Non-Employee Reimbursements/Payments (Supplier Invoice Requests)

Request Forms

Supplier Change Request Form

Supplier Invoice Requests/Step-by-Step Guide

Prior to Creating a Supplier Invoice Request, you MUST do the following:

Verify if the Supplier is set-up by running the Find Suppliers Inquiry
Retrieve a NEW TCN
Scan all Supporting Documentation

From your Home Screen, click on your Favorites Worklet
Under Actions, click on Create Supplier Invoice Request
In the Primary Information Section you will enter the following:
The current date will pre-populate for Invoice Date
For Company, select Yale University
For Supplier, type Supplier Name in all caps or the Supplier Number and press enter/return on your keyboard
For Remit-To Connection, click on the box and select the address you would like to use for the Supplier
Currency will pre-populate with USD
For Control Total Amount, enter the total payment amount
For the Supplier Reference Number, Enter CR or WR and the 7 digits you will be using as the TCN
In the Additional Information Section you will enter the following:
Ship-To Address will Auto-populate
Payment Terms will Auto-populate
Default Due Date will Auto-populate
Handling Code is not required and will remain empty. If you require Special Handling of the Payment, here is where you would select the option (2 Whitney Pick-up, 25 Science Park Pick-up)
Freight Amount can be ignored
Tax Amount can be ignored
For Memo, enter the 5W’s of your Business Purpose
Scroll down, click the Lines Tab where you will enter the following:
Click on the Service Line radio button
Item can be ignored
Item Description should be a detailed description of the item to help you and your Suppliers easily identify specific items
For Spend Category, either search for a Spend Category by name, category, or code and select or enter the Spend Category by referencing your Commonly Used Spend Categories List
Quantity can be ignored
Unit Cost can be ignored
Item Identifiers can be ignored
Item Tags can be ignored
For Extended Amount, enter the amount of reimbursement or payment for Line (similar to the Line Total)
Enter the Country of Activity, even if United States
When entering your Charging Instructions, please remember that the Funding Component (FC) is either a Grant, Gift, or Yale Designated and only one should be entered, but one is necessary
If you have Grant as your Funding Component, enter here (e.g. GR+ 6 digits); if not, then ignore
If you have Gift as your Funding Component, enter here (e.g. GE+ 6 digits, GS+ 6 digits); if not, then ignore
If you have Yale Designated as your Funding Component, enter here (e.g. YD+ 6 digits);if not, then ignore
Enter the Cost Center from your COA (e.g. CC+ 4 digits)
Enter the Program from your COA (e.g. PG+ 5 digits)
Enter the Project from your COA (e.g. PJ+ 6 digits)
For Assignee, enter the Net ID or search by Name of the specific person responsible for the funding; Assignee is not required on all transactions only enter if listed on your COA
Additional Worktags will auto-populate
Billable can be ignored
For Memo, enter additional line detail for the item (optional)
Scroll up, Click the Attachments Tab where you will complete the following:
Click on Select Files and you will have access to your PC to upload all documents required from your Business Office
Once uploaded, you may enter any additional comments you may have for your Reviewer
Click Submit to complete the process

Supplier Requests/Step-by-Step Guide

From your Home Screen, click on your Favorites Worklet
Under Actions, click on Create Supplier Request
2a You are also able to search Create Supplier Request in Search Bar for access
Notice Links to Forms are located at the top of the Screen
Your Name will be listed first as Worker
Enter the Supplier Name in all caps
DUNS Number is required for Sub-Awards Suppliers (9 digits) only; leave blank if not applicable
For Supplier Category, choose the most qualifying category
Parent can be left blank
Tax Authority Form Type should only be entered if the TAX ID has been Entered
For the Tax Authority Form Type, enter the following:
Foreign Supplier select 1042-S
US Individual or US Reportable Entity select 1099-MISC
US Non-Profit or Not Reportable Entity Leave Blank
TIN Type should only be Entered if TAX ID is Entered; EIN for a Business, SSN for an Individual
W-9s are required for payments to Individuals or Businesses in the United States (W-9s are not required for Reimbursements)
W-8BENs are required for payments to Foreign Individuals
W-8BEN-Es are required for payments to Foreign Businesses
Enter TAX ID if available; Workday will verify if Supplier already exists or not
Justification is required
Justification should indicate Business Purpose for Supplier and any department systems; for wxample, reimbursement, foreign, goods/services, facilities. To have the Supplier added to SciQuest, include the Purchase Order Distribution email address or fax number
Scroll down to Contact Information, Classification, and Attachments Section to enter the following:
In the Contact Information tab, at least one Contact field is required and must be completed; the minimum contact information required by the Business Office is the Supplier’s Address and Phone Number or Email
Ignore the Classification tab
In the Attachments tab, click Select Files and add all documentation you have for the Supplier (Tax Forms, Business Forms, ACH Forms);
Click the green OK button at the bottom of the screen to complete your request
Click Done on the next Workday screen

Once your request has been Submitted, Shared Services will Review; the status of your request can be found by searching “My Supplier Requests” in the Workday Search Box.

You will be contacted by Shared Services through your Workday Inbox; your request will either be Approved and Added or Denied with a Request for Additional Information.

Once your request has been Approved, you will be able to complete transactions for the Supplier.

To make Supplier Changes; send an email with supporting documentation and completed form to supplier.change@yale.edu.