Standard Work for Entering Fellows as Vendors
Last updated: 04/14/17
Version: 1.0
Standard Work Outline
SEQ
Picture
Owner: Bert Butler
Revised by: Bert Butler / Mike Danzi
Major Step
1
Open Integrated System
website. Enter Launch
Finance/HR and Self Service.
2
Select UVA AP Fellows
Stipend Processor from the
main menu.
Performed By: SOM HR Finance Generalist
Trigger: Receive Fellow Document Packet from HR Ops Partner
Details
Importance
Time (unit)
Website found at: UVA Integrated
System.
Since Fellows are not considered
UVA employees, the current
practice at UVA SOM is to set up
stipends as vendor payments. A
fellow must have a
corresponding Vendor # to
accomplish this.
3
Select Supplier Entry to
verify if the Fellow is already
set up as a vendor.
You will verify if the Fellow is in the
Vendor File. Type the Fellow’s
name in all CAPS and hit the Go
button.
Perform appropriate next Major
Steps based on Fellow’s status in
the Vendor File.
Page 1 of 4
Select Create Supplier.
Enter supplier name in all CAPS in
format (Last, First middle initial).
If Fellow is not in Vendor File:
4
Create Supplier and Add to
Vendor File.
In the Special Status box, enter
“UVA FELLOW” or “NRA UVA
FELLOW”.
The Fellow must be set up as a
Supplier to receive a Vendor #
that will be needed to set up
stipend payments.
UVA Fellow / NRA UVA Fellow
selection is important to notify
In the Tax Payer ID box, enter Social
Foreign National Tax Advisor
Security # or type “FOREIGN” if
whether they need to validate
Fellow is a foreign national and does
the stipend. NRA = Nonnot yet have a Social Security #.
Resident Alien.
Select Apply. Record the Supplier
Number on Payment Data Form.
Select Click Address Book.
If Fellow is not in Vendor File:
5
Update the Vendor Address.
Select Create box and enter address
from Payment Data Form in all
CAPS.
Select Continue.
Under Site Name, select the empty
box by City Name.
An address is important to have
on file for the Fellow to send
information later on, or to send
their stipend payments if Direct
Deposit is not set up.
Note: When entering address,
you must enter city name on the
Address Name line.
Select Apply.
6
If Fellow is in Vendor File and
has either a student (SIS) or
employee (HRMS) number:
Register the Fellow and
create a Vendor #.
Go to the UVA Procurement and
Diversity Services - Forms for
Vendors/Individuals.
Select Vendor/Individual
Registration form.
The Fellow must be registered as
a Vendor to receive a Vendor #
that will be needed to set up
stipend payments.
Note: DO NOT use the SIS or
HRMS number in place of a
Vendor #.
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Fill in the form with information
from the Payment Data Form and
the following specific information:
Under Relationship with UVA,
choose “Not a Supplier”.
7
In the Home Address entry, in the
Contact Name box, enter “UVA
Fellow LAST NAME, FIRST NAME ” or
“NRA UVA FELLOW LAST NAME,
FIRST NAME”.
If the address matches, do nothing.
If Fellow is in Vendor File and
has a Supplier number:
8
9
Otherwise, go to the UVA
Procurement and Diversity Services
- Vendor Forms for Departments.
Verify the proper Address in
the Address Book with the
address on the Payment
Data Form.
Select Vendor Site Add/Update for
Departments form.
Update Direct Deposit Form
from Fellow Document
Packet with Vendor #.
Print out Direct Deposit form and
then handwrite vendor # on form.
An address is important to have
on file for the Fellow to send
information later on, or to send
their stipend payments if Direct
Deposit is not set up.
Find the individual using the Vendor
#. Then fill out the appropriate
address information from the
Payment Data Form.
Ensure appropriate fellow
information is provided to
Accounts Payable to process
direct deposit of stipend.
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10
11
Send the Direct Deposit
Form to Payroll.
If Fellow was identified as an
NRA UVA Fellow in any of the
preceding Vendor setup steps:
Wait 24 hours before
Creating Stipends in Oracle.
Scan Direct Deposit document.
E-mail to Payroll employee.
Wait for confirmation.
Check the Supplier screen in the
Vendor File to verify correct
registration and then you can
proceed to Create the Stipend.
Ensure appropriate fellow
information is provided to
Accounts Payable to process
direct deposit of stipend.
This will give Accounts Payable
time to manually update the
vendor file in Oracle with the
correct registered information as
NRA UVA Fellow and send it to
Foreign National Tax Advisor.
If you Create a Stipend before
Accounts Payable has updated
the vendor file, the payment
voucher will be put on HOLD and
not routed to Foreign National
Tax Advisor for Re-Validation.
Page 4 of 4