Job Description:

Major Responsibility:    70 %

Set up new suppliers and individual payees and maintain existing suppliers/payees in the University’s financial system. This process includes contacting suppliers and individuals to obtain any necessary information needed in order to set them up in the system in the appropriate manner.  It also involves handling sensitive information such as social security numbers, employer tax identification numbers and banking information to set up electronic payments to suppliers and individuals.  There are IRS and other reporting issues that rely on the accuracy of this information. (For example: supplier diversity, commodity type, local supplier, 1099 status, 1042-S status). Must follow and be aware of IRS guidelines.

Supporting Actions:

• Identify supplier / payee registration requests that look to be candidates for temporary employment and relay to Human Resources
• Validate that potential suppliers / payees are not on the Federal Government’s restricted party listing (Patriot Act compliance)
• Validate 1099 status
• Validate 1042-S status
• Ensure that entities are properly categorized and coded
• Keep supplier and payee file clean; i.e. remove duplicates from the file, participate in cleanup efforts, for example, supplier category changes
• Manage supplier filing and electronic backup process
• Perform routine maintenance to remove old export files from the web site for security purposes
• Coordinate and manage special set- up process for Payees for student prizes/fellowships with the Provost Service Center and other departments as needed
• Educate departments about existing policies and ensure they are aware when certain types of suppliers are requested, for example, America To Go, External Printing program through University Communications

Major Responsibility: 30%

Review and process Supplier/Miscellaneous Payee Request forms submitted by the individual departments. Manage all change requests for Supplier/Payees. Monitor shared email box daily. Assist supervisor yearly with B Notices from the IRS. Participate in Workday testing twice a year.

Supporting Actions:

Supplier/Miscellaneous Payee Request Forms

• Review each individual request form and determine if the supplier or payee should be added to our supplier/payee system
• This process requires knowledge of University operations in order to consult with the appropriate subject matter experts (e.g. payroll, tax, strategic sourcing) before approving requests to add suppliers.
• Contact each individual supplier/payee via email with instructions on how to register.
• Ensure each request form is categorized appropriately so departments are aware of the status of their request (for ex: awaiting supplier/payee response or pending)
• After each supplier or miscellaneous payee is set up, must update the status to completed and close out the request form

Validating Change Requests

• Responsible for monitoring and updating a shared google sheet for all change requests
• Responsible for calling and emailing each supplier/payee directly to confirm the change is valid. This process is used to eliminate fraud/scams.

Email

• Responsible for monitoring shared inbox [email protected] daily and answering any and all inquires from suppliers/payees. Must have knowledge of policies and procedures in order to accurately respond.

Other Supporting Actions

• Provides support and assistance with 1099 IRS B Notice process.
• Assists supervisor with Workday Testing updates twice a year. Responsible for testing both supplier and miscellaneous payee cases.
• Serve as back up to supervisor – participate in meetings and report back when supervisor not available to attend. Manage day to day tasks when supervisor is on vacation or out sick. Assist when needed.

Job Qualifications

Education and Experience

• Associate degree with 3 years minimum experience or a high school diploma  with and 4 to 6 years or related experience    

                             

Job Competencies

• Strong computer skills including: Microsoft Excel, and Google Docs.  Ability to quickly learn new software systems.
• Strong math skills
• The ability to organize and handle a number of tasks simultaneously in an environment where regular interruptions are normal.
• The ability to work independently, prioritizing and organizing the workload to meet constant deadlines.
• Excellent customer relations and communication skills. 
• Ability to work within a team structure and cross train within Accounts Payable.

• Demonstrated ability to support a community of diverse perspectives and cultures in an inclusive environment. 

All offers of employment are contingent upon a satisfactory criminal, background, and credit check.

Benefits of Working at Brown:

Information on the Benefits of Working at Brown can be found here.

Recruiting Start Date:

2024-10-03

Job Posting Title:

Supplier / Payee Registration Coordinator

Department:

Office of the Controller

Grade:

Grade 8

Worker Type:

Employee

Worker Sub-Type:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

37.5

Position Work Location:

Hybrid Eligible

Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact [email protected].

EEO Statement:

Brown University is an E-Verify Employer.

As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.