Miscellaneous Payments

Miscellaneous Payments (MPs) are a way of making a one-time payment to individuals that are not currently registered as a supplier in Workday and do not meet the criteria for supplier registration. Eligible payees should be non-UW employees that are U.S. citizens, lawful permanent residents or foreign nationals (non-residents). Please note that the guidance on this page applies to non-travel Miscellaneous Payments, which is reviewed by Accounts Payable (AP). For information on travel Miscellaneous Payments, please review the Travel Services website.

News! Web page Updated 8/19/2026

What to know before you begin

Considerations when submitting a payment to a foreign national (non-resident)

• For general information about making payments to foreign nationals, visit the Making Payments to Foreign Nationals page  and Foreign Nationals Working in the U.S. page on the Global Operations Support website.
• Refer to the Foreign Payments Checklists & Charts for specific documents required for different types of payments.
  • When submitting a Miscellaneous Payment to a payee categorized as a Foreign National Payee, all documents should be uploaded through the University's secure Docusign portal. For confidentially reasons, please do not attach the documents in Workday.
• Refer to the Summary of Temporary Visa Classifications to determine if payment is allowed per the payee's visa classification.
• Review the Temporary (Nonimmigrant) workers guidance posted by the United States Citizenship and Immigration Services to determine if the foreign national payee is authorized to receive payments based on their visa classification. 

Important information on restricted party screening

If the payee is a foreign national or the payment relates to an international engagement, review Global Operations Support guidance and do the following:

• Carry out Restricted Party Screening
• Follow the International Activity Assessment Process (IAAP) when applicable

Please take these steps before submitting the Miscellaneous Payment in Workday:

• For restricted parties/sanctions and other research security considerations related to international engagements:
  • Carry out Restricted Party Screening
  • Follow the International Activity Assessment Process (IAAP) when applicable

Before submitting a Miscellaneous Payment in Workday

• Review job aid How to Perform Miscellaneous Payments in Workday in UW Connect Finance Portal
• Security role needed: Miscellaneous Payment Data Entry Specialist
  • UW Academy: Security roles are assigned through a Security Role Request on Workday. Please note that users requesting a security role change must contact their department administrator or supervisor before submitting a request
  • UW Medicine: Please contact your supervisor or administrator to obtain the correct security role(s) based on your job duties
• Please review the Workday Security Roles Responsibilities section at the bottom of this page for Workday security role responsibilities when reviewing a Miscellaneous Payment. After an MP is submitted, the business process (approval flow) is as follows:
  • Funding Approver (Cost Center/Grant/Project Manager)
  • Compliance Approver (Shared Environment/Requisition Specialist)
  • Accounts Payable Data Entry Specialist
  • Tax Manager (if payee is categorized as a Foreign National Payee) 

Helpful Reports in Workday

• View Miscellaneous Payee will allow you to search for a Miscellaneous Payee profile and view the Miscellaneous Payee ID (MPE-00XXXXX)
• Miscellaneous Payment Search R1372 will provide more information on the request, including the Payment Status, Payment Date, Transaction Reference, Reconciliation Status and information on where the request is in the business process (if not fully approved).

Payment Categories ("Request Category" in Workday):                        

Award

This category may be used to pay awards and prizes, such as recognition for a special achievement or winning a judged competition to non-UW affiliated individuals and UW students.This category may be used to pay a UW Student only if there are no restrictions on how funds can be used. For more information, please review the Student Prizes and Awards page. Payments that use this request category should fall under a Category 2 prize (refer to the link for more information). 

Attachments: When submitting the request, please attach the award and/or prize letter, event flyer, or other document that contains additional information regarding what the awarded amount is for. 

Spend Category: Use the Prizes and Awards (SC1128) spend category when submitting requests under this category. 

Please note: payments submitted under this spend category are reported on Form 1099-MISC for tax purposes. Per Procurement policy, individuals are required to provide tax information if receiving $1,500 or more of reportable income in the calendar year. Recipients will receive a Form 1099-MISC at calendar-year-end if the applicable IRS thresholds are met. 

Honoraria

An honorarium is a payment given in recognition of a professional individual's contributions when a fee is not typically required. The payment is intended as a token of appreciation. 

What qualifies as an honorarium?

• A lecture or talk
• A colloquium
• An address
• Grand Round
• A continuing education presentation or similar activity given to students, staff, faculty and/or the public at large

What does not qualify as an honorarium?

• Payments for instruction of a regular UW-offered course (i.e.: an official, for-credit academic class listed in the University of Washington Course Catalog). 
• Payments that include an invoice, a contract, or other documentation establishing a contractual obligation to compensate the individual for activities performed. See "Service" request category for more information on how to pay these types of activities. 
• Payments to companies or other institutions. Honorarium payments should only be made out to individuals. 
• Personal Services or consulting services such as analyzing, design, planning, facilitating, interpretation, marketing, performing, programming or organization development, research or scientific studies, strategic planning, video production, organizational assessment, quality assurance, editing or reviewing. See "Service" request category for more information on how to pay these types of activities. 

Attachments: When submitting the request, please attach the invitation letter sent to individual or other supporting documentation that includes the date, description, and nature of the activity. 

Spend Category: Use the Honorarium (SC1632) spend category when submitting requests under this category.

Please note: payments submitted under this spend category are reported on Form 1099-NEC for tax purposes. Per Procurement policy, individuals are required to provide tax information if receiving $1,500 or more of reportable income in the calendar year. Recipients will receive a Form 1099-MISC at calendar-year-end if the applicable IRS thresholds are met.

Insurance

Only used on transactions that are pre-approved by the unit and AP. Please contact Procurement Customer Service (pcshelp@uw.edu) for any questions. 

Non-Employee Travel Reimbursement

Please review the Travel Services' guidance on their website for payments submitted as non-employee travel. 

Spend Category: Payments submitted as reimbursable travel should be submitted using the Non-Employee Travel (SC2566) spend category. Please review Travel Service's guidance for additional requirements. 

If the payment does not meet the requirements for reimbursable travel, it may be processed as non-reimbursable travel using the Non-Employee Travel 1099 (SC2567) spend category. Although the individual may still receive the full amount, the payment will be treated as income. Per Procurement policy, payments submitted under the SC2567 spend category are required to provide tax information if receiving $1,500 or more of reportable income in the calendar year. Recipients will receive a Form 1099-MISC at calendar-year-end if the applicable IRS thresholds are met.

Non-UW Scholarships

This request category may be used to pay scholarships to individuals who are not enrolled at UW. The Internal Revenue Service (IRS) defines a scholarship or fellowship grant as an amount given to an individual for study, training, or research, and which does not constitute compensation for personal services. You can find more information on Scholarships on the Tax office website. 

Per the IRS, there are two categories of scholarships:

• Tax-Free: a scholarship is considered tax-free (i.e.: not included in gross income) if the following conditions are met:
  • The individual is a candidate for a degree at an educational institution as defined by the IRS 
  • The amount received is intended to pay for tuition and fees required for enrollment or attendance at the educational institution, OR
  • The amount received is intended to pay for fees, books, supplies and equipment required for courses at the educational institution
• Taxable*: a scholarship is considered taxable (i.e.: must be included in gross income) if the following conditions are met:
  • The amount received is intended for incidental expenses, such as room and board, travel, and optional equipment
  • The amount received is a payment for teaching, research or other services required as a condition for the scholarship

*For purposes of this guidance, the term "taxable" means the payment will be reported on Form 1099-MISC if the individual meets the applicable IRS reporting threshold at calendar-year-end.

Attachments: When submitting this request, please attach the scholarship letter provided to the recipient or other supporting documentation that specifies the amount awarded and its intended purpose. Procurement Services will review the attachments to determine whether the payment is subject to taxation. 

Spend Category: If the scholarship is tax-free, use the Scholarship (SC1126) spend category. If the scholarship is taxable, use the Prizes and Awards (SC1128) spend category.

Please note: payments submitted under Prizes and Awards (SC2218) are reported on Form 1099-NEC for tax purposes. Per Procurement policy, individuals are required to provide tax information if receiving $1,500 or more of reportable income in the calendar year. Recipients will receive a Form 1099-MISC at calendar-year-end if the applicable IRS thresholds are met.

Refund

Only used on transactions that are pre-approved by the unit and AP. Please contact Procurement Customer Service (pcshelp@uw.edu) for any question. 

Spend Category: Please refer to the list of Spend Categories on the How to Perform Miscellaneous Payments in Workday job aid. 

Reimbursement

This request category may be used when reimbursing non-UW employees for expenses made on behalf of the University. For more information, please refer to the Reimbursements page. Although this page specifically refers to employee reimbursements, the same policies and procedures apply to non-employee reimbursements. 

Attachments: Reimbursements must include receipt/proof of payment by the individual. Please review the University's Receipt Policy. If the reimbursement contains multiple receipts, please separate each receipt onto a separate line item or include a breakdown of the receipts (such as a spreadsheet or other document) in the attachments. 

Spend Category: Please refer to the list of spend categories on the How to Perform Miscellaneous Payments in Workday job aid. For food-related reimbursements, please review the Food-related Spend Categories in Workday guidance. 

Please note: in accordance with Internal Revenue Code section 262, reimbursements for personal expenses are considered reportable to the payee. For these types of transactions, please enter the payee's tax information in their payee profile and choose a spend category that is 1099 reportable. 

Research Subject Payments

This request category can be used for payments to individuals participating in research projects for purposes of recruitment or encouragement of participation. For more information, please review the Pay Research Subjects page. 

Please note that if you are reimbursing a research subject for travel-related expenses, the request should be submitted as a Non-Employee Travel Miscellaneous Payment. 

Attachments: Please attach supporting documentation of the research project, if available. Procurement Services recognizes that research projects may involve sensitive or confidential information. If you are unable to provide supporting documentation to protect participant privacy, please include as much information as possible in the "memo" field of the Miscellaneous Payment request in Workday. 

Spend Categories: Use the Research Subject (SC1015) spend category when submitting requests under this category. 

Please note: payments submitted under this spend category are reported on Form 1099-MISC for tax purposes. Per Procurement policy, individuals are required to provide tax information if receiving $1,500 or more of reportable income in the calendar year. Recipients will receive a Form 1099-MISC at calendar-year-end if the applicable IRS thresholds are met.

Royalties

This category may be used for payments made to obtain the right to use intellectual or tangible property legally owned by another individual. Royalty payments do not include compensation for services.

Some examples of a royalty payment include:

• Payment for the use of, or the right to use, patents or trademarks
• Payment for the use of, or the right to use, personal or intellectual property
• Payment for the use of copyrights on books, periodicals, articles, etc. 

Attachments: Please attach the royalty statement or other documentation that includes the amount paid and the description of the property we are paying to use. 

Spend Category: Use the Royalties (SC1279) spend category when submitting requests under this category. 

Please note: payments submitted under this spend category are reported on Form 1099-MISC for tax purposes. In accordance with IRS guidelines, payee tax information is required if royalty payments meet or exceed $10. Recipients will receive a Form 1099-MISC at calendar-year-end if the applicable IRS thresholds are met.

Service

This category may be used for one-time personal or consulting services if the total payment amount does not exceed the Direct Buy Limit. 

Personal or consulting services include analyzing, design, planning, facilitating, interpretation, marketing, performing, programming or organization development, research or scientific studies, strategic planning, video production, organizational assessment, quality assurance, editing or reviewing. 

Before submitting the service payment request, please confirm that the individual is properly classified as an independent contractor and is not considered an employee. For more information, please visit the Employee vs Independent Contractor page on the Tax Office website and complete the Form 1632 Employee vs Independent Contractor Checklist. 

The scenarios below cannot be paid as a Service on a Miscellaneous Payment:

• Payments to a company, institution, or organization, even if it is a one-time payment
• Payments to individuals who are already registered as a supplier
• Total payments that are $10,000 or higher (subject to the Direct Buy Limit and current purchasing policies)
• Recurring service payments to an individual

In any of the scenarios above, the payee will need to register as a UW supplier and complete payment via Purchase Order/Supplier Invoice Request

Attachments: All service payments must be submitted with an invoice. The invoice should include a description of the service, the date the service took place, and the agreed-upon amount. If a contract was entered with the individual, please attach the signed contract.

Spend Category: Service payments are reported on Form 1099-NEC at calendar year-end. To ensure proper mapping, select one of the spend categories listed below when submitting requests under this category:

• Advertising and Promotional Services (SC1024)
• Communication Services (SC1709)
• Consultant Travel (SC1709)
• Consulting (SC1140)
• Editorial Service (SC2445)
• Employee Training Services (SC1025)
• Graphic Design Service (SC2446)
• Interpreter Service (SC2473)
• Legal Services (SC2033)
• Other Professional Fees (SC21111)
• Performing Artists (SC1020)
• Reader Fees (SC2760)
• UWM Courier Services (SC2803)
• UWM Purchased Services - Other (SC2435)
• Visiting Faculty - Lectures (SC1019)

Please note: Per Procurement policy, individuals are required to provide tax information if receiving $1,500 or more of reportable income in the calendar year. Recipients will receive a Form 1099-NEC at calendar-year-end if the applicable IRS thresholds are met.

Settlement

Only used on transactions that are pre-approved by the unit and AP. Please contact Procurement Customer Service (pcshelp@uw.edu) for any questions. 

Stipend

This category may be used for payments made to non-UW affiliated individuals to support their participation in a training or learning experience. These payments are intended to help offset living expenses incurred while participating in the program. Stipends are considered taxable income and may be reported on Form 1099-MISC at calendar year-end if the applicable IRS reporting threshold is met. 

What does not qualify as a Stipend:

• Payments to foreign national payees: The term "stipend" is not a payment classification recognized by the IRS; therefore, this category cannot be used for payments to foreign national payees even if the payment meets the definitions above. When submitting payments to foreign national payees, please review the Payments to Foreign Nationals page for guidance on acceptable payment categories and select the category that most accurately reflects the purpose of the payment. 
• Payments to UW students: Stipend payments cannot be made to individuals who are currently enrolled at the University. Stipends to UW students must be processed through the Student Database (SDB) and will be reported at calendar year-end on a Form1098-T. For more information on completing payments to UW students, please visit the Student Fiscal Services website. 
• Payments for awards/prizes in recognition of a special achievement. See "Award" request category for more information on how to complete these types of payments.
• Payments made to an individual for study or research: See "Non-UW Scholarship" request category for more information on how to complete these types of payments.
• Travel reimbursements after the expenses have been incurred: See "Non-Employee Travel" request category for more information on how to complete these types of payments. "Stipend" may only be used to provide a lump-sum amount intended to be used towards living expenses, including travel and transportation costs such as airfare. 

Attachments: When submitting the request, please attach the stipend letter provided to the recipient, program description, or other documentation that includes the following:

• Description of the training program/learning experience
• Dates that the program/learning experience will take place
• Description of the proposed stipend payment, including the expected amount
• Statement that the amount intended to help offset living expenses during the individual's participation in the program, or other description of the intended use of the funds to showing that it fall under UW's definition of a stipend as outlined above.

Spend Category: Use the Stipends (SC1127) request category when submitting requests under this category. 

Please note: payments submitted under this spend category are reported on Form 1099-MISC for tax purposes. Per Procurement policy, individuals are required to provide tax information if receiving $1,500 or more of reportable income in the calendar year. Recipients will receive a Form 1099-MISC at calendar-year-end if the applicable IRS thresholds are met.

Workstudy/Grant 

Intended for Student Fiscal Services (SFS)

Payment Options & Tracking

Workday Payment Options

The available payment options on Miscellaneous Payments are listed below. Please note that although Workday may show other options, the options below are the only payment types accepted by Procurement Services. Please refer to the job aid for more details on where to enter this information on the Miscellaneous Payment. Additionally, please note that all payments must be processed in USD.

Payment Option	Considerations	Processing Time
Check	If the check needs to be mailed directly to the payee, payee's address must be entered under their Contact Information in Workday. If the check needs to be mailed directly to a payee who lives outside of the United States, select "Foreign Payment" as the Handling Code. Workday requires this Handling Code for any payee with an address outside the United States.  If the check needs to be sent to your department through campus mail, please select "Campus Mail" as the Handling Code and enter the campus box number in Miscellaneous Field 7.  If they check needs to be picked up at the Mailing Services reception desk, please select "Hold-pickup" as the Handling Code. No other information is required.	Once the Miscellaneous Payment receives final approval in the business process, the check will be printed the following business day, provided final approval was completed before 4:00 PM. Check printing and processing is handled by Creative Communications (Mailing Services). Please note that checks can take 1-3 business days to print and mail. Once the check is received by USPS, mailing time can vary. Please allow up to two weeks after the Miscellaneous Payment has been approved for the individual to receive the check.  If you would like to expedite the mailing of the check, you can the select "Overnight" Handling Code in Workday. Please note that while this option expedites the printing and mailing process, actual delivery timelines are subject to USPS processing and may vary.
ACH	This payment option should only be selected for domestic bank transactions (i.e.: payees with bank located in the United States). If the payee's bank is located outside the United States and ACH is selected as the payment option, the payment will fail. ACH transactions of $5,000 or greater involving new payees or any changes to existing payee banking information require additional verification. Please review the "Changes to requirements for ACH payments on Miscellaneous Payments" section at the bottom of the page.	ACH payments are processed by Banking and Accounting Operations.  Following final approval of the Miscellaneous Payment int he business process, ACH payments are generally processed within 2-5 business days.  Please note that the receipt of funds is subject to the payee's bank's processing times and may vary accordingly.
Wire	This payment option should be selected for foreign bank transactions (i.e.: payees with bank located outside of the United States). Pursuant to the ISO 20022 standards, all wire payments require the payee's address entered under their Contact Information in Workday. Wire requirements vary per country. For example, some foreign banks require the use of an intermediary bank to accept payment in USD. Please ask the payee to confirm their institution's requirements to receive a wire payment in USD.	Wire payments are processed by Banking and Accounting Operations.  Following final approval of the Miscellaneous Payment in the business process, wire payments are generally processed within 5-10 business days.  Please note that the receipt of funds is subject to the payee's bank's processing times and may vary accordingly.
Zelle	This payment option can only be used for Research Subject payments. When using this option, please confirm that the payee has an email address or a phone number associated with their Zelle account. Their email address and/or phone number must be entered under their Contact Information in Workday for all Zelle payments.	Zelle payments are processed by Banking and Accounting Operations. Following final approval of the Miscellaneous Payment in the business process, payments are generally processed within 2-5 business days.  Please note that the receipt of funds is subject to the payee's bank's processing times and may vary accordingly.

Payment Returns and Rejects

Payment Option	Return/Reject Procedures
Check	If a check is undeliverable to the address provided, USPS will return the check to Procurement Services. Any checks returned to our office will be cancelled. The individual who submitted the Miscellaneous Payment will be notified by Procurement Services when a returned check is received. To re-issue the payment, the initiator will need to submit a new Miscellaneous Payment with the payee's correct address.  To cancel a check, please submit the Check Cancellation Request Form. For more information on the Check Cancellation process, please review the Check Cancellation page.
ACH Wire Zelle	Payment returns or rejections may occur due to incorrect or missing banking information. If a payment is rejected/returned, you will be notified by Accounts Payable. Please see below for action to take when notified of a return/rejected payment: If the payee is single use (inactive in Workday): Payment will be cancelled and the Miscellaneous Payment will be put in "Draft" status AP will send a notification to the initiator of the MP Department will need to obtain updated banking information, revise the banking information tab in the payee's profile, and resubmit the MP. Please respond to the original notification from AP once the MP is resubmitted The MP will be routed back through the approval flow. Once the approval flow is complete, Workday will automate a settlement run to process a new payment If payee is not single use (active in Workday): AP will send a notification to the initiator of the MP Department will need to obtain updated banking information, revise the banking information tab in the payee's profile Please respond to the original notification from AP once the MP is resubmitted AP will request the payment be reprocessed. The MP will not need to be resubmitted, an no further action is needed from the department. Workday will automate a settlement run to process a new payment Returned/rejected payments will remain open up to 60 days from the initial notification from AP. If the payee's banking information has not been updated within this time period, the MP will be cancelled and the department will need to submit a new MP once the corrected banking information is obtained. Users may receive a notification from AP that the payment was returned or rejected, but when viewing the request in Workday, may notice a "Paid" status and "Reconciled" reconciliation status. Please note the combination of the two statuses in Workday does not determine if a payment was successfully deposited into the payee's account. Please refer to the notification from AP and follow the next steps as outlined above.

What is Not Allowed

Best Practices and Other Considerations

Effective July 1, 2026: Changes to requirements for ACH payments on Miscellaneous Payments

Effective July 1, 2026, Banking and Accounting Operations (BAO) has implemented an updated ACH Risk Management & Compliance Policy in response to the 2026 rule updates from the National Automated Clearing House Association (NACHA), which require adoption of such a policy. See the full policy on the UW ACH Risk Management & Compliance Policy (Banking and Accounting Operations).  

All University of Washington departments, auxiliary enterprises, and service centers that issue and receive ACH payments from/to the University of Washington are required to comply with this policy. As a result, changes to required attachments for MPs submitted using the “ACH” payment method will be implemented.  

Additional Requirements for ACH Payments on Miscellaneous Payments

For all MPs submitted with the “ACH” payment type, departments will need to verify the following directly with the payee before submitting the payment request:

• Bank routing (ABA) number
• Bank account number
• Account type (checking or savings)
• Payee name as it appears on the bank account

The fraud prevention process for outgoing ACH payments applies only to transactions of $5,000 USD or greater ("ACH Transaction Threshold") involving new payees or any changes to existing payee banking information. BOA will review the ACH Transaction Threshold annually and may adjust it based on the effectiveness of the controls, emerging fraud trends, transaction activity, and other relevant risk factors. 

 

What needs to be uploaded to Workday?

For ACH payments that meet the requirements above, acceptable verifications will be required to be attached in the Miscellaneous Payee profile in Workday. Acceptable verification can be performed by one of the following methods:

 

Document	Details
Phone call (between payee and department) using a previously established/independently sourced phone number	Upload a call log document that includes that date, time, phone number, and the name of the person they contacted
Official bank document - voided check	Check must state "VOID" and contain account details including name, address, and bank account
Official bank document - signed bank letter	Letter must contain the bank's letterhead confirming account details including name, address, and bank account number
Redacted bank statement or online bank screen print	Screen print must contain account details including name, address, and bank account number

Frequently Asked Questions

Q: Are approvers expected to review both MPE and MPs before approval?​

A: Yes, approved must review both MPE and MPs if the ACH transaction is $5,000 or greater AND either of the following conditions applies:

• The payee is a new payee, OR

• The payee is an existing payee and their banking information is being updated

If both the transaction threshold and one of the conditions mentioned above are met, review of both the MPE and MP is required prior to approval.

 

Q: Is DocuSign an acceptable form of verification?​

A: Yes, but only if the bank information provided is supported with additional verification. Because DocuSign requests remain vulnerable to business email compromise (BEC) and rely on the same communication channel as the original request, additional independent verification is required. This may include the official bank documentation included in the DocuSign file or a callback to the payee using contact information already on file.

 

Q: Where do I attach the verification? ​

A: Include the verification document in the “Attachments” tab of the Miscellaneous Payee. When creating or editing a miscellaneous payee, choose "More", followed by "Attachments"​

 

Q: How should recurring payments be handled?​

A: For recurring payments, no additional verification is needed as long as the banking information remains unchanged. If there are any changes to the banking information, and the $5,000 threshold is met, updated verification must be obtained.

 

Q: Are there any privacy concerns to attaching bank information in the payee profile in Workday? 

A: Workday has dual factor authentication and is tokenized. Per NACHA's Supplementing Data Security Requirements, encryption, truncation, tokenization, destruction, or having the financial institution store, host, or tokenize the account numbers, are among options for Originators and Third-Parties to consider.​

 

Q: Are other ACH Payments such as Supplier and Expense Payments affected? ​

A: Supplier payments are also affected. However, supplier ACH payments are originated through the third-party payment platform Paymode. Paymode already performs account verification on behalf of the University of Washington; therefore, these transactions are currently out of scope for the new ACH Policy.​

Expense payments, such as employee reimbursements, are also affected. However, because the banking information is generated through Workday HRP, a separate process must be developed. BAO and Payroll are working together to establish this process, which will be implemented at a later date.

Miscellaneous Payee Best Practices

• Before creating a Miscellaneous Payee, use the View Miscellaneous Payee tool in Workday to see if one already exists. If you are using an existing profile, please confirm that it is the same individual and that all the information is still accurate. 
• When entering a Miscellaneous Payee in Workday, please select the appropriate Miscellaneous Payee Category from one of the four options below. Although Workday will show other options, these are the only categories accepted by Procurement Services:
  • Domestic Payee: a non-UW affiliated individual who is a U.S. citizen or lawful permanent resident, or meets the substantial presence test
  • Foreign National Payee: a non-UW affiliated individual who is a foreign individual (not U.S. citizen or resident)
  • Student: an individual currently enrolled at UW who is a U.S. citizen or lawful permanent resident, or meets the substantial presence test
  • Student-Foreign: an individual currently enrolled at UW who is a foreign national (not U.S. citizen or resident)
• If the spend category used requires a Social Security Number (SSN), please make sure that only 9 digits are entered.
  • The payee's SSN is only required if the spend category is 1099 reportable and the payee will receive $1,500 or more of reportable income in the calendar year.
  • Please do not enter any spaces or dashes in the SSN.
• If the payee does not have an SSN or an SSN is not required, please enter 9 zeros in the SSN field.
• Please do not include any special characters (i.e.: period, comma) in the payee's name when entering their information. 

Miscellaneous Payments Best Practices

• Per Procurement policy, payments cannot be made in advance except in extenuating circumstances. If extenuating circumstances exist and payment needs to be requested in advance, you may only do so up to two weeks before the activity date and the Payment Type selected must be a check sent through Campus Mail.
• If a service invoice is over the Direct Buy Limit, do not split the invoice into two different payments. Each invoice will need to be processed separately as a Supplier Invoice Request.

Workday Security Role Responsibilities 

If you are submitting or reviewing a Miscellaneous Payment in Workday, please review your responsibilities based on your Workday security role/step in the business process:

Initiator: Miscellaneous Payment Data Entry Specialist

Responsibilities:

• Initiate and complete Miscellaneous Payment in accordance with Procurement policies and procedures as outlined above and in the How to Perform Miscellaneous Payments in Workday job aid.
• Obtain and confirm payee information and enter the required information in Workday, including (but not limited to) payee name, tax information and address
• If the payee is categorized as a Foreign National Payee and is in the United States on a visa, ensure they are authorized to receive payment and have completed all required documents. Upload all documents to the Docusign portal. 
• Ensure all payment information entered in Workday is accurate and complete, including (but not limited to) payment amount, date of activity, and other payment details
• Select the correct Request Category and Spend Category and ensure the appropriate worktags are used
• Attach all required documentation (receipts, invoices, approvals, etc.)
• Ensure documentation is in accordance with retention and scanning policy set forth by UW Records Management 

Funding Approver: Cost Center Manager, Project Manager, Grant Manager

Responsibilities:

• Review the request in its entirety to confirm adherence to budget/funding policy
• Encouraged to review request in its entirety for completeness and accuracy

Compliance Approver: Shared Environment Requisition/Expense Specialist

Responsibilities:

• Review the request in its entirety to confirm its adherence with University, Procurement and department policies
• Ensure documentation is in accordance with retention and scanning policy set forth by UW Records Management 
• Ensure the request is not a duplicate payment and has not been completed in another form
• Review the request category and spend category used to ensure accuracy
• Verify payee information entered into Workday, including payee tax information and payee address (if applicable)
• If the payee is categorized as a Foreign National Payee and is in the United States on a visa, confirm they are authorized to receive payment based on visa classification and that all required documents have been uploaded to the Docusign portal. 
• Determine the correct worktags have been used and appropriate approvals have been provided
• Edit line items if necessary and add documentation if missing, or send the MP back to the initiator for correction

Accounts Payable Data Entry Specialist (APDES)

Responsibilities:

• If payment is routed to the APDES role for review, AP will conduct a review for compliance with Procurement policy and procedures and any applicable state and federal regulations
• AP will review the request for completeness and accuracy, including verifying the payee's tax information with the Internal Revenue Service (IRS)
• If they payee is categorized as a Foreign National Payee, AP will evaluate documents uploaded to Docusign and confirm that the payee is authorized to receive payment
• AP will assess the payment details to determine if a Form 1099 is required to be issued at calendar year-end
• Although not all Miscellaneous Payments are routed to AP, the AP team remains responsible for performing post-audit review on MPs, including those not typically routed to AP for review, to ensure compliance with applicable policies and procedures.

Tax Manager

Responsibilities:

• If the payee is categorized as a Foreign National Payee, the Tax Manager role will conduct a limited tax review of the documentation provided by the payee and submit forms as required to the IRS for approval
• If the payment is subject to tax withholding, the Tax Manager role will withhold the applicable amount using the appropriate tax rate before the payment is processed

Resources

Updates and News:

• Review recent updates and sign up for the Procurement Newsletter.
• Procurement Center of Excellence Training and Communication

Instructions and Guidance:

• How to Perform Miscellaneous Payments in Workday in UW Connect Finance Portal for step-by-step instructions on submitting a Miscellaneous Payment in Workday
• Review the Pay Research Subjects page for specific guidance on Research Subject Miscellaneous Payment requests
• Review the Check Cancellation page for more information on returned and cancelled checks
• Review the Travel Services website for specific guidance on Non-Employee Travel Miscellaneous Payments
• For payments that cannot be submitted as a Miscellaneous Payment Request, review our Suppliers and Invoicing pages for further instructions
• Food-related Spend Categories in Workday guidance

Payments to Foreign National Payees:

• Review the Making Payments to Foreign Nationals and Foreign Nationals Working in the U.S. pages on the Global Operations Support website.
• Review the Foreign Payments Checklists & Charts for specific documents required for different types of payments
• Review the Summary of Temporary Visa Classifications to determine if payment is allowable per the payee's visa classification.
• Use the University's secure Docusign portal to upload required documents submitted with payments to foreign national payees. 

Forms:

• Employee or Independent Contractor
• Frequently Used Procurement Services Forms
• Tax Forms for Foreign Payees

Other Questions:

• Form 1099-NEC and Form 1099-MISC are issued by the University of Washington at calendar year-end to payees categorized as Domestic Payees whose total payments meet the IRS reporting threshold. If you have any questions about 1099 reporting, please email the 1099 Desk at ten99@uw.edu. 
• Form 1042-S are issued at calendar year-end to payees categorized as Foreign National Payees, and incorporated payments from multiple University of Washington departments, including Payroll, Student Fiscal Services, Accounts Payable, and Intercollegiate Athletics. Questions for payments should be directed to the department that issued the payment. 
• For any other questions on Miscellaneous Payments, including payments to both domestic and foreign payees, please contact pcshelp@uw.edu. 

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