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.
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Personnel from EITS and Accounts Payable
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Representatives from Pharmacy, CAES, COE,
IBR, TCB and the Vet School
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Walk through the business process changes,
ask questions, and brainstorm about
potential issues and solutions
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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.
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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
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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.
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eCheck requests for refunds to students or customers
or other “non-vendor” payments will not require
submission of a vendor profile form.
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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
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ADDITIONAL COMMUNICATIONS AND
TRAINING SESSIONS IN COMING MONTHS