Removal of SSN from the eCheck and eTravel System

1. Removal of SSN from the eCheck and eTravel System

2. What will change? • Effective January 2013, the eCheck/eTravel System will no longer use social security numbers. • Rather than using SSNs, each record will be identified by a unique vendor number (VN) maintained within the Unified Vendor Database. • VN’s will only be used within procurement and payables processes. • The UGAMart process is not changing. Vendors are already required to submit a vendor profile form before being synced for use in UGAMart.

3. What will change? • Vendor search function in eCheck and eTravel will include employees and individuals. • Users can create a check request or travel authority without knowing the employee or non-employee’s TIN, SSN, or UGAID.

4. Phase II • Phase II will begin on December 20, 2012 • The eCheck/eTravel system will go into maintenance mode at 11:00 on December 20, 2012. Users will be unable to create check requests or travel authorizations until January 2, 2013. • Campus users should make personnel aware that any requests or authorizations using SSNs should be routed to Accounts Payable prior to December 20, 2012. • On January 2, 2013, SSNs will no longer be accepted.

5. Phase II continued • January 2013 the “Type of Request” drop down menu on eCheck will be updated to only include the following choices: • Customer Refund (refund to individuals from funds collected, i.e. chapel rental, conference/workshops hosted by UGA, etc.) • Pymt to Non-Employee • Employee Reimbursement • Non-resident alien • Petty Cash • Registration • Employee Group Travel • Payment of Goods <=$100 (things like journal subscriptions) • Research Participants <=100 • Vendor Payment

6. Phase II Continued Online Vendor Registration • Alternative to the paper vendor profile form. • Primary method for vendors (companies & non-employees) to submit their required payment information to UGA. • Employees SHOULD NOT complete this process for the creation of their vendor number. Employee VN’s are generated in the eCheck system. • eCheck requests for refunds to students or customers (where a fee has been collected) or other non-vendor payments will not require submission of a vendor profile form. An example of this would be returning the collection of registration fees for a conference if a participant had to cancel.

7. What will change in the eCheck system?

8. Everything still looks the same when you log in to the eCheck system. Everything still looks the same when you log in to the system.

9. Now, a “Vendor Search” button exists.

10. New “Request Types”

11. “Vendor Payment” is being selected for this example. After selecting the type of request, click on the “Vendor Search” button.

12. The vendor search window will pop up. Key in the vendor name that you are looking for in the empty white box.

13. The search box also contains a drop down menu that will allow the check request initiator to select if this entry is a company, non-employee, or employee. The system automatically defaults this to “All.” It can be changed by the initiator if desired.

14. The system brings back the vendors that we have that currently meet the criteria of the name that you entered. Find the appropriate address and select it double clicking on the vendor name highlighted in blue.

15. The vendor number populates the remit to section and the initiator can continue to the “Direct Departmental Inquiries To” section.

16. Paying a reimbursement to an employee

17. For this example we will use “Employee Reimbursement” for this instate travel check request. After selecting the appropriate type of request, click on the “Vendor Search” button.

18. Here we have entered the employee name and changed the dropdown menu to reflect that the individual is an employee.

19. The search returns a “No Results Found” message. Employees also have to be assigned a new vendor number. This will only occur the first time an employee is being paid. After the employee is assigned a vendor number, they will display in the vendor search field. We will view that in a moment. For now, we need to get Sarah Garner added into the vendor database. Since we received the “No Results Found” message, we need to click on the “Request an Employee Vendor” option just above the vendor search field.

20. A new pop-up box will appear titled “Request Employee Vendor.” Enter your employee’s name in the white box.

21. Enter the employee’s name (last name then first name) and click “Search.”

22. You should be returned a list of employees to choose from. The home department of the employee and the MyID of the employee will be returned to you. Once you have located the correct employee, click “Select.”

23. You will receive a message to wait 60 seconds and retry the vendor search. Close the “Request Employee Vendor” search box.

24. Go back to your Vendor Search box and search for the employee again.

25. The employee entry now exists. Click on the employee’s name in blue to add it to the request.

26. Vendor number information has been populated for the traveler.

27. What about travel authorities?

28. The travel authorization now has a “Traveler Search” button.

29. The first thing an initiator needs to do when creating a travel authorization is to click on the traveler search button and look for the traveler. Note: Non-US citizen travelers will not have to complete the registration process that generates a vendor number.

30. Once the initiator clicks on the traveler search box, they will have to indicate if the individual is a non-employee or employee.

31. For this example, we will enter a non-employee by the name of Sonya Collins. Once we search, it will return a vendor record for her below. Click her name in blue to add the individual to the travel authorization.

32. Vendor number information for Sonya Collins has been populated.

33. What if a non-employee does not exist in the database? Helpful hint: When searching for individuals or employees, do not enter a comma between the last and first names.

34. If your non-employee doesn’t exist in the database, you will get the “No results found” message. At that point, you should contact the non-employee and direct them to the vendor registration site to complete the process. The travel authorization will not be able to be finished until the registration process has been completed.

35. Here is a travel authorization for an employee This time, the initiator enters the name of an employee and changes the drop-down box to “Employee.”

36. The search returns identifying information for the employee. To select this employee, the initiator should click the name in blue.

37. Vendor number information has been retrieved for the employee.

38. What if the employee that is traveling isn’t in the vendor database yet?

39. Here we see an employee that we have searched for that is not in the database. We get the “No Results Found” message. The next step is to “Request an Employee Vendor Number” by clicking here

40. The new “Request Employee Vendor” box pops up. Enter the employee name and click on search. Remember, enter the last name first.

41. The employee name appears with identifying information. Click select to add the employee to the database.

42. The initiator will receive the message that the vendor creation is underway. This box should be closed.

43. If you return to the traveler search box and search again, the travelers information will display. Click on the name in blue to add the traveler to the travel authorization.

44. Remember! • You only have to add an employee to the database once. Once a vendor number (VN) has been created for that individual, you will not have to request another one!