May 21, 1999

To: CUFS 2000 Users

From: Karl Turro, Associate Controller and Director of Accounting Services
          Joanne Tholl, Manager Purchase Order Processing Services (POPS)

Re: New Vendor Code Request Procedures

Departments frequently request entry of vendor codes into the CUFS 2000 financial system in order to pay companies, employees, and non-employees, including students. To provide auditability of vendor codes, to comply with IRS regulations regarding payments to employees, independent contractors, and non-resident aliens (see http://nuinfo.nwu.edu/finsys/payment/paypeop.htm), and to maintain the integrity of the data in the table, it is necessary to revise the procedures for requesting vendor codes. Effective June 1, 1999:

• Vendor code requests will no longer be accepted over the phone or via voicemail. All requests must be documented, which will improve auditability of entries made to the table, and will enable POPS to better manage the flow of requests on a first-in first-out basis.

• Request vendor codes for non-employees, including students, using the Vendor Code Request Form for Individuals. The individual must sign attesting to their U.S. status. Non-employees who are U.S. Citizens/U.S. Resident Aliens must complete a form attesting to their status. This applies to payments including reimbursements for expenses, and honoraria. POPS will enter "I" vendor codes only upon receipt of a properly completed and signed Vendor Code Request Form for Individuals. Please note that departments may not sign for the individual, as liability for the attestation lies with the individual.

• Request vendor codes for employees via e-mail, fax, or campus mail. No attestation is required. The correct name, social security number, and campus address must be provided on an e-mail, fax, or campus mail to POPS. Employee status will be verified by POPS using the Human Resources Information System (HRIS), and thus these requests do not require use of the Vendor Code Request Form for Individuals, nor an attestation.

• Request vendor codes for companies via e-mail, fax, or campus mail. Form for Companies may be used. Complete company information including the correct Federal Employer Identification Number (FEIN) will be required. The Vendor Code Request Form for Companies may be used to facilitate entries for companies.

As POPS will conduct a more extensive review of all requests, turnaround for vendor code entry into CUFS 2000 will move to 2 days. POPS will contact the department if the information submitted is incomplete or if the payment request requires re-routing through the Payroll Office.

We thank you for your careful consideration of how the University issues payments and your adherence to these guidelines.