[Msoadm] Guidance on Reimbursement Refund Only Payee Requests - Available 3/12/2024

[Asirra Suguitan]

Dear Colleagues,
Below guidance was sent to all Oracle users with a Supplier Requester role.  Please share this with the relevant people within your operations.

A new supplier management process has been created for Reimbursement/Refund only suppliers and will be available as an option to Supplier Requesters tomorrow, March 12th. In this process, Supplier Requestors will submit a new supplier registration request to register payees expecting "reimbursements/refund only". These are non-purchase order suppliers and may not be used for stipends, human subject payment, honorariums,  or payments from Purchase Order. These records are to be for one-time use and will be inactivated 90 days after they are marked "spend authorized."

  *   First, the payee will complete and sign the "New Payee Setup (Individuals Only) for Reimbursements or Refunds Only<https://drive.google.com/file/d/1oI4S2h1FEkDH8EmhpAN3C8nnALDbODMb/view>" form with their information. This form is required instead of other tax forms. The form is linked on the registration request form as well as within the training guide.
  *   The Supplier Requester can complete the supplier registration request within Oracle Financials, selecting "Reimbursement/Refund Only (Non-PO) for the request reason. The completed form must be attached, and the reason for the request should be entered into the "Request Purpose" field.
  *   The request will be processed, and the supplier will be inactivated automatically 90 days after they are marked "spend authorized."

A guide and demonstration video<https://drive.google.com/file/d/1UVDOmKDvBY7_7ZGmwkTaKBksHktrBQdc/view?usp=drive_link> have been created on this process. This is available on the Impact23 Training page<https://impact23.ucr.edu/training-0>. A live demonstration was given on March 1st during the Procure to Pay office hours (10:30-11:30am). Links to the recording and ongoing office hours are available on the Impact23 Office Hours<https://impact23.ucr.edu/office-hours> page.

Best regards,
Asirra Suguitan
Campus Controller and Impact23 Lead
[ucr-logo-email]


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