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On Friday, December 29, a new release of Transaction Processing, 27.5, was implemented. The only changes that were made were to the Disbursement Voucher and the Payee Maintenance documents.

The following changes were made to allow for more accurate and efficient tax reporting:

Object Code Edit Changes:

Reimbursement for Out of Pocket Expenses	Object Level SERV and RESA now allowed
Revolving Fund Reimbursement	Object type IN now allowed (Income and refund object codes)

Revolving Fund Changes:

• A revolving fund flag has been added to the payee maintenance screen. This flag will be used to identify revolving fund payees.
• The payment reason “Revolving Fund Reimbursement” may be used only with revolving fund payees, and revolving fund payees may not be paid using any other payment reason.

Employees Paid Via DV:

• If you wish to pay current or former IU employees via the DV for a taxable, reportable payment reason (i.e. “Compensation for Services”), you must first add them as payees.
• An “Employee Paid Outside of Payroll” check box has been added to the payee maintenance screen and carried over to the DV as display only. Checking this box will allow you to enter the employee’s social security number, which will allow you to process the DV.
• The required documentation location will be FMS Tax Area. The cover sheet will list the FMS Tax Area address, and supporting documentation must be sent there.
• The DV will route simultaneously to both the campus DV approval workgroup and the FMS Tax Area.
• These DV’s will appear in the DV Approval / FMS Tax Area inboxes as a magenta color.
• Once the Tax Area receives the documentation, they will have it scanned and attached to the DV. This will allow the campus approval office to review the documentation and to approve the document.
• The “Employee Paid Outside of Payroll” box may be checked only if the payee and his social security number can be found in the employee database.

PLEASE NOTE:

A current IU employee acting as an independent contractor can now be paid for services rendered on the electronic Disbursement Voucher. A new payee needs to be added in the FIS/TP application and the field "Employee Paid Outside of Payroll" needs to be checked. The qualifications for independent contractor status can be obtained by contacting Anna Millikan in the FMS Tax area at (812) 855-7100 or anmillik@indiana.edu.

Former IU employees acting as independent contractors can be paid on the Disbursement Voucher for services rendered. However, a new payee will also need to be added in the FIS/TP application and the field "Employee Paid Outside of Payroll" needs to be checked. If a new payee is not added and the prior payroll information is used, the user will receive the error message "You cannot pay an employee for this payment reason" once the "ok" button is clicked. The DV user can identify that the prior payroll information is being used, if the payee id has a number such as 10000000000. When using the new payee record, the payee id number will be listed as P000000000.

All documents will be routed to the FMS tax workgroup for final approval. The tax area will disapprove any electronic Disbursement Vouchers attempting to pay employees or former employees who do NOT qualify as independent contractors. These persons must be either paid on a Supplemental Payroll Voucher or set up with an appointment in payroll to receive payment. Again, please contact Anna Millikan at (812) 855-7100 or anmillik@indiana.edu in the FMS Tax area with any questions regarding independent contractor status.

New Payment Reason:

• A new payment reason “Compensation in Respect to Decedent” has been added. This will be used to make death benefit payments.
• DV’s with this payment reason will require a documentation location of FMS Tax Area and will route simultaneously to the DV approval workgroup and to the FMS Tax Area.
• These DV’s will also appear in the DV Approval / FMS Tax Area inboxes as magenta.

New Payee Ownership Types:

• Payee ownership types have been consolidated into the following six types. We anticipate that this will make it easier to choose the correct type.
  • Corp / Govt / Nonprofit
  • Medical Corp / Health Care
  • Legal Services Corp.
  • Partnership / LLC / LLP
  • Individual / Sole Propr
  • Non-profit Trust

Other Changes:

• Nonresident aliens may now be paid via wire transfer or foreign draft.
• Employees (selected from the employee data base) may not be paid under the payment reason “Payments for Contractual Agreements".
• When you change a payee address on the Payee Maintenance form, you will be asked if the payee’s tax address should be changed also.

If you have questions about the changes in this release, you may contact Jan Jenkins; 812/856-5872 or FMS Customer Service; 812/855-0375