Supplier Invoice Request (SIR) Process: Tips and Tricks
The Supplier Invoice Request (SIR) Process is used in limited circumstances:
- To pay supplier invoices that do not require a purchase order (non-PO).
- To make a miscellaneous payment to a payee that must be paid via wire or that is being paid to a non-resident alien (NRA)*.
- To make an expense reimbursement to an External Committee Member (ECM) that must be paid via wire or that is being paid to an NRA*.
The university is a purchase order driven organization; a purchase order should be used in most purchases. A purchase order is a formal, numbered record/document issued after a requisition for goods and services receives approval. An approved purchase order is issued to a supplier to initiate the delivery of goods and services. A purchase order accepted by a supplier constitutes a legal and binding contract between the university and the supplier that includes terms and conditions.
The SIR Process is managed by the Accounts Payable (AP) department. We use Workday to process and pay supplier invoices.
See the Purchasing Policy and Procuring Goods and Services job aid for types of purchasing methods and how they should be prioritized.
* If a supplier must paid via wire or is an NRA, follow the typical Supplier Invoice Payment Process. The collection of additional wire or NRA information is managed centrally by Supplier Maintenance. However, if you know a new supplier will need to be paid via wire or is an NRA, indicate that in the Workday non-catalog Requisition.
Supplier Invoice Request (SIR) / Common Use Cases
The following statutory invoice types are permitted as common use cases for the non-PO process:
- Buck-ID Merchant Reimbursements
- Commission Payments – External Ticket Sales
- Conference Registration
- Dues and Memberships
- Foreign Payments
- Legal Services
- Library Acquisitions
- Medical Services/Insurance for Student Athletes
- Payments via wire to ECMs (for expense reports) and Miscellaneous Payees
Process
Prompt adherence to this process will result in the timely payment to suppliers
- Supplier Invoice Request (SIR) initiated in Workday. If no invoice number is provided by Supplier, create an invoice number using the Invoice Naming Convention Guide.
- If the SIR is being created to pay an NRA or make a wire payment to a payee that would otherwise use the miscellaneous payment process, do not use Miscellaneous Payment. If you have already created a miscellaneous payment, go into Workday and delete it.
- If the SIR is being created to make an expense reimbursement to an ECM that must be paid via wire or that is being paid to an NRA and it relates to travel, enter the related spend authorization number in the SIR. No expense report needs to be created for the related spend authorization. If you have already created an expense report, go into Workday and delete it.
- If a new supplier needs created, select NEW SUPPLIER REQUEST and attach the supplier/payee setup form and any other required documentation needed for an NRA.
- SIR approvals route based on statutory invoice type (see common use case listed above). Approvals may include Cost Center Manager, Service Center Rep, Grant Operations Center (GOC) Rep, Service Center Lead, Grant Operations Center (GOC) Lead, Program Manager, Project Manager or Department Leader. All approvals must be completed before the SIR routes to AP.
- The SIR initiator is notified if the amount of the SIR is changed by someone downstream or the SIR is canceled or denied.
- Prior approvers are notified if a subsequent approver denies the SIR.
- Accounts Payable approves SIR and creates invoice.
- Workday invoice approvals route based on various parameters (for example, transaction size, spend category, worktags, etc.).
- The SIR initiator is notified at completion of the Supplier Invoice business process.
- Workday pays invoice on payment date. NOTE: Payment terms with supplier in the supplier database dictate pay timeframe (i.e. 30, 60, 90 days from invoice date) pending the successful approval of the invoice.
Roles
| Business Role | Business Responsibilities | Security Roles |
|---|---|---|
| Non-Resident Alien | Individuals who are not US citizens or resident aliens, entities out of the United States, and anyone requesting a payment to foreign bank. NRAs can receive payment via check, ACH, EFT or wire. An NRA supplier/miscellaneous payee/ECM must submit required documentation to OSU contact. Supplier must keep OSU informed about any changes to supplier information. | N/A |
| Requester | Requester identifies a payment need via something other than invoice (i.e. statement, email, registration, etc.). The requester should help identify if payment will be made to an NRA or via wire and collect required supplier information for payments to miscellaneous payee and ECMs. The requester initiates the Supplier Invoice Request (SIR). Submitting the SIR confirms that no purchase order is required and that you have received the goods or service and verify the payment should be processed. The requester should consult with Supplier Maintenance as necessary. | N/A |
| Approver | Responsible for ensuring the purchase was appropriate, within budget, and within the parameters of a non-PO purchase. Statutory invoice type and other parameters determine required approvers. | Possible roles include Cost Center Manager, Department Leader, Program Manager, etc., depending on statutory invoice type and other parameters that determine the approver |
| Export Control | Approves New Supplier Requests for export control when payee is a NRA or banking information is located in certain foreign countries. | Export Control Specialist |
| Office of the Treasurer | Approves all wire payments greater than $1 million. Approval takes place with supplier invoice business process. | Cash Manager |
| Service Center (UNIV) | Responsible for ensuring that no purchase order is required and the requested payment has been submitted with appropriate detail and documentation. Submits Supplier Requests for Miscellaneous Payees and ECMs that are NRAs or will be paid via wire. | Business Transaction Services |
| Accounts Payable (AP) | Approve the SIR and creates Workday invoice. Make timely payments in accordance with the terms of the supplier record in Workday. Ensure that the data provided by suppliers or units to Accounts Payable is captured in the system for unit review. | AP Data Entry Specialist |
Reports
| Key Reports | Description | Supports Process Steps |
|---|---|---|
| Find Supplier Invoice Request (SIR) Summary - OSU | Used to report on high level attributes associated with a Supplier Invoice Request. Useful to review requests that may be held up during the business process or get unique counts of activity. This report provides results by each unique supplier invoice request submitted and provides supplier invoice statuses and basic metrics. | Supplier Invoice Request Initiated and Approved Workday Pays |
| Find Supplier Invoice Request (SIR) Detail - OSU | Used to troubleshoot and investigate Supplier Invoice Requests. Provides information about the detail lines associated with a request including all worktag strings. This report rovides information on supplier invoice request header information as well as line detail information such as funding splits and line item description details. | Supplier Invoice Request Initiated and Approved Workday Pays |
| Find Supplier Requests | This Report provides summary information about all Supplier Requests (used with process for Miscellaneous Payees and ECMs that are NRAs or will be paid via wire) including Supplier Name, status and awaiting persons. | Supplier Invoice Request to make a Miscellaneous Payment and expense reimbursements to NRAs or payees or ECMs paid via wire |
Full Inventory of Operational Reports - view the Accounts Payable reports tab
Training and Practice Aids
| Resource Type | Resource Name | Resource Description |
|---|---|---|
| Job Aid (ARC) | Invoice – Create Supplier Invoice Request – Payment Request/Non-PO – End User | Instructions on how to create a payment request for a supplier invoice in Workday that does not require a Purchase Order. |
| Job Aid (ARC) | Invoice – Review/Approve Supplier Invoice Request – Cost Center Manager & Other Approvers | Instruction on how to review and approve a Supplier Invoice Request. |
| Job Aid (ARC) | End User – Request to Create a New Supplier Record | Instruction on how end users can start a request for a new supplier. |
| Policies and Forms B&F Website | NRA Checklist | Outlines the Non-Resident Alien (NRA) documentation must commonly required from an NRA for all standard procurement methods. |
| IRS Website | Link to all W-8 BEN Forms | Link to all W-8 BEN Forms. |
| Purchasing Supplier Maintenance B&F Website | Compliance Form for Payments to B or W Visa Holders | Individuals may be required to complete this form to certify that they have met certain restrictions in order to receive payment. |