 will be needed to un-terminate the vendor and obtain a Cardinal ID What do we do about PO's being rejected because they need a COV Sub W-9? Follow the new processes which may be found under 'Need to use a non-registered eva vendor' at: A vendor has always been self-registered in eva, but now they are not in eva. Why? After our go live date, it was found there are a few eva self-registered/state-entered vendors in the eva vendor database that are found not to have a valid COV Sub W-9 on file with the Cardinal Vendor Group (CVG). If this is the case, AP will contact you requesting a COV Sub W-9 for that vendor. Otherwise, there could be various reasons. Examples include: vendor did not pay their eva transaction fees and are now deactivated, or vendor chose to deactivate their eva account. For vendors that we have paid before and are in eva/banner, do we need to obtain a COV Sub W-9? More than likely no, but this will vary and be on a case by case basis. What do I do if I have a PO already opened prior to the new Procurement rules? Change orders will not be processed for previous Ad Hoc vendors please contact Marra Austin at maaustin@wm.edu for guidance on how to proceed. For local vendors exempt from eva, do I need to do a paper PO? If you mean local government vendors that are not required to be entered into eva because they are classified as government to government transactions, you would not need a paper PO to accompany your payment request - just the necessary documentation AP would need to process payment. Can we assume that if a vendor has a Cardinal ID, that they are in eva? No, they could have been a fiscal vendor which does not require a PO. VENDOR TYPE: FISCAL Do faculty need a COV Sub W-9? The Accounts Payable office only processes reimbursements for active faculty and staff. Therefore faculty and staff do not need to have a COV Sub W-9 because they are not required to have a Cardinal ID. However, if you are issuing a payment to the faculty member other than a reimbursement then you are required to provide the COV Sub W-9. Also, be mindful that if the payment is for a FORMER employee or staff, a COV Sub W-9 will be required. Are COV Sub W-9 s needed for students? Students and employees do not need to submit a W-9. However, if they are receiving income they are treated like a vendor and will need to provide a COV Sub W-9 for 1099 reporting. Since we cannot see that a vendor is in Cardinal and has a Cardinal ID in Banner, how do we know if a COV Sub W-9 is needed? AP will reach out to you if a COV Sub W-9 is needed or you can send an to rgilliam@wm.edu to check for you. Do interview candidates requesting reimbursement need a COV Sub W-9? Yes, Cardinal requires a COV Sub W-9 for all candidate reimbursements. Do REU s (Research Experience for Undergraduates Non W&M students summer program) need a COV Sub W-9? Yes, because they are considered a vendor and not a student. Do we still complete a VPRF? Yes. Documentation requirement for payment processing remains the same. Do we use the 930 # or the Cardinal ID #? The 930 # will still be used as most departments will not know what the Cardinal ID is (limited access to FTMVEND). What about travel reimbursements for candidates, lecturers, and volunteers?

4 Yes, Cardinal requires a COV Sub W-9 for all payments to the above individuals. How do I send the COV Sub W-9 to AP if the vendor does not want me to it? You can use Box.wm.edu however Cardinal requires us to the COV Sub W-9. Is a COV Sub W-9 required for an honorarium payment? Yes, because they are 1099 reportable, the COV Sub W-9 is needed to verify the person's social security number. Is a grant sub awardee a fiscal vendor? Yes. You must obtain a COV Sub W-9 to create in Cardinal and Banner. What do we do about former students/faculty/staff that have a 930 but are not registered in Cardinal? Need to obtain a COV Sub W-9 and submit to apvendors@wm.edu. Do student groups and organizations need to have a Cardinal ID? Yes, if they have their own tax Id number. If not, they will be setup under the W&M 930# with the student org name under the remit address. Student payments that are tax reportable or employees that are providing a service not related to their job (like a band) will need to provide a COV Sub W-9 to obtain a Cardinal Id. What about paying another department like VIMS? A check will need to be cut for transactions between WM and VIMS. For all other WM departments a JV will be prepared to transfer funds between departments. The only way to prepare a check is if the affiliate has its own tax id number and can provide us with a COV Sub W-9. Do you need a Cardinal ID for travel reimbursements? For students and employees, no. For visitors and speakers, yes. If the old W-9 was submitted and the vendor has been paid before in Banner, do I need to obtain a COV Sub W-9? You may if the vendor is not already registered in eva, especially if this is a vendor you used to adhoc. If the vendor is already in Banner more than likely a Cardinal ID was obtained during the mass upload. AP will reach out to you if a Cardinal ID does not exist. Can I still submit the COV Sub W-9 with the TERV or VPRF? No, we need the COV Sub W-9 ASAP. Send to apvendors@wm.edu. REQUIRED FORMS Is the COV Sub W-9 required now or Feb 1st? They were required effective Dec 1st. Our vendors need to have a Cardinal ID prior to Feb 1st, otherwise a request will have to be submitted to CVG to obtain one. Do you need original signatures on the COV Sub W-9? Original signatures are not needed, we can receive the form via . The forms cannot be signed electronically by the vendor. Will the VPRF change any? Do you need the Cardinal ID on the form? No. The VPRF will not change and the Cardinal ID is an internal number that does not need to be on the VPRF. Continue to use the Banner 930. Who do we sent COV Sub W-9 s to? apvendors@wm.edu Will the Banner ID be replaced by the Cardinal ID? No, still use the Banner ID. The Cardinal Id will be used behind the scenes. Are 8 accounts exempt from the new processes regarding Cardinal and eva? No, the process is the same whether it is an 8 account or not. If the tax Id matches in Banner, do I use that 930? Yes. The Tax ID number is the number that ties all systems (eva, Cardinal and Banner) Can I bypass these new processes if I use the SPCC?

5 Yes, and if the independent contractor accepts the SPCC (under $5,000) you may process via credit card. Please attach both the fully signed Independent Contractor form and receipt to the SPCC transaction. Do we need to know the Cardinal ID? No. The Accounts Payable Office needs to confirm the vendor has a Cardinal ID number prior to processing an invoice. Are the COV Sub W-9 and the Vendor Maintenance form on the AP website? The COV Sub W-9 is on the AP website, however the Vendor Maintenance form is not because this is to be filled out by the AP department only. Do we complete the Vendor Maintenance form? No, the form is to be completed by the AP department. However when you send the W-9's to apvendors@wm.edu, please give a description of the payment (this is required by CVG to determine if the vendor is a fiscal or procurement vendor). Procurement vendors cannot be sent to CVG If another state agency set up a vendor in Cardinal, do we still have to request a new Cardinal ID? No, however a COV Sub W-9 is required to create the vendor in Banner. Does a Vendor Maintenance request form have to be filled out if the vendor is already in Cardinal? No, however the Vendor Maintenance request form is to be filled out by AP only. What about Foundation vendors, do they need to have a Cardinal ID? Yes, we share the same vendor database. You will need to submit COV Sub W-9's to apvendors@wm.edu. Can I send the COV Sub W-9 early? Yes, as soon as you know that you will be doing business with a Vendor, send the COV Sub W-9 to get the process started. Do not send COV Sub W-9's with the VPRF, send them to apvendors@wm.edu if they are a fiscal vendor and list in the what the payment is for (needed by CVG to determine if the vendor is fiscal or procurement) Can the vendor or student send the COV Sub W-9's to AP (apvendors@wm.edu)? No, only the department paying the vendor should submit COV Sub W-9's to AP. Where do you go to check for a Cardinal ID? FTMVEND, however not everyone has access to this screen. e-payables To reimburse students, can they sign up for e-payables (ACH) with Wells Fargo? If not payroll related, then yes. If the vendor does not accept SPCC, then can they sign up for e-payables through Wells Fargo? Yes, continue to use the SPCC as required by procurement. However if the vendor does not accept SPCC, they can receive either a check or signup for e-payables. Can independent contractors sign up for e-payables? Yes, continue to use the SPCC as required by procurement. However if the vendor does not accept SPCC, they can receive either a check or signup for e-payables. Are the current vendors being contracted for on-boarding with Wells Fargo? Yes, however we are not sure what the process will be for our new vendors that are not currently being solicited. We will let you know the process as soon as we find out. If a vendor is paid by ACH or Ghost Card, how will they know what we are paying them for? The vendor will receive remittances with the invoice and account number. Do we refer vendors that are interested in ACH to AP? Yes, Amber Brown or Ruth Gilliam If the vendor accepts credit cards, why would we pay with the Ghost Card instead of SPCC? Payments by Ghost Card would only be for payments over $5,000 which are not allowed on the SPCC Are student electronic deposit forms for ACH with Wells Fargo? No, they are a payroll form and are not related to vendor payments

6 If the vendor does not accept SPCC, then what? Give the vendor the Wells Fargo form to see if they would like to be paid by Ghost card, ACH, or check. How do vendors signup for ACH? Give us the vendor s information and we will forward it to Wells Fargo. Debt Set Off What do I do when a vendor calls regarding debt set-off? You can go to the vendor payment screen (FAIVNDH) to explain to them how much money was sent to taxation and how much was sent to the vendor. We will not know why the money was taken, they will have to call taxation. Will the CDS letter go with the check? No, it will be sent within a few days after the payment goes out.