Impact23

Registration Information

• Inviting a New Supplier/Payee

  Inviting a New Supplier

  If a department wishes to issue a payment or do business with a company/individual, the supplier/payee must be invited to register in the UCR Supplier/Payee Portal.

  First consider if the payment is for a Requesting Reimbursement/Refund-Only Supplier. Tax reporting is not associated with this type of payment; this guide (link) walks through the simplified process. 

  All other purchase order (PO) and non-purchase order (non-PO) suppliers need to be requested through the following steps. A guides is also available (link). 

  1. Ensure you have the UCR Supplier Requestor JR role in EACS.
  2. Log in to Oracle Financials, navigate to Procure to Pay > Suppliers > Task Bar > Register Supplier, and complete the Register Supplier form fields as thoroughly as possible.
     • Be sure to select the proper Request Reason type.
     • When inviting a non-employee to register, it is best to send their invitation to register to a personal email address (example: @gmail.com, @yahoo.com, @hotmail.com, etc.).
     • A New Purchase Order (PO) Supplier request should only be initiated if a supplier does not accept a PCard, or the purchase is over $10k and a similar supplier is unavailable (no Agreement Supplier exists). If any of the following questions are true, then a New PO Supplier should not be requested.
       • Does another catalog vendor provide the same or comparable product?
       • Is there a UC or UCR agreement with a different supplier for the same goods or services?
       • Can the purchase be made with the PCard?
       • Will purchases only be made on a limited basis?
  3. The appropriate central office will review the department's supplier request and justification. If approved, the supplier will receive an email from 'UCR Supplier/Payee Registration' asking them to register in Oracle with guidance on how to complete their registration. 
      

  Supplier Status Check

  Department Supplier Requestors should serve as the main contact for their requested suppliers and payees, assisting them through the onboarding process.

  • If you're unsure where a supplier is in the process, use the "Prospective Supplier_Payee Status Summary Report (Department)" in Oracle Financials. This report allows you to check if a supplier is spend-authorized or to review their status in the setup process. Access the report via Tools > Reports & Analytics > Browse Catalog > Shared Folders > Custom > UCR > Reports > Supply Chain > Procurement > BI. Select the Supplier/Payee name and/or number from the dropdown to run the report and click Apply.
  • For payments (excluding one-time reimbursements), request and complete payee onboarding before the individual(s) arrive on campus. Payees must submit all necessary information and tax forms. We acknowledge this can be challenging and may require staff assistance.
  • The ePay supplier database is refreshed every six hours beginning at midnight. If a supplier is spend authorized at 9 a.m., they will not be available until the afternoon refresh.

  
  
  Sample: Prospective Supplier_Payee Status Summary Report (Department)

  
  Registration Requirements

  As suppliers/payees are completing their registration, pay close attention to these key actions:

  • Every supplier/payee must attach one valid federal tax document per IRS regulations and, if applicable, one valid state withholding document per California requirements. The documents are available for download in the portal.
  • Every supplier/payee must provide at least one ‘Remit To’ address for payments.
  • Suppliers must click Save, Review Changes, and then hit the Submit button to send us your completed registration. The University will only receive your registration/profile information if this step is completed.
  • For PO Suppliers, a valid insurance certificate should be uploaded during the initial registration process.
     
• Guides to Assist Prospective Supplier/Payees

  Reminder to only share the most current guidance to expedite the process, as there have been updates since its initial implementation. Guides are available on the Training Resources webpage. Below are the most commonly used guides: 

  • Non-PO Supplier Guide
  • Foreign Nonresident Payments
  • PO Supplier Guide
• Central Office Support for Registration

  1. For supplier/payee inquiries that require central office support, the Department Supplier Requestor should continue to submit tickets at ucrsupport.service-now.com/finadmin_portal.

  2. If you cannot resolve an onboarding issue, the supplier/payee can book a zoom session with the Procurement Concierge. Link to schedule: https://outlook.office365.com/owa/calendar/BookingsUCRSupplierPayeeRegistration@o365ucr.onmicrosoft.com/bookings/
  
  

• Supplier Registration Tracking Reports for Departments

  There are two reports available for departments to support the supplier registration process. The Prospective Supplier/Payee Status Summary Report and the UCR Supplier Registration Status Summary Report. The prospective supplier report can be used to identify the supplier login information and check why a supplier may be approved but not spend authorized based on the approver notes. The Registration Status report can be used to determine if the request has been approved. 

  For more details review this quick reference guide (Supplier Registration Tracking Reports for Departments). 

• Navigating Supplier Registration Series

  Navigating Supplier Registration Series - A learning opportunity designed to provide practical guidance on various supplier registration processes.

  • Session 1 - Thursday, July 25: Presentation & Recording
    Focus on reimbursement-only suppliers, non-PO suppliers (payees), and modifying existing suppliers.
     
  • Session 2 - Thursday, August 1: Presentation & Recording
    Focus on foreign non-resident supplier payments, searching for suppliers, and department supplier registration reports.
     
  • Session 3 - Thursday, August 8: Presentation & Recording
    Focus on purchase order suppliers, tax form(s) review, and supplier registration support.