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A vendor code (also known as payee number or creditor code) is a unique file identifier used by the ESP Financials System to store the name of the supplier, purchase order address, payment address, status and information contact. The ESP system uses payroll and student numbers for payments due to members of staff and students respectively. (For more information on maintaining vendors in the ESP Financials System go to http://esp.anu.edu.au/financials/ap/apvenmnt.pdf and the ESP Help Library Help ® Peoplesoft Payables ® Maintaining Vendors)
When seeking to initiate a new code, staff should first search the ESP Financials System to ensure that a code does not already exist for the vendor and payment address concerned. To assist in thoroughly searching the vendor code file, please refer to our tips on searching techniques.
The Ledgers Section in Finance and Business Services is responsible for creating, approving and maintaining vendor codes.
To assist in maintaining prompt turn around times, please fax them your request on x58771 and include the following information.
Your name and contact details.
A copy of the vendors original documentation (ie invoice/quote/bank account details).
The vendor number if it already exists.
Please indicate if the vendor address is required for raising purchase orders.
To reduce the potential for duplicate payments:
please do not use copies/faxed copies of invoices or request payment on a statement;
payment should not be made to a third party based on an internal memo. The request must be accompanied by an invoice from the vendor;
bank account details of all vendors (trade, employee, student and other) should be provided by the vendor, preferably in writing and signed but at least by a separate identifiable email from the vendor, and
reimbursements should only be made upon provision of a receipt or a statutory declaration outlining the expenditure, why it was made, and to whom
The University prefers to fax remittances to vendors. Alternatively remittances are mailed if the vendor does not have access to a fax machine (eg students). Remittances are not sent to payroll vendors.
If you require further details, please contact Ledgers on x58799 or email vendor.maintenance@anu.edu.au
Turn around times are based on normal working days and will commence upon faxed receipt of all necessary information to Ledgers (fax 58771).
24 hours Turn Around
Visiting Fellows (with bank account details supplied)
Urgent domestic trade vendors (with bank account details supplied). It is envisaged that urgent domestic trade vendors will primarily be those vendors for which an urgent purchase order is required.
72 hours Turn Around
Non-urgent domestic trade vendors.
Vendors with no bank account details.
The Get Employee/Student function allows you to create a vendor based on an employee record in the HR system or a student record in the Student system. It is necessary to perform this function each time a payment is made to a student or employee to ensure that the most current details have been obtained from the respective systems.
Student
numbers and Employee numbers have been merged to form a single University Id.
As part of this process the
student prefix has been changed from “S” to “U”.
Bank account information can now be held in the student system. Initially only Student Administration will be able to record the bank account information to assist with student refunds etc. It is expected that, in due course, students will be able to update their bank details via the web.
Paying Employees
If the payee is an employee they will automatically be paid by EFT to their default bank account.
Paying Students
If the payee is a student, it is likely that their bank details will not have been entered. When bank details are not available, the system will default to a cheque payment only. Please note that F&BS will not be changing addresses or adding bank account details upon request. Over time it is expected that the bank account details will be added to a student’s record.
Paying
an Employee who is also a Student
To make a payment to a Student/Employee choose either the pay group “EM” or “ST” by clicking on the radio button, which is located on the left hand side of the bank account details field. It is important to be sure whether the payee is being paid in their capacity as a student or as an employee.
An Other Vendor could be described as:
non trade vendors;
visitors (domestic and international, workshop attendees, visiting fellows)
individual consultants; and,
any non-employee receiving a reimbursement (please note: Reimbursing domestic expenses to non-employees means that we are unable to claim back the GST component of the expense).
A Create Other Vendor form should accompany all creation requests for other vendors.
Where the payment is made to a non-resident (overseas visitor/lecturer, workshop attendee) in Australian Dollars, the Statement by Supplier form is to be completed (and could substitute the Create Other Vendor form).
Where the payment is made to a non-resident (overseas visitor/lecturer, workshop attendee) via a Bank of America draft, in the appropriate foreign currency, the Statement by Supplier documentation is not required. Please note: that the appropriate documentation rule (listed above under documentation requirements) for vendor creation and payment still applies.
The Create Other Vendor form must be completed before these vendors can be created by Finance and Business Services. Please note that internal memos used to request creation of vendors and then used again as supporting documentation for accounts payable should be an absolute last resort. If used, the memo must be signed by a delegate who has the appropriate University Delegation for expenditure.
Reimbursements should only be made upon provision of a receipt or a statutory declaration outlining the expenditure, why it was made and to whom. Wherever possible, staff, students, and visitors should be encouraged to use the University’s Preferred Supplier Arrangements. This will enable the University to be charged directly which will lessen the need to provide reimbursements.
Withhold Processing
All withhold payments are processed centrally by the Tax Unit, F&BS. To make processing of non-withholding vouchers more efficient, the Withholding function has now been removed from Vendors on ESP. The reasons for this are:
the processing of ABN Withhold payments is now quite complex and most areas only deal with these on an occasional basis, if at all; and
F&BS are able to send of Payment Summaries to the vendors at the time the payment is has been made to the vendor, as well as send the relevant withhold amount to the ATO.
More information on Withholding can be obtained from the Business Tax page.
Before requesting withhold payments, please contact the F&BS Help Desk on x59666 or the Tax Unit on x58735. The Tax Unit can also be contacted via email on taxunit@anu.edu.au
502.2.5 Vendor Create Forms
Maintaining Employee/Student Vendors
Payments - EFTs, Cheques, Drafts, and Telegraphic Transfers
