Payments can be made by check, ACH/EFT, or wire
- For domestic payments, ACH/EFT is preferred. Use ACH Form 3205 FR.08
- For wire, payments use the Wire Payment Setup Form 3401 FR.01
- Checks will be mailed to the address on the supplier record, unless a special handling code is selected, such as ‘Special Pickup 2 Whitney’
Payments for international suppliers:
- Refer to the Payments to Non-US Individuals and Entities to determine required tax documentation
- Confirm based on visa type if the individual is allowed to be reimbursed or paid
- The W-8BEN(individuals)/W-8BEN-E (Entity) should be submitted as part of Supplier Set-Up
- Confirm that the W-8 BEN is on file and current by running the “Find Supplier- Yale” report in Workday. The last two columns of this report identify the date the W8 BEN was signed and the date it expires
- Collect all supporting documentation before entering the Supplier Invoice Request in Workday. Documentation must demonstrate why Yale University should pay the Supplier. Utilize the chart below to ensure that all required documents are attached
SUPPLIER INVOICE REQUEST DOCUMENTATION: (ATTACH THE SUPPORTING DOCUMENTATION TO EACH REQUEST) |
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For Domestic: - Receipts >/= $75
- Conference Flyer
- Letter of invitation or email notification for the guest speaker, contract/agreements for services, entertainers etc. The Supplier’s full name and amount to be paid must be included
- CT A&E Tax information (If applicable)
For international – all documentation listed above for Domestic, and the following: - To verify what supporting documentation is required, visit the Payment Planning Tool
- Fully completed International Information Form for services provided inside the US
- Yale University Students must complete the Foreign National Information System (FNIS) - Confirmation email from International Tax Office.
- Register with the International Tax Department - All international students, scholars, faculty, and staff receiving any type of payment from the University are required to complete the Foreign National Information System (FNIS). You must include the following information:
- Your name as it appears in the Yale Payroll System;
- Employee ID and/or University Person Identifier (UPI, as printed on your Yale ID card;
- Your Yale email, if available
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