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 a refund
• Non-employee reimbursements
  • For non-employee travel reimbursements, please refer to the Travel for Non-Worker help page on the Travel & Expense website.
• Research participant
• Standardized patient
• Student receiving an award
• Student receiving a stipend

Before You Start

• Payees are paid by paper check only. Direct deposit (ACH) or other payment methods are not available.
• Payments for honorariums, independent contractors, and scholarships are not initiated through the Payee Setup process.
• Payee setup in Workday typically takes two to three business days.
  • Note: This does not include payment processing time.

Process Summary

1. Individual added to Workday as a Payee
2. Requestor submits request for payment in Workday
3. The payee can receive payment

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 the payee address is current and that the Requestor Alert column shows that the payee can be used.
     • If an address needs to be updated, submit new paperwork starting with step 3. Please provide the Miscellaneous Payee number with documentation.
       
       Reminder: Payments are made to Payees by check only. It is imperative that the Payee address and contact information is current for Payee payments to be mailed to the correct address.

2. Requestor coordinates with Payee to receive the required documentation.
   
   Note: Patient Refunds may require support for the expense (i.e., receipt)

Required Documentation Per Payee Type	Patient Refund	Standardized Patient	Student Stipend
Payee Information Form	Yes	Yes	Yes
W-9 (US residents) or W-8 (non-US residents)	No	Yes	Yes

3. Requestor uses the Create Request task in Workday.

Request Type Per Payee Type	Patient Refund	Standardized Patient	Student Stipend
UAMS Miscellaneous Payee Request	No	Yes	Yes
UAMS Misc Payee – Patient Refund or Reimbursement	Yes	No	No

4. Vendor Master (UAMS Informatics) receives the Create Request task and reviews the request.
5. Vendor Master approves the request, Payee is set up in Workday within 2-3 business days.
   
   Note: UAMS may only pay a Payee after the individual is set up in Workday. To submit a payment request for a Payee, use the Create Miscellaneous Payment Request task in Workday.

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.