Creating an Employee Supplier4.0
Supplemental Job Aid

Date: 03/06/2017

07/14/2016 / 2.0 / Entire Document / Transferred to new template, 9.2 updated screenshots, and changed ‘vendor’ to ‘supplier’.
10/19/2016 / 3.0 / Step 4 (page 5) / Updated Check for Duplicates with 9.2 screenshot.
03/06/2017 / 4.0 / Entire Document / Updated Security Roles Names

Target Audience:Department VendorProcessor

Purpose: This Supplemental Job Aid provides the detailed process of how to create an employee supplier.

Creating an Employee Supplier:

In this example, the Department VendorProcessor (DVPs) will create employee supplierrecords to be workflowed to the Vendor Management Group (VMG) for approval. All employee suppliers number will begin with the acronym “EMP”, followed by the employee’s FI$Cal-issued employee ID number. The employee’s FI$Cal ID number can be obtained from the department’s Labor Distribution Unit.

Step 1: Navigate to the Suppliers page:

  • Navigation: Main MenuSupplierSupplier Information  Add/Update Supplier

Step 2: Click the Add a New Value tab. The SetIDfield defaults to “STATE” and the Persistencefield defaults to “Regular”.

  • In the Supplier ID field, enter a prefix of “EMP” plus the employee’s ID number
  • Click the Add button.

Step 3: Fill in the following fields accordingly:

  • Supplier Name 1 - Enter the employee’s legal name using the appropriate naming standards in all CAPS, as defined in the Supplier Management Desk Manual
  • SupplierShort Name - First 10 characters from the “Supplier Name 1” field with no spaces and in all CAPS
  • Classification – “Employee”
  • HCM Class – leave blank. Do not fill in this field.
  • Persistence – “Regular”
  • Supplier Status – “Unapproved”

Scroll down and expand the “Additional ID Numbers” section:

  • Click on the Search icon for “Type” and select TIN (Tax Identification Number)
  • In the ID Number field, enter the employee’s TIN/Social Security Number

Step 4: Uncheck the open for ordering box. This will prevent Employee Supplier from being selected for Purchase Order Transactions.

Step 5: Click on the Addresstab. The Address tab is used to enter the work address for an Employee/Supplier. The Addresstab is also used establish the address information for the Contacts and Location tabs.

In the “Details” section of the Address tab, using the appropriate naming standards, enter the work or home address into the corresponding fields in all CAPS:

  • Effective Date - This field defaults to the current date
  • Country (defaults to USA)
  • Address 1
  • Address 2
  • Address 3 - Do not use this field. The employee supplier’s address should fit into the “Address 1” and “Address2” fields.
  • City
  • County- This field is left blank
  • Postal– The format for the postal code should be as follows:

(ZIP Code) (+4, if available, no hyphens)

  • State – Enteror select the appropriate state from the list when you place your cursor in the “State” field

Step 6:Click on the Location tab and enter MAINin the “Location” field. MAINis used to indicate that this is the primary location used for this supplier.

Step 6.5: Click on the 1099 link and complete the 1099 Reporting Information. When selecting the TIN Type ensure that “S” is selected to identify that the information entered is a SSN and not a FEIN. Once complete, click OK.

Once returned to the Location tab, click the Save button.

Step 7: Now that the Employee/Supplier record has been saved, it will be submitted byworkflow for review and approval/denial by the Vendor Management Group.

The Status field of a newly created Employee/ Supplier record is set to “Unapproved”. An email notification will be triggered upon Approval/Denial of the Employee/Supplier record.

If a email notification is received about the Employee Supplier being denied, you may view the rationale in the ”Comment” section of the Approval History link.

You have successfully created an Employee Supplier.

FI$Cal.012 - Creating an Employee Supplier4.0Page 1 of 10

Updated 03/06/2017