Payee Setup

An individual needs to be set up as a payee if the following criteria are met:

• Receiving payment from UAMS
• Non-employee
• Not providing services

Types of Payees for Miscellaneous Payee Set Up:

• Patient receiving refund
• Non-employee reimbursements
  • Reimbursement for travel is handled differently. For non-employee travel reimbursement, please see the Travel for Non-Worker Help Page on the Travel & Expense website.
• Research participant
• Standardized patient
• Student receiving award
• Student receiving stipend

Before You Start:

• Payees are paid by paper check only; Payees cannot receive direct deposit (i.e., ACH) or other forms of payment.
• Payments for honorariums, independent contractors, and scholarships are not initiated with the Payee Setup process.
• Payee setup in Workday can take 2-3 business days.
  • Note: This does not include payment processing time.

Process Summary:

Process:

1. Check if the individual is a Payee in Workday using the following steps:
   • Use RPT – Find Miscellaneous Payees for Initiators (UAMS) in Workday
   • Search for the individual by SSN (or name if SSN not available)
   • Workday will indicate if they are a Payee
     • If already a Payee, confirm payee address is current and that the Requestor Alert column shows a to indicate that the payee can be used.
     • If an address needs to be updated, submit new paperwork starting with step 3. Please provide Miscellaneous Payee number with documentation.

2. Requestor coordinates with Payee to receive required documentation.

Required Documentation Per Payee Type	Patient Refund	Standardized Patient	Student Stipend
Payee Information Form	✔	✔	✔
W-9 (US residents) or W-8 (non-US residents)		✔	✔

3. Requestor uses Create Request task in Workday.

Request Type Per Payee Type	Patient Refund	Standardized Patient	Student Stipend
UAMS Miscellaneous Payee Request		✔	✔
UAMS Misc Payee – Patient Refund or Reimbursement	✔

4. Vendor Master (UAMS Informatics) receives Create Request task and reviews the request.
5. Vendor Master approves request, Payee is set up in Workday within 2-3 business days.

Related Guides

Requesting, Setting Up, And Paying Miscellaneous Payee QRG

Contact Information

For any questions or assistance, please reach out to the Vendor Setup team at VendorSetup@uams.edu.