Primary Country and Activity now required for international students in PandA

To support tax reporting needs for international students, Prizes and Awards (PandA) transactions will now populate the Country of Activity worktag on the invoice line when imported to Workday. Effective Monday, April 18, PandA users must populate the following required fields (Columns Y – AA) in the PandA template for all transactions for international students:

• Primary Country: If travel related, select the country of travel. For non-travel prizes or stipends awarded to international students, select the Country where the studies took place (e.g., United States or other if remote). This will populate the Country of Activity on the Workday invoice.
• Primary Activity: For international travel, choose the Primary Activity (e.g., Study Abroad, Research, Cultural Exchange) expected to be performed in that country. For non-travel prizes or stipends awarded to international students, select Prize or Stipend (Non-Travel).
• Number of Days of Trip: If the award will fund international travel, enter the estimated number of days of travel overseas. For non-travel prizes or stipends awarded to international students, enter zero.

For domestic students, the columns only need to be populated if the prize is for international travel.

If a PandA transaction for an international student is approved by the department without populating the Primary Country and related data, the resulting Workday invoice will be routed to the Cost Center P2P Invoice Specialist. The Cost Center P2P Invoice Specialist should then populate the Country of Activity worktag on the supplier invoice line and submit it to Accounts Payable. If the transaction involves travel, please include the Primary Activity and Number of Days of Trip in the comments so that Accounts Payable can view them in process history and update the invoice.

To support the change, the Prizes and Award (PandA) template has been updated. Please be sure to download the new template.

Before submitting transactions for international students, PandA users are reminded to check the Foreign National Information System (FNIS) to confirm that current visa information is on file in the Tax Department. A link to FNIS is provided at the top of the PandA file submission page.

If you have questions regarding the change, please contact askfinance@yale.edu.