Transcript Document
Removal of the SSN from University business
processes, whenever possible, has been a
priority of EITS and business offices. Over
the last several months there has been
progress on removal of SSN from the eCheck
and eTravel systems.
Personnel from EITS and Accounts Payable
Representatives from Pharmacy, CAES, COE,
IBR, TCB and the Vet School
Walk through the business process changes,
ask questions, and brainstorm about
potential issues and solutions
Effective January 2013, the eCheck/eTravel
System will no longer use social security
numbers.
Rather than using SSNs within the
eCheck/eTravel System, each record will be
identified by a unique vendor number (VN).
Maintained within the Unified Vendor database.
VN’s will only be used within procurement and
payables processes.
Vendor search function expanded to include
employees.
Can create a check request or travel authority
without knowing the vendor/traveler’s TIN,
SSN or UGAID.
Search Functionality: Select correct vendor
name/traveler from list of results.
A web-based vendor registration form available in fall
2012.
◦ Primary method for vendors (companies and non-employee
individuals) to submit their required payment and purchase
order information to UGA.
◦ Alternative to the paper-based form.
◦ Why? IRS and other reporting requirements
Employees will not be required to submit this form
for the creation of their VN.
◦ A process initiated from with eCheck/eTravel will be used
for the assignment of employee VN’s.
eCheck requests for refunds to students or customers
or other “non-vendor” payments will not require
submission of a vendor profile form.
PROJECT IMPLEMENTATION
◦ 1ST Phase – September 2012
Entry of SSN or VN
Encourage use of VN
◦ 2nd Phase – January 2013
Use of VN only, SSNs no longer used
ADDITIONAL COMMUNICATIONS AND
TRAINING SESSIONS IN COMING MONTHS