Disbursement Services Processes

Supplier MaintenanceCentral Routing and Approvals for Vouchers

Voucher Payment Types

LaCretia Bell Director, Disbursement Services

Supplier MaintenanceDepartment Responsibilities

1. Search for Supplier’s information in EFS: Supplier>Supplier Information>Add/Update>UM Review Suppliers

ORSupplier>Supplier Information>Add/Update> Review Suppliers

Supplier MaintenanceDepartment Responsibilities

2. Complete appropriate forms: Obtain signed W-9 from

supplier(W-8BEN (E) for foreign)

Complete Independent Contractor Authorization Form (if applicable)

Complete Supplier Authorization / Change Form

Authorized Signature 1/1/2099

Taxpayer Forms

Payment reason

Special Instructions/Comments

PO DispatchEliminated

Fax

Requester / department

Supplier MaintenanceDisbursements Responsibilities

• Review documents for completeness– Check for duplicate suppliers in EFS

• Search supplier debarment records– Federal SAM (System for Award Management) database– Minnesota MMD (Materials Management Division)

• Search supplier in diversity databases– Central Certification Program (Hennepin / Ramsey County)– UMN Office of Business & Community Economic Development– National Minority Supplier Development Council

• Search Dun & Bradstreet DUNS database

Supplier MaintenanceRequired Data – Each Supplier

• Supplier Name• Supplier Classification• TIN/SSN• Taxpayer Entity Type• DUNS Number• Diversity Supplier Certifications• Ordering Address• Ordering Contact and Phone• Ordering Method (email, fax,

phone, or U.S. mail)• Order Email/Fax (as applicable)• Payment Terms

• Remit Address• Payment Method (Check, ACH)• Bank Routing/Account (ACH)• Remittance Advice Contact• A/R Contact and Phone• Default Handling Method• Tax Jurisdiction (MN/USA)• Expected 1099 Trans. Type• Entertainer Tax Review Flag• 1042S Tax Review Flag• Alternate Taxpayer Name (as

applicable)

Voucher ProcessingCentral Routing and Approval

• MN Entertainer Tax w/h 2% of gross ≥ $2000• Foreign Non-Resident Aliens up to 30%

Voucher ProcessingWire Transfers

• Restricted to foreign payments• Department submits all required

documentation to Disbursement Services• Actual wire payments created and payment

processed through Wells Fargo system• Vouchers created in EFS to record payment

and adjusted to account for any currency conversion variances

Voucher PaymentsDaily Pay Cycle

• US Bank/Visa solicits vendors for VCard (voluntary and preferred method of payment)

• Vendors opting out of VCard are contacted for ACH

Questions?