Supplier Invoice Requests
Supplier Invoice Requests (SIR) are used to request payments to non-employees, or for goods and services with non-standard invoices. Examples may include:
- Travel or other university business expense reimbursements
- Honoraria
- Use PandA for payments to Yale University students for Prizes, Awards and fellowships.
- Expense reimbursements 120 or older for Students, Post Doctorate Associates and Post Doctorate Fellows
- To pay licensing agencies, journal publishers, conference sponsors, Visa/SEVIS fees, and royalties, etc.:
- When a purchasing card cannot be used
- It is not a standard invoice
- If special handling is required
Payments can be made by check, ACH/EFT, or wire
- For domestic payments ACH/EFT is preferred. Use 3401 FR.02 Supplier Payment Setup: ACH/EFT
- For wire payments follow use the Wire Payment Setup 3401 FR.01 Supplier Payment Setup: Wire Transfer
- Checks will be mailed to the address on the supplier record, unless a special handling code is selected, such as ‘Special Pickup 2 Whitney’
Payments for international suppliers:
- Refer to the Payments to Non-US Individuals and Entities to determine required tax documentation
- Confirm based on visa type if the individual is allowed to be reimbursed or paid
- The W-8BEN(individuals)/W-8BEN-E (Entity) should be submitted as part of Supplier Set-Up (link to Supplier)
- Confirm that the W-8 BEN is on file and current by running the “Find Supplier- Yale” report in Workday. The last two columns of this report identify the date the W8 BEN was signed and the date it expires
- Collect all supporting documentation before entering Supplier Invoice Request in Workday. Documentation must demonstrate why Yale University should pay the Supplier. Utilize the chart below to ensure that all required documents are attached.
Supplier Invoice Request Documentation: (Attach the supporting documentation to each request) |
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For Domestic:
For international – all documentation listed above for Domestic, and the following:
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Order of Work | Action to Take | Essential Process Details/Helpful Tips |
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1 | Confirm the individual is not an employee of Yale | Employees should be reimbursed via an Expense Report |
2 | Confirm the supplier is set up in Workday |
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3 | Collect all supporting documentation | See SIR Required Documentation Chart above in Key Information |
4 | Confirm the correct Chart of Accounts (COA) to be charged | Check with your department business office |
5 | Identify the business purpose | Should answer: Who, What Where, When and Why. Tips can be found on the Business Purpose section of the Expense Report Checklist |
Order of Work | Action to Take | Essential Process Details/Helpful Tips |
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1 | Create a Supplier Invoice Request |
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2 | Enter required information |
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Order of Work | Action to Take | Essential Process Details/Helpful Tips |
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1 | To edit or cancel a SIR that you, or someone in your Cost Center created | Use the training guide for step-by-step instructions |
2 | To reissue or stop payment on a check | See the Requesting Accounts Payable (AP) Check Voids and Reissues procedures and policies |
Order of Work | Action to Take | Essential Process Details/Helpful Tips |
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1 | To check the status of the approval process, person responsible, and payment status, run the following reports |
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2 | Run reports as needed |
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If You Need To: | Request the Following Role: |
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Initiate/Create | Cost Center AP Specialist |
Approve |
Speak to your supervisor regarding the appropriate dollar threshold for this role |
Monitor/Run Report(s) |
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View information on roles and responsibilities, including the use of delegates.
- Create or Cancel Supplier Invoice Request PPT Guide
- Create Supplier Invoice Request Video
- Create Supplier Request
- Payments to Non-US Individuals and Entities
- Payment Planning Tool for Paying Individuals
- Payment Planning Tool for Paying Entities
- Transaction Control Number (TCN) Generator
- Workday Roles Required
- Accounting Manual