Completing a Payment to Individual Report

The numbered sections below correspond to the following numbered line by line detailed descriptions and pictures of completed information:

Payment to Individual Report

1: Vendor #

  • Each payee is assigned a unique vendor number.
  • This field is for Accounting Services' use only.

How to use vendor search in WISDM for SFS AP transactions

2: Voucher #

  • Each payment is assigned a unique voucher number by the Accounting System.
  • This field is for Accounting Services use only.

3: Name

  • Last name first
  • Payee must not be on UW Payroll (including students)
  • All payments to payrolled employees must be made through the payroll system

4: Amount

  • The dollar amount for the line of funding that particular expense will be charged to.

5: Account

6: Fund

7: Department ID

8: Program

9: Class/Building Code

  • New SFS sub-classification code to be used for building numbers only

10: Budget Year

  • 2-digit Budget Year (formerly Legacy Fiscal Year)

11: Project

12: Taxpayer ID#

  • Payee Social Security Number, ITIN, EIN Required

13: Invoice Number

  • PIR +MMDDYY (month/day/year of first date of service)

14: Payment Handling Code

  • 2-digit code assigned by Accounting Services determines check handling methods
  • For Accounting Services use only

15: Mail to:

  • Address where check should be sent
  • Any special payment handling instructions, such as call for pickup, send check in care of, etc.

16: Permanent Home Address

  • Required if different from Mail To: address above
  • To comply with IRS tax reporting requirements and regulations the UW must gather the taxpayer's permanent home mailing address. At the end of each calendar year the UW sends out required IRS forms and therefore we must have a permanent home address. This address cannot be a department or other temporary address.

17: State Employee

  • If State Employee indicate agency and department

18: UW Student

  • Indicate if the payee is a currently enrolled UW Student by checking yes or no

19: Residency

  • Select US Resident or provide information on legal residency and VISA type
  • To comply with IRS tax reporting requirements/regulations the UW must gather residency information in order to make sure proper taxes are withheld, if required.

    For example, all non-employee US residents are considered independent contractors and therefore they are responsible for their own tax withholding and reporting. Nonresident aliens one the other hand must have taxes withheld unless a tax treaty exists between the UW and their country. The UW must gather accurate residency information.

20: 1099-MISC / 1042-S Tax Reportable Payment

  • Select if this is a tax reportable or not
  • If you're not sure, check "Not Sure, Acct Srvcs Should Complete"
  • To comply with IRS tax reporting requirements/regulations the UW must gather information on whether specific types of payments are reportable to the IRS according to IRS regulation and publications. The Excel table below lists all the types of payment account codes for the UW and under each account code it lists which transactions are reportable and which are not. Accuracy is of utmost importance to make sure that we report all payments accurately and to make sure we are in compliance with IRS and other federal requirements/regulations.

1099-MISC/1042S Tax Reportable Transactions by Account Codes (PDF)

21: Dates of Service

  • Month, day, and year of service

22: Purpose of Payment

23: Federal Taxes

  • Business Office use only
  • All US residents are considered independent contractors and therefore they are responsible for their own tax withholding and reporting. Nonresident aliens one the other hand must have taxes withheld unless a tax treaty exists between the UW and their country. Taxes are withheld at a rate of 14% for Scholarships/Fellowships, and 30% for other payments (services, royalties, etc.). Withheld taxes for nonresident aliens are deposited into a Fund 904 account and subsequently remitted to the IRS at the end of each month.

    The How To Determine Which Tax Related Documents Are Required When Making Payments flowchart outlines the tax information requirements.

23a: Wisconsin Department of Revenue

  • Business Office use only
  • The Wisconsin Department (DOR) of Revenue required specific surety bonds be filed or taxes must be withheld for non Wisconsin-resident entertainers. Departments making payments to non Wisconsin-resident entertainers must make sure that the proper DOR form WT-11 is completed and attached to the PIR. In addition, proper taxes must be withheld according to the instructions for form WT-11. Refer to the DOR web page for form WT-11 at http://www.dor.state.wi.us/forms/with/w-011.pdf.

24: Entertainer or Public Speaker

  • The Wisconsin Department (DOR) of Revenue required specific surety bonds be filed or taxes must be withheld for non Wisconsin-resident entertainers. Departments making payments to non Wisconsin-resident entertainers must make sure that the proper DOR form WT-11 is completed and attached to the PIR. In addition, proper taxes must be withheld according to the instructions for form WT-11. Refer to the DOR web page for form WT-11 at http://www.dor.state.wi.us/forms/with/w-011.pdf .

25: Federal Tax Calculation

  • Business Office use only
  • All US residents are considered independent contractors and therefore they are responsible for their own tax withholding and reporting. Nonresident aliens one the other hand must have taxes withheld unless a tax treaty exists between the UW and their country. Taxes are withheld at a rate of 14% for Scholarships/Fellowships, and 30% for other payments (services, royalties, etc.). Withheld taxes for nonresident aliens are deposited into a Fund 904 account and subsequently remitted to the IRS at the end of each month.

    The How To Determine Which Tax Related Documents Are Required When Making Payments flowchart outlines the tax information requirements (forms, tax requirements, etc.). All required forms outlined/mentioned in the flowchart must be attached to the to the Payment to Individual Report (TER) because Accounting Services must transmit these forms (W-8BEN, 8233, etc.) to the IRS

26: Scholarship/Fellowship Section

  • Indicate the semester that the payment is for and the amount

27: Department Chairperson/ Project Director

  • Signature of Department Chair/Project Director and date

28: For more information, call

  • The name and phone number if any additional information is needed
  • Add additional contact information from the Dean’s Office to be contacted instead of the individual listed on the DP/PIR form. Add the contact's name and phone number directly under the departmental contact person. (Hint: Use "Alt + Enter" when adding the additional information in the field. Using only the "Enter" key will result in moving to the next cell or field in the form.)

    Accounts Payable will only contact the person indicated from the Dean's Office as responsible for supplying additional information; not both. If Accounts Payable receives a form without an additional Dean's Office contact name, the contact person indicated on the form will be the only one contacted.

29: Dean/ Director

  • Dean/Director's Business Office signature and date
  • Please consult your Dean's office for required additional signatures for approval
  • Original signatures required

30: Authorized Institution Approval

  • Pre-Audit signature and date

31: Student Financial Aids (Program 9 Only)

  • Required Signature for Program 9 only

Last updated November 8, 2013.