Prizes and Awards (PandA)

    Definition

    PandA is an online application used to submit requests for prize, award, fellowship, or stipend payments to Yale University students set up as suppliers.

    PandA may not be used to process prize, award and fellowship payments with SPLIT charge instructions.

    PandA may not be used to set up a student as a new supplier with an international address.

    View instructions and tax treatments.

    Key Information
    • Use to submit an individual request, or multiple requests in batch
    • Collect all relevant information before using PandA by using the PandA Checklist
    • PandA pulls student information from Banner (the student registration system)
    • PandA payments are issued based on the Supplier record in Workday
    • PandA cannot be used for reimbursements, payroll or Graduate Student Funding payments
    Supplier Set-Up Scenarios

    US Students Using Zelle Payment Type

    In PandA Template
    With No Prior Supplier Record Set up Leave address field blank; PandA will pull permanent address for the student from Banner
    With Prior Supplier Record Set up as Check only Leave address field blank; PandA will pull permanent address for the student from Banner
    With Prior Supplier Record Set up as Zelle & Address Does Not Match Leave address blank. Validate; if you receive the “The address you submitted for this existing supplier record does not yet exist in Workday.” error message, query Workday to find current address on file and enter into template.
    International Students Using Zelle or Wire Payment Type In PandA Template
    With No Prior Supplier Record Set up Leave address field blank; PandA will pull a US-based address for the student from Banner
    With Prior Supplier Record Set up as Check only Leave address field blank; PandA will pull a US-based address for the student from Banner
    With Prior Supplier Record Set up for Zelle & Address Does Not Match Leave address blank. Validate; if you receive the “The address you submitted for this existing supplier record does not yet exist in Workday.” error message, query Workday to find current address on file and enter into template.
    • If you select special handling, checks processed via PandA will automatically be sent to Treasury Services. The Preparer will be notified via email by the Finance Support Center (FSC) when check(s) are ready for pickup
    • 1099-MISC tax forms for these types of payments will be sent to the address in the Workday Supplier record for U.S. citizens and permanent residents
    • 1042S tax forms will be sent to the Workday address for International students
    To Start

    Order of Work

    Action to Take

    Essential Process Details/Helpful Tips

    1

    Verify all required information has been gathered
    2 Verify International Students have completed the FNIS with the International Tax Office Use following FNIS link which is also located at the top of the PandA page.

    3

    If paying by check, verify Supplier address and make any updates required.
    Create a Prize or Award
    Order of Work Action to Take Essential Process Details/Helpful Tips

    1

    		 Log into PandA and follow the step-by-step instructions to submit, validate, and approve

    Complete Chart of Accounts (COA) Information can be found on the instructions tab of Excel template

    Key COA information includes:

    • Company is always CO01
    • Commonly Used Spend Categories:
    • SC293 for Prizes and Awards
    • SC077 for Stipend or Fellowship-Degree Candidate
    • SC078 for Stipend or Fellowship-Postdoctoral
    • SC079 for Fellowships-Other
    2 Notify the P2P Approver via email that the file is ready for their review and validation
    1. Attach the validated Tab de-limited text file along with all supporting documentation to the email
    Approve a Prize or Award

    Order of Work

    Action to Take

    Essential Process Details/Helpful Tips

    1

    Validate/Approve and pay a prize or award

    		 Access PandA and follow the instructions to validate/approve and pay the prize or award
    Cancel a Prize or Award
    Order of Work Action to Take Essential Process Details/Helpful Tips

    1

    Cancel payment
    Monitor a Prize or Award

    Order of Work

    Action to Take

    Essential Process Details/Helpful Tips

    1

    Check payment status
    • Status is available in Workday using the CR reference number found on the email confirmation

    2

    Run reports as needed:
    • Find Suppliers – Yale
    • Find Supplier Invoices –Yale
    • Find Supplier Request - Yale
    • Invoice Aging in Progress – Yale
    Roles Required
    If You Need To: Request the Following Role:
    Initiate/Create Anyone with a NetID and password can access PandA upon CAS authentication and is automatically granted the “validate” role option
    Approve

    Cost Center Approvers are automatically set up with the “Pay” approval role

    1. Cost Center P2P $1K Approver
    2. Cost Center P2P $10K Approver
    3. Cost Center P2P Unlimited Approver

    Speak to your supervisor regarding the appropriate dollar threshold for this role
    Monitor/Run Report(s)
    1. Cost Center Financial Analyst
    2. Cost Center P2P Inquiry

    See full list of Workday Roles.

    Policies and Procedures
    Training Guides & Tools