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Best Practices

Honoraria payments may be made using Payments to Individuals (P2I) in Ariba. For more information on how to submit an honoraria payment through P2I and the paperwork needed, see the Honoraria web page.

Check Requests

No. It is Procurement Services mission to reduce the amount of duplicate work and lost or misplaced check requests, increase transparency for processes, and follow the green initiative for the UW. Due to these reasons, all manual check requests that are able to go through the Ariba system should be entered into the Payments to Individuals (P2I) module.

Payments to Individuals

Yes, Payments to Individuals (P2I) transactions are 1099-reportable. It is documented on the P2I webpage: http://finance.uw.edu/ps/how-to-pay/payments-to-individuals

P2I does not save social security numbers. Each social security number is checked manually against the IRS database for accuracy by Central Office.

Yes. A buyer will be added to the Approval Flow to review any payments over $10,000. Campus will still be required to follow current purchasing policies, including submitting a sole source or additional quotes when applicable. Be aware that the payment may be denied in favor of creating a purchase order.

Do not split a P2I invoice for over $10,000 into multiple payments. Instead, submit the P2I for the full cost of the invoice.

No. The supplier registration form is not required for Payments to Individual.

If the supplier has an active vendor number, we recommend using Non-PO Invoice. However, if this is a new individual, you can use the Payments to Individuals functionality instead of Non-PO Invoice.

Approximately five business days.

No. The Preparer can be listed in the role, but if they try to approve, they will receive an error. This is a separation of duty processs that is the same as eReimburesement and Non-PO Invoice.

If you use the 1631 or 1632 forms as guidance for classifying an individual as either an employee or independent contractor, leave the tax ID field blank. If you choose to include it with other documents that support a payment to an individual, do not have the tax ID visible for security purposes and protection of personal data. Since the tax ID is entered into an encrypted section of P2I in Ariba, it is unnecessary to write it on the form. 

Each request type must be submitted separately. However, you can copy an existing request to create a new one. You may also charge different budgets or account codes on the line item level.

Departments can initiate P2I requests prior to the service date, but they should not be inititated more than 2 weeks in advance. Departments are responsible for ensuring that payments are not provided to the individual prior to them providing the service.

No. Payments over $10,000 can be processed through P2I. However, a buyer will be added to the approval graph to approve payments over $10K.

Yes. The Central Office personnel will match the name and tax ID provided with each P2I request against IRS records to ensure the accuracy of the information prior to a payment being issued. The Central Office will also verify other items during this process.

The Account Codes are fixed in Payments to Individuals to help the 1099 tax desk collect all tax reporting payments to individuals at the end of the tax year. Departments may change account codes once a payment is made by initiating an expense transfer in MyFinancial.Desktop.

Honoraria payments may be made using Payments to Individuals (P2I) in Ariba. For more information on how to submit an honoraria payment through P2I and the paperwork needed, see the Honoraria web page.

No. It is Procurement Services mission to reduce the amount of duplicate work and lost or misplaced check requests, increase transparency for processes, and follow the green initiative for the UW. Due to these reasons, all manual check requests that are able to go through the Ariba system should be entered into the Payments to Individuals (P2I) module.

Yes. But if there is already a vendor number, use non-po

No. Currently departments use the Check Request process for H-1B Visas.

Please see the Global Operations page for moreinformation regarding H-1B Petition Fees.

If you use it to help determine whether the individual should be considered an employee or independent contractor, you can keep it on file internally or include with the information for payment. If including the form with payment documents, do not have the tax ID visible on the form for security purposes.

Yes, you can pay an honorarium for this type of presentation.

You will need to complete the UoW 1631 form and the UoW 1570 Check Request form. Please make sure that you note on the 1570 that the "services were performed outside of the US." This is done so taxes are not withheld on the honorarium payment and will also prevent Procurment Services from needing additional documents for processing.

Tax

Yes, you can pay an honorarium for this type of presentation.

You will need to complete the UoW 1631 form and the UoW 1570 Check Request form. Please make sure that you note on the 1570 that the "services were performed outside of the US." This is done so taxes are not withheld on the honorarium payment and will also prevent Procurment Services from needing additional documents for processing.