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	Expiration:	February 26, 2003

Originating Office:	Travel and Relocation Services Branch, Financial

Management Division, ARS/AFM

Distribution:	All REE Employees

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.