The University Record, November 23, 1998

Payment process changes; workshops scheduled Dec. 2–3

By Jane R. Elgass

Staff who process the paperwork for payments to non-U-M employees and payments that are made based on Forms G, G-1 and G-2 are encouraged to attend one of two information sessions in early December on process changes related to this paperwork. The changes will be effective Jan. 1.

In addition to the Forms G, the following types of payment are affected by the changes:

• Royalties.

• Subject fee payments.

• Prizes/Gifts/Awards.

The advent of M-Pathways means “we need to change the way that some payments are requested because the calendar year-end reporting process in the PeopleSoft software is different than in the legacy system,” says Norel Tullier, director of the Payroll Office. “Currently, Forms 1099-MISC (federal tax documents) are produced by the Payroll System,” Tullier explains. “With PeopleSoft software, Forms 1099-MISC are produced by the Procurement System.”

While most source documents will continue to be sent to the Payroll Office, subject fee income forms for non-employees will be sent directly to the Procurement Unit. The accompanying table indicates the changes in routing and system input for the payment types mentioned above.

Tullier notes that a team representing four units worked for more than a year on the changes, with a goal of “making the changes as invisible as possible to the end user—the person in the department who creates the paperwork.”

“We’ve tried as much as possible to insulate the unit representatives from having to understand year-end work,” she adds.

Team members included representatives from Purchasing, Accounts Payable, Payroll and the Corporate Tax Office in Financial Operations.

The information sessions for those with questions about the process changes will be held:

• 10:30 a.m.–noon Dec. 2, Room 2553 (Executive Conference Room), LS&A Building.

• 3–4:30 p.m. Dec. 3, Room G18 (entrance level), Wolverine Tower.

Those who are unable to attend one of the sessions should call 764-8253, option 1, in December to order new Subject Fee Income forms and meeting handouts.

 

Types of Payments

Payment Type

Forms Used

Form Sent To

System Making/
Recording Payment

Change from Today

(From Perspective of End User)

Subject Fee Payment

Non-employee

Subject Fee Payment for

Non-employee

Procurement Unit Address

Address Accounts Payable

5091 Wolverine Tower, 1287.

Procurement. Data entered by Vendor Specialist

1. Form will change to include charfield values and indicate whether payment was mad from Imprest Cash Fund or from the central Procurement System.

2. All Payments will be reported on the "Statement of Activity" as "AP" transactions

Subject Fee Payment Employee

Subject Fee Payment Form for Employees

University Payroll Office

G395 Wolverine Tower, 1297

Payroll, Data entered by Payroll Assistant.

Form will change to include ONLY payments to employees.

Form G/G-1 - employee

Form G/G-1

HR/AA - HRRIS

4073 Wolverine Tower, 1281

Payroll, Data entered by Payroll Assistant.

None

Form G/G-1 - non-employee - U.S. Citizen or permanent resident

Form G/G-1

HR/AA - HRRIS

Procurement, Data entered by Payroll Assistant.

All payments will be reported on the "Statement of Activity" or "AP" transactions.

Form G/G-1 - non-employee - non-resident alien

Form G/G-1

HR/AA - HRRIS

Payroll, Data entered by Payroll Assistant.

None

Form G-2 - non-employee - U.S. Citizen or permanent resident

Form G-2

Contract Administration,

2044 Wolverine Tower, 1273

Procurement, Data entered by Payroll Assistant.

All payments will be reported on the "Statement of Activity" or "AP" transactions.

Form G-2 - non-employee - non-resident alien

Form G-2

Contract Administration

Payroll, Data entered by Payroll Assistant.

None

Royalties - U.S. Citizen or permanent resident

Form G/memo

HR/AA - HRRIS or University Payroll Office

Procurement, Data entered by Payroll Assistant.

All payments will be reported on the "Statement of Activity" or "AP" transactions.

Royalties - non-resident alien

Form G/memo

HR/AA - HRRIS or University Payroll Office

Payroll, Data entered by Payroll Assistant.

None

Prizes/Gifts/Awards - employee

Memo, Special Payment Form, Form G

HR/AA - HRRIS or University Payroll Office

Payroll, Data entered by Payroll Assistant.

None

Prizes/Gifts/Awards - non-employee

Memo, Special Payment Form, Form G

HR/AA - HRRIS or University Payroll Office

Procurement, Data entered by Payroll Assistant.

None

Raffles

Memo

University Payroll Office

Data entered by Payroll Assistant.

None

 


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