Accounts Payable updates:

[Business Affairs Office News]

Good Afternoon,



The Accounts Payable Department would like to make you aware of some recent changes.



1)  New IRS Form W-9 requirements as of July 1, 2014:

New federal regulation reporting requirements regarding the Foreign Account Tax Compliance Act (FATCA) has created the need to collect additional information from vendors or payees who the University of Oregon (UO) does business with.  The attached 2014 version of the UO’s Substitute Form W‐9 (http://ba.uoregon.edu/sites/ba/files/forms/uosubstitutew-9.pdf)   has been updated to collect this information as well as any Minority‐owned, Women‐owned, and small emerging business (MWESB) statuses.  Information on state certified MWESB statuses is available at the state website http://www.oregon4biz.com/Grow-Your-Business/Business-services/Minority-Owned-Business-Certification/ , or by telephone at (503) 986‐0075.



Although the information on this 2014 version of the UO’s Substitute W-9 Form may be similar to what is provided on an IRS W‐9 Form, the UO is required by the State of Oregon to provide an annual report of what we spend on MWESB vendors.  It is critical that we collect additional MWESB information from our vendors.  An IRS W‐9 Form cannot be accepted in lieu of this UO Substitute W‐9 Form.



Note: Required, new versions of forms are now available on the BAO website: http://ba.uoregon.edu/staff/ap-invoice-payment.

Please remove any older versions or bookmarks you may have stored on your computer as they will not be acceptable for vendor set-up.



There have also been changes to the W-8 forms for Foreign Individuals and Entities. Information and W-8 forms can be found at: http://ba.uoregon.edu/sites/ba/files/forms/w8form.pdf





2) University of Oregon’s Federal Tax Identification Number has changed:

The new UO Form W-9 can be found at: http://ba.uoregon.edu/staff/uo-tax-identification-number  Please provide this updated Form W-9 to your vendors that request a Form W-9.



3) Outgoing Wire Transfers:

 Payments for wire transfers are now entered in BANNER by the requesting department.

The invoice is left incomplete and the wire transfer request form and all supporting documentation is sent to AP to complete the process. If you are making a payment by wire please review the information here:

http://ba.uoregon.edu/staff/outgoing-wire-transfers



4) Special Handling of Checks and Holds on Invoices:

Procedures for special handling and hold requests have been updated for clarification.

Please review the information at: http://ba.uoregon.edu/staff/check-pickups


Many of the forms and procedures for the Accounts Payable Department have been updated.
Please take a few minutes to review the changes.  Please be sure to refresh the bookmarks you save on your computer.   If you have any questions please call Accounts Payable at 6-3150.

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