Finding the Correct Vendor Number in IRIS

Finding the correct vendor number to use just got a little easier.  Two new vendor information reports are now available in IRIS that, used in conjunction with the XK03 – Vendor Search transaction, will aid you in determining whether the vendor number that you found is the vendor number that you need to use when processing an invoice for payment.  The new reports are:  ZAP_VENDOR_ADDR_DATA – Vendor Address/Data List and ZAP_REMIT_VENDR_LIST – List ‘Remit To’ Vendors for ‘1’ and ‘3’ Vendors.

The XK03 – Vendor Search transaction is very useful for determining if a particular vendor already has an assigned vendor number in the IRIS system.  However, using this transaction to view vendor address information or to determine if existing remit-to vendors will meet your needs often requires you to scroll through and/or drill down on several screens.  The two new vendor information reports bring all the vendor address information together on a single report results screen.

Using the ZAP_VENDOR_ADDR_DATA – Vendor Address/Data List report, you can search by Federal ID Number or Social Security Number to see all the vendor numbers associated with that ID Number – including ‘1’, ‘2’ and/or ‘3’ vendor numbers.  Each vendor number is listed as a separate line item along with the vendor name, vendor address information, and other data associated with that vendor number, as shown below.  This report makes it much easier to identify which ‘1’ or ‘3’ vendor number that you need to use.

v1

If there are ‘2’ vendor numbers (remit-to vendor numbers) listed, you can then use the ZAP_REMIT_VENDR_LIST – List ‘Remit To’ Vendors for ‘1’ and ‘3’ Vendors report to identify which remit-to vendor number is actually associated with the ‘1’ or ‘3’ vendor number that you need to use.  The ‘1’ or ‘3’ vendor number entered for the search is listed on the results screen with all the ‘2’ vendor numbers that are associated with it – along with the vendor name and address information for each vendor number, as shown below.

v2

Documentation is available for each of these reports by clicking Help > IRIS Help from either the report selection screen or the report results screen.  It is also available from the IRIS website at http://iris.tennessee.edu/ by clicking IRIS Documentation on the left side of the screen and then clicking Financial > Accounts Payable > Vendor Information.

For questions on this or any other IRIS topic, please contact the IRIS Helpdesk at irishelpdesk@tennessee.edu.

 

 

 

 


Vendor Payment Selection Form

Regarding the new Vendor Payment Selection Form, emphasis needs to be made to the vendors to read the form so that they know they WILL NOT be receiving an actual card – only a card number – and they have to be able to run credit card payments. Many vendors are signing up for e-payments since they are NET and then when UT sends payment they realize they cannot take the payment. The Treasurer’s Office then has to cancel the payment to the bank and in IRIS and cancel their card account.

Also, departments should not be saving these forms (including WCQ) to your desktops because they are frequently updated. Please contact the Disbursements Office if you have questions.


Revised Travel Meal Fiscal Policy

Treasurer Charles (Butch) Peccolo has announced the following new fiscal policy. The policy is effective July 1, 2014.

Effective July 1, 2014, the travel meal per diem for the first and last day of a trip will be reimbursed at 75% of the daily reimbursement rate. It will no longer be calculated based on the number of hours in travel status. This change in policy will bring UT in line with the Federal government and make UT travel reimbursements compliant for federally funded grants and contracts.

The revised travel fiscal policy is available on the web:
FI0705 – Travel


New T-25 Form: Car Rental and Airfare

Direct Billing of car rental used for UTC business travel is a new service that World Travel provides. The process is the same as direct-billing airfare, and all trips involving direct-bill must have an approved Travel Request in IRIS. When renting vehicles in Chattanooga, a letter from Motor Pool stating no UT car is available must be attached to the T-25. We hope you will take advantage of this additional service from World Travel. The new T-25 form can be found on the Disbursements Home Page.


Airfare Direct-Billing: Alternate Airports

Airfare which is direct-billed requires the originating city be Chattanooga. Travelers wishing to fly out of alternate airports must purchase the ticket and document cost savings with a quote for flying out of Chattanooga, and must include mileage/shuttle to the alternate airport. Billing of airfare for guest must list Chattanooga as the destination city. Using alternate airports usually includes mileage or shuttle to airport and additional meal reimbursement for extended travel time, not saving the university money. Policy states;

Airfare involving additional destinations for personal reasons, business or first class tickets, or leaving from a destination other than the traveler’s official station may not be purchased through direct bill. (F10705-Travel, item 26.d)


Vendor

Effective immediately, new vendor payment forms are required due to IRS regulations. These forms must be scanned and attached separately in IRIS to the vendor request and include the W-9, Minority Status Form Vendor Payment Selection Form, and the Workers Classification Questionnaire. Creation of new vendors and updating payee addresses of current vendors require vendors complete the W-9, Minority Status Form, and Vendor Payment Selection Form.  Independent contractors must complete the W-9, Minority Status Form, Vendor Payment Selection Form, and the department must complete the Workers Classification Questionnaire. Treasurer Charles (Butch) Peccolo announced the new fiscal policy effective April 1, 2014 which may be viewed in the link below.

FI0500 – Accounts Payable – Vendor Creation Policy

All university business managers and departmental personnel should read and understand the guidelines provided in this policy.

Training materials including videos, PowerPoint, IRIS documentation and tutorials are available at

http://acctspayable.tennessee.edu/w9/default.html

Forms may be found on the Disbursements home page.


Group Travel

When planning group travel, please note that travel policy states lodging and meals should be billed to the university whenever possible.  This is required in order to reduce travel advances from a limited petty cash account.  The policies are quoted below:

Lodging. Lodging expenses should be billed directly to the university. When these expenses cannot be billed directly, the person responsible for the trip may obtain a cash advance to pay for the lodging. If a hotel or motel requires a purchase order, a requisition must be submitted directly to the campus purchasing department.

Meals. Expenses for group meals should be billed directly to the University of Tennessee whenever possible.

A.   Whenever possible, group meals should be billed directly to the University. The invoice or receipt for such expenses must identify the group for which the charges are made, number of meals served, cost per meal, and total amount.

B.   The person responsible for the trip may pay the group meal expenses personally and request reimbursement by filing a travel expense report. An invoice or receipt must be attached which identifies the group for which the charges are made, number of meals served, cost per meal, and total amount. The person responsible for the trip may obtain a cash advance to pay for such expenses.

C.   The person responsible for the trip may obtain a cash advance and distribute cash to members of the group. The amount distributed may not exceed the amounts shown for meal allowances in the Travel Reimbursement Rate Schedule. The distribution of cash must be documented by obtaining a receipt from each participant or by completing a roster. The roster must contain participants’ names, student IDs or employee numbers, and the amount distributed for each meal. Each individual receiving cash must sign the roster. The person responsible for the trip must submit all individual receipts or the signed roster with their travel expense report in order to be reimbursed by the university. The one-day guideline does not apply to group travel.