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Removal of SSN from eCheck and eTravel

Removal of SSN from eCheck and eTravel. Removal of the SSN from University business processes, whenever possible, has been a priority of EITS and business offices. Over the last several months there has been progress on removal of SSN from the eCheck and eTravel systems.

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Removal of SSN from eCheck and eTravel

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  1. Removal of SSN from eCheck and eTravel Removal of the SSN from University business processes, whenever possible, has been a priority of EITS and business offices. Over the last several months there has been progress on removal of SSN from the eCheck and eTravel systems.

  2. Removal of SSN from eCheck and eTravel – Who has been involved? • Personnel from EITS and Accounts Payable • Representatives from Pharmacy, CAES, COE, IBR, TCB and the Vet School • Walk through the business process changes, ask questions, and brainstorm about potential issues and solutions

  3. Removal of SSN from eCheck and eTravel – What will change? • Effective January 2013, the eCheck/eTravel System will no longer use social security numbers. • Rather than using SSNs within the eCheck/eTravel System, 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.

  4. Removal of SSN from eCheck and eTravel – What will change? • Vendor search function expanded to include employees. • Can create a check request or travel authority without knowing the vendor/traveler’s TIN, SSN or UGAID. • Search Functionality: Select correct vendor name/traveler from list of results.

  5. Removal of SSN from eCheck and eTravel – What will change? • A web-based vendor registration form available in fall 2012. • Primary method for vendors (companies and non-employee individuals) to submit their required payment and purchase order information to UGA. • Alternative to the paper-based form. • Why? IRS and other reporting requirements • Employees will not be required to submit this form for the creation of their VN. • A process initiated from with eCheck/eTravel will be used for the assignment of employee VN’s. • eCheck requests for refunds to students or customers or other “non-vendor” payments will not require submission of a vendor profile form.

  6. Removal of SSN from eCheck and eTravel – What is the timeframe? • PROJECT IMPLEMENTATION • 1ST Phase – September 2012 • Entry of SSN or VN • Encourage use of VN • 2nd Phase – January 2013 • Use of VN only, SSNs no longer used • ADDITIONAL COMMUNICATIONS AND TRAINING SESSIONS IN COMING MONTHS

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