United States Department of Agriculture
Research, Education and Economics
ARS * CSREES * ERS * NASS
Bulletin
Title: | Vendor Coding for FFIS Travel and Other Payments |
Number: | 02-303 |
Date: | February 26, 2002 |
Originating Office: | Travel and Relocation Services Branch, Financial Management Division, ARS/AFM |
Distribution: | All REE Employees |
Expires: | February 26, 2003 |
This bulletin reinstates the travel Electronic Funds Transfer (EFT) account payment option in the TRVL system and provides guidance on establishing vendor codes in FFIS for this process and other types of payments to individuals. |
For all REE employees:
This bulletin reinstates the use of the travel Electronic Funds Transfer (EFT) account option in the TRVL system that I temporarily discontinued in the REE Bulletin 01-310, Travel System (TRVL) Guidance, dated September 26, 2001. Therefore, if you would like a travel reimbursement to be paid to an EFT account other than your salary bank account, you may now do so by selecting the travel EFT account option in TRVL.
For REE staff performing actions in TRVL and FFIS:
In order for a traveler to utilize the travel EFT account option in TRVL, a unique vendor
code must be established for the traveler in the FFIS VEND table before payments can be
processed.
To facilitate the collection of information required to establish these vendor codes, we have developed the FFIS Vendor Request Form that is enclosed. The enclosed form replaces the previously distributed form entitled, FFIS Vendor Request Form (For Travel Purposes Only). It has been revised so that vendor information can be collected from individuals for other types of payments, as well. For example, in ARS, Federal employees and non-Federal employees who are eligible for patent royalty payments must have a vendor code in the Vendor Table, so that the royalty payments they receive will be captured as taxable income and reported on a 1099 income statement.
Instructions for the various uses and preparation of FFIS Vendor Request Form are included in the enclosure, as well as instructions for assigning the vendor code in these situations.
If you have any questions, please contact Alice Roache, REE Vendor Coordinator, on
301-504-1734, for vendor issues, or Linda Mahoney, Chief, Travel and Relocation Services
Branch, FMD, on 301-504-1307, for TRVL issues.
/s/
S. M. HELMRICH
Director
Financial Management Division
Enclosures
Instruction for Completion of the FFIS Vendor Request Form
PURPOSE:
The purpose of this form is to collect information required for entry in the Vendor table (either to add or change information) from individuals that are due payments from the Agency and to designate how they will receive those payments. This applies to the following types of individuals (vendors):
1. Federal employees that are payrolled by the National Finance
Center, traveling for an agency other than their agency of record, who want travel
reimbursements sent to an alternate travel Electronic Funds Transfer (EFT) address other
than their payroll EFT, or are due other payments (such as royalty payments) that require
a 1099 income statement.
2. New Agency Hires, Agency Retirees, or Federal employees that are
not payrolled by NFC and Non-Government persons that are due payments from the Agency
choosing either EFT or mailing of a hard copy check.
NOTE: Bank information is not required for mailing hard copy checks.
INSTRUCTIONS:
1. The originating office contact sends the form to the
individual that will travel or individuals due other types of payments (vendor) for
completion of applicable information. An original signature from the employee is required
if bank information is provided.
2. The originating office contact provides the completed form to
their servicing Vendor Coordinator.
3. The Vendor Coordinator completes the Vendor Code (see
Assigning Vendor Codes Instructions attached) and Action blocks on the form
and either enters the individual's information into the FFIS VEND table. Bank information
for payrolled employees must be forwarded to NFC via the COMT table.
4. Once the vendor has been added, the Vendor Coordinator
returns a copy of the form to the originating office.
Assigning Vendor Codes
for Receipt of Payments from the Agency
Travel
Reimbursement
Other Payments **
Vendor Code | Alt. Address | Vendor Type |
Vendor Code | Alt. Address |
Vendor Type |
||
Payrolled Employees selecting Travel EFT Account (other than salary EFT) * | S S N.... E |
Z |
E |
S S N... E | I |
E |
|
New Hires, Federal Employees not Payrolled by NFC, Non- Federal Individuals (special/mailing address only) | S S N.... E |
S | Q | S S N... E |
I | Q | |
New Hires, Federal Employees not payrolled by NFC, Non- Federal Individuals (EFT) | S S N.... E |
Z | Q | S S N... E |
I | Q |
* Note: If a payrolled employee wants a travel reimbursement sent to a mailing address
other than their residence, a new vendor code does not have to be entered in the VEND
table. In TRVL, select special address and enter the address on the travel
voucher. TRVL overrides the vendor code on the VEND table in FFIS and sends the check to
the mailing address cited.
If a NFC-payrolled employee (but not an employee of the paying agency) does not want to
use the Travel EFT account for travel payments, no action is necessary in the VEND table
with the exception of FSIS employees. FSIS employees have a different HOME Org (1237) than
the rest of USDA agencies (1240) that have implemented FFIS. These employees must be added
to the VEND table reflecting the 1240 HOME Org, by NFC through the COMT table.
** This would apply to any non-travel payments to individuals that require issuance of a 1099 income statement for tax purposes, such as patent royalties.