introduction - - wisconsin.edu · web viewthe symbol '&' should be used instead of...

University of Wisconsin SystemSFS Business Process

AP – New Supplier Request Entry

Table of Contents

I. Validations prior to Supplier Entry..................................................................................................3

II. Add and Complete New Supplier Request Entry...........................................................................7

III. Submit for Approval......................................................................................................................19

IV. Supplier Request Response - Approval Team Decision –...........................................................19

V. Appendix A - Supplier File Standards..........................................................................................21

VI. Appendix B – Supplier Reporting Elements.................................................................................31

VII. W-9 Standards.............................................................................................................................34

document.docx of 36



New Supplier Request Entry OverviewUW campuses (with some exceptions) will be using a ‘shared’ Supplier file. When entering any new ‘SHARE’ Supplier in SFS, the process will always start with the use of the New Supplier Request page. After entry, the person entering a new Supplier will submit their entry to be reviewed by a Supplier Approval team who are responsible for maintaining the consistency and integrity for a Supplier’s data so that it can be shared appropriately across multiple campuses.

The associated New Supplier Approval process will make use of PeopleSoft work flow to make sure that new Suppliers added to the Shared Financial System follow the appropriate data standards. We are following standards that are in line with those developed by the Department of Administration (DOA) for the State of Wisconsin accounting system. These standards are based on the United Postal Addressing Standards making use of the Clean Address bolt-on application that assists in adhering to USPS address standards. We must also take into consideration the IRS controls for matching Federal Tax Identification Number (FEIN) and Social Security numbers with the business name or individual name. Refer to “Appendix A”.

Process Frequency

New Suppliers are entered on an as needed basis. This process is usually initiated by the need to procure a particular good or service from a new Supplier.

Dependencies Having the correct security to access this page.

Assumptions All new SHARE Supplier entry will start from this page.

Responsible Parties

The institutions are primarily responsible for Supplier Entry but a central Supplier Entry approval team is responsible for the integrity of this data and making sure that data standards are followed.

Alternate Scenarios

None

document.docx of 36



I. Validations prior to Supplier Entry

The Supplier Entry staff will be responsible to collect and research Supplier information before entering the new Supplier on the Supplier request page.

A. Collect W-9 from the Supplier. Prior to entering a new SetID SHARE Supplier on the New Request page staff will be required to collect a W-9 from the Supplier. .

B. Check TIN on IRS Online Matching web site. The purpose of the matching program is to allow participants to check the TIN furnished by Suppliers on their W-9 against the name / TIN combination that the IRS has on file. When UWSA submits 1099-Misc tax information to the IRS, the IRS sends back a list of Suppliers where the combination of our Supplier name / TIN does not match up with the IRS’s records. For Suppliers on the list, we are required to send letters requesting a completed W-9, and campuses then update the Supplier files. If Suppliers do not return updated information, a hold payment and a comment is placed on the Supplier file to indicate that an updated W-9 is needed before making a future payment. If we do not get updated information, we are required to backup withhold at a rate of 28% (see IRS Publication 1281 for further details). The mismatches result in hours of follow-up, both centrally and at the campuses to correct these problems. The IRS assesses penalties ranging up to $100 per mismatch.

Users of the program can submit name / TIN requests in a bulk file, or on a real-time interactive page. UWSA has a program to send bulk file requests on a regular basis, however, campus representatives can be added under our UW System EIN to access to the interactive program to check W-9 information from Suppliers BEFORE the Supplier is entered into the system. This program is for 1099 purposes only but we do recommend checking all Suppliers prior to entering new Suppliers in the system.

The matching program will help avoid TIN errors, penalties, and reduce the number of backup withholding notices required under IRS code. It will also assist in keeping the SHARED Supplier File consistent and manageable. The IRS does not currently charge a fee for the TIN Matching Program.

Sample interactive matching request page:

document.docx of 36



Results page (returned instantly):

To get registered for this IRS on-line matching program (two steps)

document.docx of 36



Step 1: Campus reps apply to become a user of IRS e-services at http://www.irs.gov/.

Click tab on upper right side of webpage.

Online tools for tax professionals on the left side of the page.

Click on the left side of the page and .

Campus reps need to supply the following info to complete e-services on-line registration: • Legal name (verified with IRS & SSA records)

document.docx of 36



• Social Security Number (verified with SSA records) • Date of birth (verified with SSA records)

• Telephone number

• E-mail address

• Adjusted Gross Income (AGI) from either your current year or prior year filed tax return (verified from IRS records)

• Username. • Password and PIN.

• Reminder question to recover a forgotten username

• Home mailing address (verified from IRS records).

After receiving your application, the IRS will issue a confirmation code to you via the U.S. Postal Service. You must log back into the e-services web site within 28 days of your registration submission and enter this confirmation code to complete the registration process.

Step 2: UWSA adds campus rep as a delegated user under the UW System’s EIN. UWSA will need: • Legal name

• SSN

• Telephone number

• Email address

• Location (Campus Address)

Once UWSA adds campus rep, name / TIN matching can begin.

C. Confirm Supplier is not already entered in SFS. Navigation: Suppliers > Supplier Information > Add/Update > Review Suppliers

document.docx of 36



The reason for this is to make sure the Supplier you will be entering does not already exist in the system. Keeping the SFS system free of ‘Supplier duplicates’ allows for more accurate use of our Supplier data and creates less confusion for those that have to work with this data.

Use this page to enter Supplier information you have and press the Search button to see if the Supplier you want already exists in SFS. **It is recommended that you search for ONE criteria at a time (i.e. Tin OR Name OR withholding TIN, etc). If you enter information in multiple fields on this page the system will search to find that ALL criteria matches and it may not bring back the result you are looking for. A list of possible Suppliers will display underneath the Search and Clear buttons and, if you see the one you want in the system already, you can click the icon that allows you to go to Supplier Maintenance and make use of the existing Supplier immediately.

If you do not find the Supplier navigate to the New Supplier Request page. Note: The ‘Add Supplier’ link should be used to add SHARE Suppliers. Always navigate to the New Supplier Request page to add a new Supplier.

a. NOTE: With the 9.2 upgrade, all suppliers have been moved to the setid ‘SHARE’. The only exception is Madison and they will remain on the original setid. Checking for duplicate Suppliers does not go across setids.

II. Add and Complete New Supplier Request Entry

Navigation: Suppliers > Supplier Information > Add/Update > New Supplier Request OR Navigation: Accounts Payable > Accounts Payable Center > Suppliers > Add/Update > New Supplier Request

1. Click the tab.

Vendor

document.docx of 36



2. SetID: Will be grayed out and default to ‘SHARE’.3. Supplier ID: The Supplier ID value will be grayed out and default to ‘NEXT’ to allow for

Supplier ID auto-numbering. 4. Select Persistence: The default is ‘Regular’ but there are other options that may be

appropriate for the Supplier. The choices that are available are: ‘One-time’ - For this option the Supplier Status will be updated to ‘Inactive’ after the

first payment is made. ‘Regular’ - The Supplier will be purged from the database at some future time. This is

usually the DEFAULT Supplier. ‘Permanent’ - Will not be able to purge the Supplier from the database ‘Single Pay’ - This type of Supplier is used with AP Single Payment Vouchers and

enables a master Supplier ID to be used for multiple payee names and addresses. In this process the Supplier name and address is entered directly on voucher. Note: Single Payment Suppliers cannot be used for transactions that are 1099 reportable.

5. Click .

document.docx of 36



TOP Half of New Supplier Request Page:

1. SetID: Will be grayed out and default to ‘SHARE’.2. Supplier ID: The Supplier ID value will be grayed out and default to ‘NEXT’ to allow for

Supplier ID auto-numbering. 3. Enter Supplier Name: Enter the Supplier Business name as it appears on the W-9 in all

caps.

Use the Supplier File Standards found in the Appendix A. There are 40 characters available for this information.

Example:Circuit City = CIRCUIT CITY Robert Cooper = COOPER, ROBERT (with or without a space as determined by Supplier Approval standards)

4. Enter Additional Name: This field can be left blank or used to enter a Sole Proprietor name if preferred. There is no search on the Additional Name field when using the ‘review Suppliers’ page. If this field is used, follow the Supplier File Standards found in the Appendix A at the end of this document. Sometime in the future, name2 will be included on the Supplier checks. If you need checks made out to a different name than entered here, then use the payment alt name section located under the address section of this page.

5. A default will be automatically set for Supplier Short Name: This field will be grayed out and the default value set will be the first 10 alphanumeric characters entered in the Supplier Supplier Name field. Spaces and special characters will be left out and all characters will be set to ALL CAPS. Example: Circuit City = CIRCUITCIT / Cooper,Robert = COOPERROBE

6. Check the Withholding box if it is determined that this Supplier is qualified as 1099 taxable. An additional 1099 informational box will display in the lower half of the page and will need to be filled out for these Suppliers marked for Withholding in the 1099. W-9 Forms are required for all 1099 Suppliers, no exceptions.

document.docx of 36



In general, a taxable payment to a Supplier is a payment for a service or work performed, including parts and materials. We are required by law to obtain a tax identification number for all Suppliers prior to making a tax reportable payment. When a Supplier submits a service-related invoice, parts and materials are to be marked as Withholding. Account coding must comply with the rules set by Accounting Leadership at each campus. It is recommended to use the appropriate account for parts and services. In SFS, account codes do not determine 1099 reporting; the Supplier set-up determines 1099 reporting.

7. Select appropriate Classification (Detailed definitions of each Classification can be found in Appendix B of this document). This field is pre-populated with the choice ‘Outside Party’. You should first refer to your W-9 for correct classification entry. You should not be entering any Suppliers using the employee classification. Employees will be paid through the expense module or payroll.

8. Select Persistence: Using ‘Regular’ is recommended and is pre-populated when starting a new Supplier add. If you choose ‘Permanent’ the Supplier cannot be archived.

9. Checking for Duplicates can be initiated at any time by pressing the

button after the minimum of Supplier Name is entered on the New Request page. If there are duplicates the View Duplicate Suppliers link will show up.

document.docx of 36



Go there now to see if the Supplier you need already exists.

If you see the Supplier you want in the duplicate list, click on the Supplier ID (number) link and you will be taken to the Supplier Update pages to verify that this is the Supplier you are looking for. If yes, and no changes are needed to this existing Supplier, then it is available to use for any PO or Voucher transactions you need to create.

If you do not see your Supplier, click OK to return to the New Supplier Request page and complete your Supplier data entry.

Checking for Duplicates will also happen at the time you click the SAVE button. You will be required to enter something in Supplier Name and have entered at least one active address in order for the SAVE to occur. However, after clicking through an error message that states this, you will still get the View Duplicate Suppliers link to show up with only a value in Supplier Name entered.

The third place that Checking for Duplicates will occur will be when the button is pressed.

10. The Attachments (0) Link will be used for adding any ‘non-sensitive’ Supplier documents.11. The Secure Attachments (0) Link will be used for attaching document that have ‘sensitive’

data on them, such as W9’s that include Supplier TIN information, ACH/direct deposit forms or invoices that include bank account numbers and W8 series forms for non-resident aliens (NRA). Once documents are attached with this link, they can only be viewed by those with the proper security to do so.

document.docx of 36



12. Supplier Status will initially default to ‘Not Submitted’. Do not select the

button until all necessary information has been entered. You can save the Supplier after you have entered at minimum a name and address. You will be able to return and make changes any time up until submitting for approval.

If you are confident you have all the data for your new Supplier set appropriately, then press

the button and your new Supplier will be sent to the Supplier Approval team to go through the approval process. At this time the Supplier Status will switch from ‘not submitted’ to ‘not approved’ and all fields will be grayed out and you will no longer be able to make changes.

document.docx of 36



13.

The right side of the top half of the New Supplier Request page will include when and who created the Supplier and when and who last updated the Supplier.

You can see a dotted line under the emplID who created and last updated the Supplier. To get more information on this emplID, you can hover over the created by or last updated by emplID to get the name and phone of the person who created or last updated the Supplier. This information may be used by the approval team to contact the person who last updated the Supplier.

Left Side on Bottom Half of New Supplier Request Page:

The Additional ID Numbers section:

14. This section is used to enter additional numbers other than 1099 TIN Suppliers. Use the employee full search link for ALL Suppliers to search to see if Supplier is also currently an

document.docx of 36



employee. If Supplier is an employee, doing business and getting paid for services outside the university, they should be applying for a 1099 TIN and entered as an Individual.

Note: If you have clicked the Withholding box on the top half of the screen, then your Supplier is 1099 reportable, so skip this step and enter TIN information in the 1099 Information section. Clicking the Withholding box will allow the 1099 Information section to appear on the page, otherwise you will not see it.

The Supplier Address section:

15. Use this section of the New Request page to enter one or more addresses for the Supplier.You can enter multiple addresses for the different sites or functions a Supplier might have (ex. Remit to, order from, return to, and tax withholding). Enter a full address using the Supplier File Standards found in Appendix A. Specify the address information including the Country, City, County, State/Province, and Postal Code. The Clean Address application will be called upon tabbing out of the zip code field to allow for us to adhere more closely to Postal Code addressing rules. You should confirm the address is a valid postal address. If not, you must note the reason why you had to override the address. Clean Address will only be available for US postal addresses. Depending on the country associated with the

document.docx of 36



Supplier, the form of the address fields will vary. See International Addresses in the Appendix A at the end of this document.

16. Enter a Description for each address you add. The description should be simple to allow you to quickly identify the types of addresses such as Remit to, Order by, Withholding, Invoice, Ship from or a Return address.

17. Select Country: ‘USA’ 18. Enter Address 1: Use this line for Attn line. If no Attn line, the street or PO Box goes here.

Address 2: If you have an Attn line in Address 1, then the street address or PO Box goes here. Address 3: If you have an Attn line in Address 1 and a street address in Address 2, then the PO Box can go here. – this line may not show on your checks and is not recommended.

19. Enter City: Supplier city address 20. Enter Postal: Zip code and tab over (the clean address functionality will autopopulate the

state for you).21. Select State: Supplier state if not available through clean addres.22. Override Address Verification is used by Clean Address to override what it suggests. If you

use the override, the Supplier Approval team will need a reason why you needed to override. The entry person who overrides an address will be identified on the page.

23. Expand the Payment Alt Name and Withholding Alt Names section to access the collapsed section for entering alternate payment names

Payment Alternate Name: Use this section to list a name that is different from the Supplier name1 entered on the top of the page if you wish the check to be written out to a different name. Provide comments to the approval team as to why you had to Withholding Alternate Name: Use this section to enter the tax name that is on the W-9 if it is different than the business name on the W-9. This is used if the withholding name needs to

document.docx of 36



be different for tax purposes. The name(s) entered here will be printed on the 1099 form that is mailed to the Supplier.

24. Enter general Supplier comments in the box provided.

The left most icon allows for a larger window in which to add your comments. These comments will be saved on the Supplier file. The right icon allows you to Spell Check your comments.

Right Side on Bottom Half of New Supplier Request Page:

document.docx of 36



25. For the Supplier Location section, the number ‘0001’ will be set for the Location ID. 26. Enter a description for this initial Supplier location to define the payment method this

Supplier will default to. Most common options will be CHK, ACH or WIR.

document.docx of 36



27. The system should default to a Pay Method Option of ‘Default from a Higher Level’. It should only be switched to ‘Specify’ if you want the Payment Method to default to ACH or Wire (WIR).

28. Enter a Payment Method from the dropdown (arrow) list if you need to specify ACH (CTX, PPD, PPL) or WIR.

ACH payments. If ACH is chosen, the Layout Options should default to ‘Specify’.o For Direct Deposit payments going to a bank account enter a Layout of ‘CTX’

for external Suppliers..o For Payment Plus Suppliers choose a layout of PPL. US Bank Payment Plus

(PPL) Suppliers must be listed in US Bank’s Access Online as an acceptable PPL Supplier.

o If WIR is chosen, the Layout Option should be “use bank account default”

29. Supplier Bank Account Info

For ACH with CTX layoutFor ACH with PPL Payment Plus layout

30. Enter Description (leave blank)31. Enter Bank Name.32. Enter Branch Name.33. Bank ID Qualifier will always default to ‘001’.34. Enter a valid Bank ID. This is the Supplier’s bank routing number. The system should

check the routing number to confirm it is in correct format. All routing numbers must be 9 characters long.

35. Enter a valid Bank Account Number and Type (Checking, Savings, etc.). 36. Enter Email ID: This will be the email address where Supplier ACH notification will be sent.

document.docx of 36



Note: This is the email address used for ACH direct deposit payment advice.

Payment Method should match the one chosen in the Additional Payment Information section.Select the ‘email payment advice” box Enter a valid email address. If two people should be sent an email you can enter a semi-colon (;) with a space between email addresses and an email will be sent to all email addresses (i.e. [email protected]; [email protected]).

. 37. Enter 1099 Information on the page. This section will only be available if the Supplier is

1099 reportable and the withholding box is checked

a. Default Entity to ‘IRS’b. Default Type to ‘1099’c. Default Jurisdiction to ‘FED’d. Enter Default Class, select appropriate Withholding Class from list.e. 1099 Status will default to ‘NONE’.f. Enter TIN Type: ‘F’ FEIN -- Federal Employer ID Number or ‘S’ for SSNg. Enter Taxpayer Identification Number (‘FEIN’ or ‘SSN’)h. Withholding Control Name will default to ‘Capitalized first four letters of Supplier

Supplier Name OR withholding Supplier Name if withholding name is entered’.

document.docx of 36



38. This comment box is for communicating any relevant information to the Supplier Approval team. An example might be to let them know why you needed to override the address.

39. Complete your Supplier Entry by selecting the button at the bottom of the page. If you are waiting for additional information, save the Supplier and do NOT submit the Supplier for approval. For example, you may be waiting for the W-9 or other documentation to attach. When all information is provided you can go to the next step – submit for approval.

The Checking for Duplicates functionality will happen at the time you click the SAVE button. If you see duplicates, confirm that you don’t have a duplicate Supplier before submitting the Supplier for approval.

III. Submit for Approval

Press the button upon completion. The Checking for Duplicates functionality will happen again when you select this button. By this time, you will have been through this three times so you should have no surprises. The new Supplier Approval request will be sent to the Supplier Approval team for ‘approval’. The Supplier status will be changed from “not submitted” to “unapproved. You will no longer be able to edit the Supplier on this page.

The approval team will email you when a decision is made. You will be able to find the Supplier and Supplier status on the New Supplier Entry Page. An “Approval History” link is provided after you submit the Supplier for approval. You can review the approval history by selecting this link but you will not be able to revise approved Suppliers.

Supplier Status will switch to ‘approved’ after all data entered is deemed acceptable by the Approval Team. When a Supplier is ‘approved’, the system will take your data and add it to the ‘delivered’ PeopleSoft Supplier tables and email you that it is ready to be used on a transaction. There is the possibility that your Supplier entered will be ‘denied’. At that time, you will have the ability to make changes to the denied Supplier and resubmit. This Supplier cannot be used on a PO or Voucher transaction until approved. Reasons for denial could include

Supplier Name entered incorrectly Address Override not explained W-9 not submitted

Approved and Created (Y/N) Flag indicates if this particular Supplier is ‘approved’ and ready for use.

IV. Supplier Request Response - Approval Team Decision –

document.docx of 36



The Supplier Approval Team core business hours will be between 8:00 am and 4:30 pm. They will do their best to provide a timely response to your request during business hours.

1. SetID: Will be grayed out and default to ‘SHARE’.

2. Supplier ID: A Supplier ID can be entered for searching a previously entered Supplier. If that Supplier has gone through the Supplier Approval work flow process and been ‘approved’, then all of the data you see on the screen will be ‘display only’. The Supplier ID field will link you to the regular Supplier Add/Update pages to make any potential changes you need to make.

3. Short Supplier Name: Can be used for searching a previously entered Supplier. If that Supplier has gone through the Supplier Approval process and been ‘approved’, then all of the data you see on the screen will be ‘display only’. The Supplier ID field will link you to the regular Supplier Add/Update pages to make any potential changes you need to make.

4. Click SEARCH.

document.docx of 36



V. Appendix A - Supplier File Standards

The following standards have been developed as guidelines for adding new Suppliers or making changes to existing Suppliers in the PeopleSoft Supplier file. Adherence to these standards will help to ensure the integrity of the Supplier file. The standards are based on United States Postal Service Publication 28, Postal Addressing Standards. For more information including standard abbreviations for common address words, refer to this link to Publication 28: http://pe.usps.com/text/pub28/ . These standards also take in to consideration the IRS controls for matching FEIN & SS Numbers with the business name or individual name.

Effective March 1, 2017, CLEAN ADDRESS functionality was added to the Supplier Address page. Clean address assists the user in entering valid US postal addresses. It is triggered when the tab key is used when entering data in the Supplier Address fields.

Naming Standards

1. Individual Supplier names should be keyed with the last name first followed by a comma, no space or space, the first name, space, and the middle initial (if known), unless it is the name of a company. Each campus determines if the space will be used for individual names as this is no longer a requirement. Each campus should use a consistent standard.

Example:William Carter CARTER,WILLIAM

Either Thomas J. Kelly KELLY,THOMAS JOr Thomas J. Kelly (with a space) KELLY, THOMAS J

Ben Franklin Stoves BEN FRANKLIN STOVES

2. Hyphenated last names should be treated as one complete last name.

Example:Kim Evans-Rudd EVANS-RUDD,KIM

3. No punctuation marks should be keyed with the exception of commas to separate last names from first names, commas on governmental units, and hyphenation marks that are part of a name. Apostrophes may be used when applicable.

Example:Kim Evans-Rudd EVANS-RUDD,KIMGoldwyn-Mayer Productions GOLDWYN-MAYER PRODUCTIONSTiles, Inc TILES INCVillage of Oregon OREGON, VILLAGE OFJoe's Shoe Repair JOE'S SHOE REPAIR

4. Titles of individuals should follow the individual’s first name.

Example:Dr. John Brown BROWN,JOHN DR

document.docx of 36

http://pe.usps.com/text/pub28/



Estate of Jeff Smith SMITH,JEFF ESTATE OFPaul Smith, Jr SMITH,PAUL JRJoseph Jacobs M.D JACOBS,JOSEPH MD

5. Names of firms, corporations, and institutions are entered as written on the W-9 form provided by the Supplier according to IRS controls.

Example:General Foods GENERAL FOODSA-1 Travel A-1 TRAVEL

6. A business name that begins with "The" should be entered with the business name, followed by a comma, space, and the word "The".

Example:The Body Shop BODY SHOP, THEThe Greenhouse GREENHOUSE, THE

7. The symbol '&' should be used instead of the word 'and'. It should be preceded by a space and followed by a space.

Example:Marshall Field and Company MARSHALL FIELD & COCrate and Barrel CRATE & BARRELLewis and Lewis LEWIS & LEWIS

8. Firm or corporate names beginning with phrases such as 'Bureau of', 'Board of', etc. are entered as written, with the exception of those referenced by location.

Example:Board of Education BOARD OF EDUCATIONBoard of Education - Teaneck, NJ TEANECK BOARD OF EDUCATIONChamber of Commerce Madison MADISON CHAMBER OF COMMERCE

9. State agencies, boards, and commissions will be entered into the Supplier table based on the syntax used in the table of contents to the State of Wisconsin Blue Book (see appendix F).

Example:Insurance INSURANCE, OFF OF THE COMM OFPublic Defender PUBLIC DEFENDER, OFFICE OF THECorrections CORRECTIONS, DEPT OF

10. All major university campuses will be entered as UW <space> CAMPUS. Other university affiliates will be entered with the campus name preceding the department or other unit. Making the campus department or unit name more specific will make it easier to find on the VNAM file. The name can wrap down to the first line of the address provided you do not have a two-line address.Example:

document.docx of 36



University of Wisconsin Madison UW MADISONState Universities UW OSHKOSHUniversity Extension UW EXTENSION

University Oshkosh Business Office UW OSHKOSH BUSINESSOFFICE

University Stout Conference & Registration Center UW STOUT CONF & REGISTRATION CTR

11. Names of states should always be abbreviated using the standard two-character abbreviation. Use US for United States; use USA for United States of America.

Example:Ill. State Geology Survey IL STATE GEOLOGY SURVEYFlorida Orthopedics FL ORTHOPEDICSWisconsin Academy Foundation WI ACADEMY FDN

12. Numerals should be kept in numeric form instead of being spelled out.

Example:1501 Maple Building 1501 MAPLE BLDG

13. When using apartment numbers in addresses, it should be placed on the same line as the street address and be preceded by the '#' sign. The '#' sign should be preceded by and followed by a space. The "#" sign should not be used as a secondary unit designator if the correct designation, such as apt or ste is known.

Example:1501 Maple Ave Apt. 208 1501 MAPLE AVE APT 208212 E. Washington Ste 400 212 E WASHINGTON STE 4001645 Johnson St #232 1645 JOHNSON ST # 232

14. Street addresses preceded by a directional indicator should be abbreviated with no punctuation marks.

Example:212 East Washington 212 E WASHINGTON311 N. Hancock 311 N HANCOCK

15. Numeric street names should be kept in their numeric forms instead of being spelled out.

Example:Third Avenue 3RD AVEFirst Street 1ST ST

16. If an address contains a post office box, it should be abbreviated as 'PO Box‟ and placed on a separate line within the address. According to postal regulations the street number should come first, followed by the apt. or suite number. The post office box should be the last item before the city.

document.docx of 36



Example:Apt 2 One South Parkway 1 S PARKWAY APT 2Post Office Box 67 PO BOX 67

17. Never abbreviate the first word of a company or business name unless the name consists of initials, name of a state, or with the following exceptions, Intl, Natl, & Amer.

Example:AT&T AT&TTCI Cablevision TCI CABLEVISIONWisconsin Office Supply WI OFFICE SUPPLYInternational Computer Support INTL COMPUTER SUPPORTNational Artcraft Company NATL ARTCRAFT COAmerican Modern Day Business AMER MODERN DAY BUSINESS

18. Always use zip codes and zip code plus four when known.

State Abbreviations - Standard state abbreviations should be used as listed below:

Alabama AL Montana MTAlaska AK Nebraska NEArizona AZ Nevada NVArkansas AR New Hampshire NHCalifornia CA New Jersey NJColorado CO New Mexico NMConnecticut CT New York NYDelaware DE North Carolina NCFlorida FL North Dakota NDGeorgia GA Ohio OHHawaii HI Oklahoma OKIdaho ID Oregon ORIllinois IL Pennsylvania PAIndiana IN Rhode Island RIIowa IA South Carolina SCKansas KS South Dakota SDKentucky KY Tennessee TNLouisiana LA Texas TXMaine ME Utah UTMaryland MD Vermont VTMassachusetts MA Virginia VAMichigan MI Washington WAMinnesota MN West Virginia WVMississippi MS Wisconsin WIMissouri MO Wyoming WY

document.docx of 36

http://www.50states.com/wyoming.htm

http://www.50states.com/missouri.htm

http://www.50states.com/wisconsi.htm

http://www.50states.com/mississi.htm

http://www.50states.com/wvirgini.htm

http://www.50states.com/minnesot.htm

http://www.50states.com/washingt.htm

http://www.50states.com/michigan.htm

http://www.50states.com/virginia.htm

http://www.50states.com/massachu.htm

http://www.50states.com/vermont.htm

http://www.50states.com/maryland.htm

http://www.50states.com/utah.htm

http://www.50states.com/maine.htm

http://www.50states.com/texas.htm

http://www.50states.com/louisian.htm

http://www.50states.com/tennesse.htm

http://www.50states.com/kentucky.htm

http://www.50states.com/sdakota.htm

http://www.50states.com/kansas.htm

http://www.50states.com/scarolin.htm

http://www.50states.com/iowa.htm

http://www.50states.com/rdisland.htm

http://www.50states.com/indiana.htm

http://www.50states.com/pennsylv.htm

http://www.50states.com/illinois.htm

http://www.50states.com/oregon.htm

http://www.50states.com/idaho.htm

http://www.50states.com/oklahoma.htm

http://www.50states.com/hawaii.htm

http://www.50states.com/ohio.htm

http://www.50states.com/georgia.htm

http://www.50states.com/ndakota.htm

http://www.50states.com/florida.htm

http://www.50states.com/ncarolin.htm

http://www.50states.com/delaware.htm

http://www.50states.com/newyork.htm

http://www.50states.com/connecti.htm

http://www.50states.com/newmexic.htm

http://www.50states.com/colorado.htm

http://www.50states.com/newjerse.htm

http://www.50states.com/californ.htm

http://www.50states.com/newhamps.htm

http://www.50states.com/arkansas.htm

http://www.50states.com/nevada.htm

http://www.50states.com/arizona.htm

http://www.50states.com/nebraska.htm

http://www.50states.com/alaska.htm

http://www.50states.com/montana.htm

http://www.50states.com/alabama.htm



Geographic Directional Abbreviations

North N East E South S West WNortheast NE Southeast SE Southwest SW Northwest NW

Other Standard Abbreviations

Associates ASSOCAssociation ASSNAvenue AVEBoard BDBoulevard BLVDCircle CIRCommission COMMCompany COCorporation CORPCounty Trunk CNTY TRKCounty CNTYCourt CTDepartment DEPTDrive DRFoundation FDNGovernment GOVTHighway HWYIncorporated INCInstitute INSTInternational INTLLimited LTDNational NATLPlace PLPlaza PLZProfessional Corporation PCRoad RDRoute RTERural Route RRService Corporation SCStreet STSuite STETrail TRUniversity UNIV

document.docx of 36



City Names

Space between each of these cities

DE FORESTDE PERE DE SOTO EAU CLAIRE EAU GALLE FOND DU LAC LA CROSSE LA FARGE LA VALLE LAC DU FLAMBEAU PRAIRIE DU CHIEN PRAIRIE DU SAC ST CLOUD ST CROIX FALLS ST FRANCIS ST NAZIANZ

No space in this city.

MCFARLAND

International Addresses

Much of the printing done within PeopleSoft, namely purchase orders and checks, are not formatted to the requirements of the post office. Therefore if you are mailing outside the United States, you will most likely need to type a label for the foreign address.

There is a website where you can look up how addresses should be formatted for each country International Addresses and Salutations.

Here are the United States Postal Office General Requirements for International Addresses.The last line of the address block area must include only the complete country name (no abbreviations) written in uppercase letters. (Alternative format for Canada below.)

Foreign postal codes, if used, should be placed on the line above the destination country. Some countries prefer that the postal code follow the name, while others prefer that it precede the city or town name. The following shows the order of information for the destination address:

LINE 1: NAME OF ADDRESSEELINE 2: STREET ADDRESS OR POST OFFICE BOX NUMBER LINE 3: CITY OR TOWN NAME, OTHER PRINCIPAL SUBDIVISION (i.e., PROVINCE, STATE, COUNTY, ETC.) AND POSTAL CODE (IF KNOWN)(Note: in some countries, the postal code may precede the city or town name)

document.docx of 36

http://www.bspage.com/address.html



LINE 4: COUNTRY NAME (UPPERCASE LETTERS IN ENGLISH)

The following are examples of properly formatted delivery addresses:

MS JOYCE BROWNING2045 ROYAL ROADLONDON WIP 6HQENGLAND

MS JOYCE BROWNING2045 ROYAL ROAD06570 ST PAULFRANCE

For mail to Canada, Canadian postal codes are always LNL NLN (Letter, Number, Letter, Space, Number, Letter, Number).

MS HELEN SAUNDERS1010 CLEAR STREETOTTAWA ON K1A 0B1CANADA

GENERAL PRINCIPLES

As a basis for discussion, let's begin by looking at a typical international address:

JOE BLOGGS Person's nameCOMPUTER CENTER Department (if any)CURTIN UNIVERSITY OF TECHNOLOGY Institution or Company (if any)309 KENT STREET Street Address (or Post Office Box)BENTLEY WA 6102 City Line (WA = Western Australia)AUSTRALIA Country Name

It illustrates several points, all of which are discussed later in greater detail:

Order of PresentationIn the USA, we write addresses in "minor-to-major" order, with the most specific (smallest) item (e.g. person's name) at the top, proceeding to the most general (largest) item (i.e. country name) at the bottom. This order is not necessarily used in other countries (e.g. Iran, Russia), but since we are sending mail from the USA, it might be safer to use it in all cases because our own postal service must process the address first.

The Country NameFor domestic mail (mail within the USA), we omit the country name. For all other countries, we write the country name as the last line, by itself, in all CAPITAL LETTERS, with no accompanying notations such as postal codes, or hints as to which continent the country is on. We use country names consistently; they are listed in the USPS Index of Countries and Localities. In the USA and many other countries, postal sorting machines read and sort by the country name. Thus within each country, the country name list must be well-known and standardized.

According to USPS unless the country name is CANADA, the USPS does not read and does not enforce standards for any information that appears above the country.

document.docx of 36

http://pe.usps.com/text/imm/immctry.htm




International mail from the USA to any country but Canada goes to a single location in that country for sorting and separation. Thus when sending mail from the USA to any other country we are free to format the address according to the requirements of the destination country (for mail to Canada, the addressing requirements conform to our own; for details see the Addressing Guidelines from Canada Post).

The City LineThe line just above the country name shows the town, and sometimes the major subdivision of the country, known as the state, province, county, district, territory, land, shire, department, canton, prefecture, oblast, autonomous region, etc., depending on the country, and often a postal code to aid in automated sorting. We call this the City Line. Since the USPS does not read or care about this line (except in mail to Canada and the UK), it can and should be formatted as required by the destination country.

A handful of national postal authorities now recommend writing postal code on a line by itself, above or below the city line (Ecuador, Ukraine, Hungary and now also the UK). In such cases, the "City Line" occupies two lines. As far as I can tell, this is a recent development and is largely ignored in many of the countries that recommend it (e.g. Russia). In any case, it makes formatting and parsing international addresses all the more complicated, and might also cause addresses to exceed address-line limits, where they did not before (e.g. for postal scanners, databases, forms, or window envelopes).

While the United States might ignore the destination city in international mail, other countries do not necessarily do so. For example, mail from England to Los Angeles is sent directly to Los Angeles, whereas a letter to New York goes on a flight to New York. The journey of a letter from Nome (Alaska) to Provideniya (Siberia), if sent westward rather than east, could be 23,000 miles shorter if the USPS processed the city line.

The following table shows a sampling of City Line formats. Punctuation shown in the Format column is to be taken literally:

Format Examplestown, province postalcode

China, India

town province postalcode

USA, Canada, Australia

postalcode town-province

Brazil

postalcode town, province

México

postalcode town (provincia)

Italy

postalcode town Most other European countries & ex-USSR

town postalcode New Zealand, Israel, Thailand, Japan, Singapore

town, county Ireland (except Dublin)town postalcode UK, Russia, Ukraine, Kazakhstan,

Hungary

document.docx of 36

http://www.royalmail.com/personal/help-and-support/How-do-I-address-my-mail-correctly

http://www.canadapost.ca/tools/pg/manual/PGaddress-e.asp

http://www.canadapost.ca/tools/pg/manual/PGaddress-e.asp



postalcodetown Ecuador

town Hong Kong, Syria, Iraq

In the formats above, "province" stands for whatever each country calls its subdivisions (e.g. "state" in the USA), and often is abbreviated according to local postal standards. Here are some variables in City Line format, all of which are illustrated later in this document:

Upper and Lower Case The postal authorities of the USA, Canada, UK, and many other countries recommend that the City Line (and preferably the entire address) be written in ALL UPPERCASE. In the UK, the City Line (Post Town) and postcode should use only capital letters, but the remainder of the address can (but need not) be in mixed case.

State/ProvinceIn some countries (like the USA, Canada, and Australia) the province (state, county, etc.) is necessary, in others it is omitted, and in others it is either optional or needed in some cases but omitted in others.

PunctuationIn some countries (like Ireland) punctuation must be used in the City Line, but in others (like the USA, Canada, and Australia), it should not be used.

Postal CodesPostal codes, in countries that have them, are usually numeric, sometimes containing a space or a hyphen. European postal codes can have an alphabetic prefix, denoting the country, separated by a hyphen (such as DK-1234 in Denmark), but this seems to be going out of style (see the Universal Postal Union for addressing in Europe). Canadian, UK, and some other postal codes contain mixtures of digits and letters. Depending on the country, the postal code can go in the city line (left or right of the city), above it, or below it. In most countries where the postal code is on the right, we separate it by two (2) spaces (unless it is really a zone, like "Dublin 4", and not a postal code).

For the lines above the city line, each country has its own standards, which are discussed to some extent in the sections on individual countries such as Cuba and México, but for details consult the postal authority websites of each country, which are accessible from the tables from the link above. For the purposes of international mail, the main thing is to get the country line correct so the USPS sends it to the right country, and city line correct so the main receiving depot in the country can route it to the right town or city, whose local post office will deal with the rest.

When sending international mail:

1. The Country Line must be understandable by the USPS. Therefore, use the English name of the country ( INDEX ), not the local name, e.g. use GERMANY, not DEUTSCHLAND. To be more precise, use the same name the USPS uses for the country in the IMM, e.g. GERMANY and not FEDERAL REPUBLIC OF GERMANY.

2. The City Line must be understandable by the postal authorities in the destination country. When the town or province has an English name different from the real name (such as Cologne for Köln in Germany, or Vienna for Wien in Austria, or Prague for Praha in the Czech Republic, or Copenhagen for København in Denmark, or The Hague

document.docx of 36


http://www.upu.int/nc/en/activities/addressing/postal-addressing-systems-in-member-countries.html

http://www.upu.int/nc/en/activities/addressing/postal-addressing-systems-in-member-countries.html

http://www.upu.int/en/activities/addressing/postal-addressing-systems-in-member-countries.html



for Den Haag in the Netherlands), you should normally use the local name since the USPS does not pay attention to the City Line in most cases.

3. The lines above the City Line must be understandable by the destination post office. So don't attempt to translate the more specific parts of the address.

VI. Appendix B – Supplier Reporting Elements

Supplier Reporting Elements ideally are selected by the Supplier from choices available on a Supplier Survey and/or W9.

Supplier Classification Description Comments Attorney Attorney or Corporation of

Attorneys Hint – PO is for legal services or invoice states for legal services or settlement. Tax hint – Special reporting is required for payments to or including attorneys and corporations of attorneys.

Corporation Corporation Or LLCs designated as a corporation United States Corporations only

Hint – Indicated by “Inc.” in Supplier name but not always accurate. Secure a W-9. Tax Hint – The type of Corporation determines tax reporting. Attorneys and Medical Corporations are not exempt from reporting.

Employee Current active Employee of UW Institution. Employee classifications should NOT be entered as Suppliers in SFS.

Hint – Procedures should be in place at each institution to verify if new Supplier is an employee. If a new employee they should NOT be entered as a Supplier. Standards will require you to use the expense module or payroll system to pay employees.

Individual/Sole Proprietor Individual or Individual doing business by another name.

Hint – Use business name as Supplier name when Supplier is “doing business as”.

Nonprofit An entity designated by the IRS as a non-profit entity

Secure a W-9. See Note below.

Other Other is indicated on the W-9 to self-identify a Supplier that does not fall into any other category.

Hint – Only use this category if the Supplier has self-identified as Other on the W-9. This should be rarely used.

Partnership/LLC Only a United States registered LLC. LLC = Limited Liability Company

Hint – LLC is NOT automatically considered a Corporation. Secure a W-9.

document.docx of 36



Tax Hint – LLCs are tax reportable unless they are a corporation.

Outside Party Outside Party is a company furnishing supplies that is not a Corporation, Sole Proprietor, Partnership or LLC. Outside Party does not furnish services.

Hint - Use of the Outside Party classification will be phased out as reporting elements are gathered from Suppliers. For new Suppliers do not use Outside Party. Secure a W-9 to determine if Supplier falls into another category.

Additional Notes:

Student Supplier Classification: UWSA policy (Personal Services Payments (F31)) allows “Service is provided by a UW System student and the student receives a one-time payment of $100 or less per calendar year. In such circumstances, students are deemed independent contractors of the institution to which the service is provided.” If we keep this classification we probably want to include details of F31 and the $100 limit in the Classification Standards Sheet.

Non-Profit Entity Classification: Additional Information. for example, 501(c)(3) entities, etc. Exempt Organizations Include (per IRS web page at http://www.irs.gov/irs/article/0,,id=100971,00.html ): Organizations exempt from income tax under IRC 501 (including private foundations and organizations described in IRC 170(b)(1)(A)(except clause (v)) Political organizations described in IRC 527 Organizations described in IRC 4947(a) Prepaid legal plans described in IRC 120 Welfare benefit funds described in IRC 4976

Contractor Type Description Comments Educational Institution All educational institutions. Schools, High Schools

Colleges and Universities. Does not include UW Institutions.

Foreign Supplier Business Entity with headquarters outside the United States

Intergovernmental A local agency, board, commission, committee, council, department, or public body created by constitution, statute, ordinance, rule, or order.

Hint – All U.S. Municipalities, Counties, States, State Agencies, U.S. Federal Government and Federal Government Agencies. Includes all UW-Institutions.

Large Supplier To be defined – not currently used

Small Supplier To be defined – not

document.docx of 36

http://www.irs.gov/irs/article/0,,id=100971,00.html



currently used Wisconsin Certified Minority Supplier

A Wisconsin Certified Minority Supplier as indicated on the Supplier survey or other documentation.

Wisconsin Certified Woman Owned Minority Supplier

Wisconsin Certified Woman Owned Minority Supplier as indicated on the Supplier survey or other documentation.

Wisconsin Certified Woman Owned Supplier

A Wisconsin Certified Woman Owned Supplier as indicated on the Supplier survey or other documentation.

WI Certified Sheltered Workshop

An occupation-oriented facility operated by a not-for-profit corporation, which except for staff, employs only handicapped persons. Indicated on the Supplier survey or other documentation

Woman Owned Description Comments Woman Owned Business A Woman Owned

Business that is not WI Certified.

Indicated on the Supplier survey or other documentation

HUB Zone Description Comments HUBZone Historically Underutilized Business Zone (HUB Zone)

A designation from the Small Business Administration that identifies disadvantaged geographical areas in which the federal government encourages commerce.


Small Disadvantaged Description Comments Small Disadvantaged Business

A firm that has registered with the federal government as an SDB and most likely could apply for a Minority Business certification but has not.


document.docx of 36



Other Preference Program

Description Comments

Other Certified Minority Businesses

Minority Suppliers certified by other entities, i.e. other states, counties, cities or US federal government agency.


Self-Certified Minority Business

A self-certified minority business is an entity that has not formally registered for Small Disadvantaged Business as a Minority Business but wishes to claim their minority status.

VSOB –Veteran Owned Description Comments

Other Veteran Owned Small Business

Veteran Owned Small Business. A designation from the Small Business Administration that identifies businesses principally owned by veterans, with whom the federal government encourages commerce.


Service Disabled Veteran Owned Small Business

A designation from the Small Business Administration that identifies businesses principally owned by veterans disabled during their service, with which the federal government encourages commerce.


VII. W-9 Standards

document.docx of 36



Alt Withholding Name: Name on Line 1 is the Withholding Name that must be used to match to the TIN.

Supplier Name: Business Name on Line 2 generally must be the name on the Supplier file to match invoices and purchase orders.

Remember to select the correct TIN Type. EIN is F, Social Security Number is S. A mismatch occurs when the TIN does not match the name or the TIN type is not correct.

Individual/Sole Proprietor is ALWAYS a Social Security Number. It should not be the “Doing Business As” Name. IRS strongly prefers SSN.

Limited Liability Company – if Supplier selects C (Corporation) - not 1099 reportable. If Supplier selects P (Partnership) or D (Disregarded Entity), Supplier is 1099 reportable.

LLC (Non-Corporations) may have an EIN or and SSN. We must rely on the Supplier to follow IRS instructions. If the SSN is given, the Withholding Alternate name must be an Individual’s name when the Supplier name is a business name.

document.docx of 36

F

S



Revision HistoryAuthor Version Date Description of Change

Diane Tebeau 1.0 2/2017 Initial DraftLaura Parman 1.0 3/17/2017 RevisionsLaura Parman 3/24/2017a RevisionsLaura Parman 3/31/2017 Revisions with added commentsLaura Parman 1.0 7/27/2017 Updates bases on decisions made

since last update.Dawn White 2.0 05/24/2018 Update for 9.2

document.docx of 36

introduction - - wisconsin.edu · web viewthe symbol '&' should be used instead of...

Documents