FFF – June 5, 2020
1) Sensitive payee data in disbursement requests
When submitting a disbursement request, it may be necessary at times (particularly with new vendors) to include sensitive personal information such as the payee’s Social Security Number. However, this data must only be included in the W9/W8 attachment field.
Data that is entered in the text fields, or included on the document uploaded under Attach Invoice, is populated into SAP and thus become visible to more people than just the submitter of the disbursement request and the Accounts Payable staff – only documents uploaded as W9/W8 attachments will remain entirely secure.
Please help us maintain the data security of our vendors by following this protocol.
2) Taking extra care to avoid fraud
Changes and uncertainty caused by the COVID-19 pandemic have led to a rise in various types of fraud, which can negatively impact both vendors and customers. Examples and further information of this can be found here.
3) Gift cards may not be used for Awards
An award, per the University definition, is a cash or non-cash item given to show thanks, support, goodwill or recognition of an outstanding accomplishment. When awards are given, they may be subject to taxation. As such, gift cards are not and acceptable method of presenting awards.
More information on the University’s award policy can be found here.
4) New notifications for disbursement requests - August 2020
Beginning in August 2020, we will be introducing new, automated notifications for various stages of the disbursement request process. These will include:
Vendor setup needed – the requested payee is not in SAP, and will need to be set up using the W8/W9 submitted with the disbursement request
Vendor setup completed – the payee is now a registered vendor in SAP, and the disbursement request has been returned to the regular processing queue
Request processed – this signifies that the disbursement request has been fully processed by Accounts Payable. Please note that this does not mean that payment has generated. The timeline for payments is dependent upon a vendor’s terms: for example, an invoice dated March 1st that is processed on March 10th will not generate payment if the vendor is set up as Net-30, but will automatically trigger on March 31st to be paid in the next available payment cycle.
The notification indicating that a disbursement request has been successfully submitted will also remain.
5) New GL Descriptions Report
There is a new report available in BUworks that provides descriptions for each of the available GLs, which provide clarity to end users who are uncertain which GL is most appropriate for a given payment.
Once you’ve selected this report, you will see a screen asking about variant options (please note: you may need to disable pop-up blockers for your browser when using BUworks). You can simply select “OK” without entering anything.
At this point, a report will generate with all of the available GLs used by the University, and a specific description for each one. Please note that there are a great many options for this, so you may need to view numerous pages (using the search functions visible in the bottom of the following image) in order to find the GLs you need.