Form 6166 US Residency Certification Letter Updated 07/23/2015. Philosophy:

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1 Frm 6166 US Residency Certificatin Letter Updated 07/23/2015 Philsphy: Many freign cuntries withhld VAT and/r incme tax n revenue generated by business cnducted utside the United States (U.S.). In sme cases, an incme tax treaty between the U.S. and a freign cuntry may reduce r eliminate withhlding n amunts paid t U.S. residents. Businesses in freign cuntries making payment t USF may request a Frm 6166 U.S. Residency Certificatin letter frm the IRS in rder t reduce r eliminate VAT r incme tax withhlding. The USF Cntrller s Office (UCO) will assist USF departments in need f U.S. residency certificatin letters when apprpriate. In the case f revenue that will be paid t the USF Research Fundatin (USFRF), the UCO will assist in btaining residency certificatin letters fr the USFRF. Prcess: IRS Frm 8802 is used t request a Frm 6166 letter f U.S. residency certificatin fr purpses f claiming incme tax treaty benefits r VAT exemptin. Payment f a nn-refundable $85 user fee is required fr each applicatin. Applicatins shuld be mailed t the IRS at least 45 days prir t the date a Frm 6166 letter is needed. Departments are advised t request all Frms 6166 needed n a single Frm 8802 (maximum number 200) t avid payment f multiple $85 user fees (due each time Frm 8802 is filed). Frm 6166 certifies fr a calendar year that USF was a resident f the United States fr purpses f U.S. taxatin. The IRS will mail Frm 6166 letters t UCO. UCO will frward Frms 6166 t requesting department. USF Departments will retain Frms 6166 fr prvisin t custmers lcated in freign cuntries in rder t claim treaty benefits and/r VAT exemptin. Resurces See Cntact Infrmatin fr Questins if yu need additinal assistance.

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3 Instructins fr New RET Frm RETROACTIVE PAYROLL EXPENDITURE TRANSFERS Revised 8/13/15 Rzelia Kennedy, Payrll Manager Rbin Davis, Assciate Cntrller Payrll and Tax

4 Benefits f New Design The Department f Psychiatry pilted the new RET frm fr us and this is what Paul DeCsta had t say abut it, it is very simple t use, minimizes human errr and drastically reduces the amunt f time it takes t cmplete a RET start t end. The new design fr the RET frm is nw being rlled ut fr all t use. The new design requires nly ne query. The new design ppulates several areas f the frm and cver page.

5 Implementatin Schedule fr New Frm August 20, sft rll-ut. New frm is made available t use, but Old frm will cntinue t be accepted. September 1, 2015 New frm must be used when submitting RET infrmatin. Octber 1, 2015 Old frm will be returned and preparer will be advised t re-submit n New frm.

6 RET Frm Cver Page (very few changes) Retractive Expenditure Transfer (RET) FORM INSTRUCTIONS: The department must prepare this frm and include the results f BOTH queries discussed belw. New frm released fr use starting September 1, ADD CHARGES TO: DELETE CHARGES FROM: INSTRUCTIONS: Begin n the RET Instructrs tab. Once cmplete. Signature belw is apprving the usage f the "Add Charges T" accunt identified belw and selected by the department within the U_RET_REQUEST query results. INSTRUCTIONS: Signature belw is apprving the usage f the "Delete Charges Frm" accunt identified belw and selected by the department within the U_RET_REQUEST query results. "Add Charges T" GEMS Cmb Cde: 0 Prject Number if "Delete Charges Frm" GEMS Cmb Cde: 0 applicable: 0 Fund# 0 Prject Number if applicable: 0 Fund# 0 Preparer's Name: Ext. Preparer's Name: Ext. Authrized Name: Ext. Authrized Name: Ext. Authrized Signature: Date: Authrized Signature: Date: Emplyee Name: 0 0 Pay Perid Range (First Pay Perid End Date - Last Pay Perid End Date) Emplyee ID: 0 Rcd # 0 1/0/1900 t 1/0/1900 NOTE: This amunt is ONLY GROSS EARNINGS, and des nt include fringe benefits. This amunt Ttal Grss Earnings T Be Transferred: $ 0.00 must tie t the sum f the amunts indicated n the attached query results. A JUSTIFICATION FOR ALL RETROACTIVE EXPENDITURE TRANSFERS IS REQUIRED. PLEASE COMPLETE THE ATTACHED RET JUSTIFICATION WORKSHEET. FOR PAYROLL AND RESEARCH FINANCIAL MANAGEMENT USE ONLY Grss Ret FICA HMO/Hlth Life Other Ttals Transferred If ADD/delete accunt invlves a Spnsred Research Prject, please send by t: RFMRETNtify@admin.usf.edu All thers - Please send by t: UPRRETNtify@admin.usf.edu PA839A Revised: 08/13/2015

7 Nte the change in the language at the bttm f the frm. Prject related RETS will still g t Research Financial Management fr apprval and then are assigned t DeeLres Everett in Payrll fr entering int GEMS. All ther RETS will g t Ruby Nichls in Payrll fr entering int GEMS. Mail bx addresses will nt change.

8 Cst Transfer Justificatin Frm page will nt change.

9 Revised Instructins fr adding query results t wrksheet.

10 Prmpts fr New Query

11 Revised Query: U_RET_REQUEST Results

12 Where can yu find the new frm? 1. There is a link in RESEARCH CCHIP # 001 t the new frm. 2. There is a link in HR Frms Library 3. Dn t frget t prvide justificatin fr the RET.

13 New Frm link nt yet in CCHIP # 001

14 New Frm link in HR Frms Library

15 RET Reminders and Tips Submitted RETS can be rejected fr a number f reasns. Review RESEARCH CCHIP #001 fr a Clarificatin r Change in Prcedure regarding the Timeline fr Prcessing Cst Transfers n Spnsred Awards. Spnsred Research related RETS must be submitted within 90 days fllwing the date f the ccurred errr. The Justificatin Sectin must be cmpleted. A prper justificatin shuld be able t answer the fllwing questins: Is it reasnable? Is it allcable? Is it allwable?

16 Grant Tuitin Payment Requests Transitin t Banner Wrkflw

17 Submissin Frm

18 Need Help? If yu cannt access Banner Wrkflw Cntact IT Help Desk If yu need instructins Manual available nline

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22 Wh is my RFM Apprver?

23 Find My GFA Query Transactins GFA s have been updated:

24 RFM Apprver RFM Apprver is Transactins GFA:

25 RFM Apprver RFM Apprver NetID is first part f address Name Net ID Eric Kern = ericmkern Karen Edwards = keedward Anesia Kelly = anesiak Sharlene Stevensn = sstevensn April Rllins = arllins1

26 Wh is my RFM Apprver? ericmkern Enter yur transactins GFA infrmatin here

27 Prblems? RFM is new t Banner Wrkflw t! Wrk thrugh the manual Issues with Banner cntact IT Help Desk Issues with Banner Wrk Flw Nikel Mrancie - nmranci@usf.edu, ext Velma Clark vclark@usf.edu, ext Cntact RFM

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29 Third Party Tuitin Payment Request User Manual GENERAL INFORMATION... 3 Department Third Party Payment Overview... 4 Grant Third Party Payment Overview... 4 THIRD PARTY WORKLFOW INITIATING A REQUEST... 4 INITIATING A THIRD PARTY PAYMENT REQUEST - GRANTS AND DEPARTMENT FUNDS... 4 Activity: Grant/Department Third Party Student Request... 5 Activity: Grant Third Party Student Request Review... 7 Activity: Grant Third Party Student Details... 8 THIRD PARTY WORKLFOW DEPARTMENT APPROVAL... 9 Apprving A Payment Request Accuntable Officers and Designees... 9 THIRD PARTY WORKLFO RESEARCH FINANCIAL MANAGEMENT APPROVAL Apprving A Payment Request Research Financial Management (GRANTS ONLY) Activity: Grant Apprval Prcessing a Third Party Payment Request - University Cntrller Office Activity UCO Prcessing Activity: Billing Invice Third Party Tuitin Payment Request 2

30 GENERAL INFORMATION Wrkflw is an autmatin f a business prcess. When ne step f the prcess is cmplete, wrkflw advances t the next step. Wrkflw has users. Each user has a wrkflw lgn like Banner users. Wrk is distributed by rle. Each rle is assciated with ne r mre users. All users in a particular rle will receive wrk t d n their wrk-list. Hwever, nly ne user will be able t cmplete the wrk. If the wrk is assigned t a specific user, nly that user is capable f cmpleting the wrk. Wrkflw respnsibilities and privileges are als managed by rles. Users have access t different Wrkflw functins depending n their rles. Please click here fr a Banner Wrkflw Begin by lgging int the Banner Wrkflw applicatin with yur Banner ID and PASSWORD. Yur Banner User ID is the same as Yur Net ID; hwever, the passwrd may be different. Please cntact BannerWrkflwadmin@usf.edu if yu d nt have a Banner ID, r d nt have access t Banner Wrkflw. The Hme page is referred t as yur Wrk list. Users receive wrk t d n their wrk-list based n their rle. Hwever, nly ne user will be able t cmplete the wrk. If the wrk is assigned t a specific user in a rle, nly that user is capable f cmpeting the wrk, and nly that user will see the activity. If wrk is assigned t a rle, and nt a particular individual in that rle the activity will be visible t all members in that rle, but nly ne persn can cmplete the activity. Once yu have pened an activity it becmes reserved - ther members in that rle will nt see the activity in their wrk list, unless yu release the activity. T pen an activity, click n the activity in the Wrk list. All activities will have three buttns: Cmplete, Save and Clse and Cancel Clicking Cmplete Cmpletes the activity. The Wrkflw will prceed t the next activity. Clicking Save and Clse will save any changes made, and reserve the task/activity fr yu t cmplete. Cancel The changes made n the frm will nt be saved. The activity will be clsed, but it will als appear n yur wrk list, where yu can repen the activity t cmplete yur task. T un-reserve the wrk item: Return t yur wrk list. Click n the magnifying glass t the right f the screen, t pen the Wrk Item Details page. Third Party Tuitin Payment Request 3

31 Click n the Release icn, as shwn belw: Department Third Party Payment Overview Grant Third Party Payment Overview Tuitin must be specified as a Direct Cst item in the prject budget. A specific budget accunt cde is assigned at the beginning f the prject t earmark funds fr tuitin expenses. Grant Tuitin Payment Request frms must be cmpleted and submitted t the apprpriate Grants Financial Administratr (GFA) n the transactinal team in Research Financial Management. The frm must cntain accurate and cmplete infrmatin, including all required chart fields, t be apprved. The GFA will review the frms t determine if the charges meet direct csts guidelines and if sufficient budget is available fr payment. Incmplete frms will be returned t the riginatr indicating reasn/s fr disapprval. Once apprved, the frms are then submitted t Student Financial Services fr payment f the tuitin. The Accuntable Officer r the Accuntable Officer Designee, prir t submissin t GFA, must apprve the request. THIRD PARTY WORKLFOW INITIATING A REQUEST INITIATING A THIRD PARTY PAYMENT REQUEST - GRANTS AND DEPARTMENT FUNDS Starting the Wrkflw (Third party payment Request) On the right f the screen, under User Prfile Click My Prcesses. NOTE: All prcesses/wrkflws yu are authrized t initiate will be listed there. Select Grant Tuitin Payment Request r Department Tuitin Payment Request based n the type f fund. Third Party Tuitin Payment Request 4

32 Enter the Wrkflw Specific Name. This will help yu search fr the request later. NOTE: Please d nt attach any files. Click Start Wrkflw then OK n the fllwing screen. The Wrkflw Instance (Third Party Payment Request), yu initiated nw appears in yur Wrk list. Yu may need t refresh yur wrk list t view the new request by clicking n Wrk list r refreshing yur web brwser. The wrk list has fur clumns. The Activity clumn is the name f the activity that yu will perfrm nce yu click n the wrkflw. The created date is the date the activity started, nt the date the request was initiated. The pririty is the value assigned when the wrkflw was initiated. This may be used by the Apprvers r UCO, nt by the autmated prcess. Activity: Grant/Department Third Party Student Request Specifying the Payment Type, Term, Chatfield infrmatin and Student ID s Yu must select the Payment Type frm the drp-dwn list. Select Tuitin Payment, if yu are making a payment. Select Tuitin Payment Reversal, if yu are withdrawing a payment. Yu must enter the Business Unit, Operating Unit, Department, Fund, Accunt, Prduct and Initiative. Yu must enter at least ne Student ID, and may enter as many as ten. Prir t cmpleting the activity, a Submissin Decisin must be selected. The ptins are t Submit and Terminate as shwn belw: Third Party Tuitin Payment Request 5

33 Terminate will stp the request. It will n lnger appear in yur wrk list. It will nt be frwarded fr Apprval. Submit will validate the chart field infrmatin and Student IDs. If the chart field and all Student ID s are valid, the wrkflw will clse and prgress t the next activity. (Yu must als cmplete the next activity). If the chart field r any f the Student ID s is nt valid, the wrkflw will clse, but will nt prgress t the next activity. The wrkflw will return t the current activity. Yu will need t update the infrmatin. Reminder All activities will have three buttns Cmplete Save and Clse and Cancel Clicking Cmplete Cmpletes the activity and that the Wrkflw will prceed t the next activity. If yu have nt cmpleted yur wrk and wish t reserve it fr later, click n save and clse buttn. Cancel The changes made n the frm will nt be saved, but the activity will be clsed, and can be accessed frm yur wrk list later. Third Party Tuitin Payment Request 6

34 Activity: Grant Third Party Student Request Review Selecting the Apprvers All third party payment requests must be apprved either by the Accuntable Officer r the Accuntable Officer Designee. In this activity yu will have the ability t select the apprver (An Accuntable Officer t designee), and the Research Financial Management Apprver (GRANT ONLY) If the AO is selected as the apprver, All designees will have the ability t sign ff n the request, prviding: The user has an accunt in Banner Wrkflw The user is a prxy fr the Accuntable Officer in Banner Wrkflw. [Prxy: This is the same cncept as designees. Hwever, since FAST and Banner Wrkflw are separate applicatins, designees have t be defined in banner Wrkflw as well as FAST.] Fi yu select a designee as the apprver, nly the selected designee, and their Banner wrkflw prxies will be able t sign ff n the request. NOTE: Only designees and Accuntable Officers fr the chart field in FAST will be able t successfully cmplete this activity. Fr Grant Tuitin Payments apprval is required frm Research Financial Management (RFM). Enter the RFM representative Banner ID (This is the same as NETID) and the RFM address. NOTE: This is nt required fr Department Tuitin Payment and will nt be visible fr this type f request Prir t cmpleting the activity, a Submissin Decisin must be selected. The ptins are t Submit and Terminate. Terminate will stp the request. It will n lnger appear in yur wrk list. It will nt be frwarded fr Apprval. Submit will allw the wrkflw t mve t the next activity, which will allw yu t enter the payment amunts fr each student. Third Party Tuitin Payment Request 7

35 Reminder All activities will have three buttns Cmplete Save and Clse and Cancel Clicking Cmplete Cmpletes the activity and that the Wrkflw will prceed t the next activity. If yu have nt cmpleted yur wrk and wish t reserve it fr later, click n save and clse buttn. Cancel The changes made n the frm will nt be saved, but the activity will be clsed, and can be accessed frm yur wrk list later. Activity: Grant Third Party Student Details Entering Tuitin Payment Details This is the last activity yu will need t perfrm. After cmpleting the activity the request will be submitted t the selected Department Apprver. The activity will nt appear in yur wrk list. A single wrkflw activity will be created fr each student. Refresh yur wrk list t access these wrk items. This activity will cntain the student bill fr the term entered, and will allw yu t enter payments fr tuitin and ther fees such as health insurance. If yu are requesting a tuitin payment, please enter a dllar amunt. If yu are requesting a tuitin payment reversal, please enter a negative amunt. The tuitin payment will be reduced by the amunt entered. Prir t cmpleting the activity, a Submissin Decisin must be selected. The ptins are t Submit and Terminate. Terminate will stp the request. It will n lnger appear in yur wrk list. It will nt be frwarded fr Apprval. Submit will frward the request t the selected Department Apprver fr apprval. At this pint the request will nt be available in yur wrk list; hwever, the Department Apprver, The RFM Apprver, r UCO may return it t yu. The request will als be available in yur queue nce UCO has prcessed yur request with an activity name Billing Invice Third Party Tuitin Payment Request 8

36 THIRD PARTY WORKLFOW DEPARTMENT APPROVAL Apprving A Payment Request Accuntable Officers and Designees Activity: Department Apprval Department Apprval This is the nly activity that Accuntable fficers r Designees cmpletes. Only the Accuntable Officer r Accuntable Officer Designee cans apprve/deny the request. Hwever, the request cannt be apprved by the initiatr/requestr/submitter. If the requestr submitted the request t the AO then all designees wh are als prxies fr the Accuntable Officer in Banner Wrkflw will have access t the request and may sign ff n the request (except the initiatr). If the requestr submitted the request t a designee then the request will be available t the designee and any individuals wh are prxies. Hwever, nly designees as defined in FAST will be able t apprve r deny the request. If a Banner Wrkflw Prxy, wh is nt a designee r an AO attempts t apprve r deny the request, Banner Wrkflw will nt cmplete the activity, and the wrkflw will nt prgress t the next activity. Prir t cmpleting the activity, a Submissin Decisin must be selected. The ptins are t Apprve, Deny Apprved Requests: Fr Grant Third party payments the request is submitted t RFM fr apprval. Fr Department Third party payments, the request is submitted t UCO fr prcessing. Denied requests are returned t the Initiatr. The Initiatr must then terminate the request, r make any necessary adjustment and resubmit fr apprval. Third Party Tuitin Payment Request 9

37 THIRD PARTY WORKLFO RESEARCH FINANCIAL MANAGEMENT APPROVAL Apprving A Payment Request Research Financial Management (GRANTS ONLY) Activity: Grant Apprval RFM Apprval **Grant Tuitin Payment ONLY** This is the nly activity RFM Cmpletes. An ntificatin will be delivered t the RFM Apprver, based n the entered by the requestr. The Apprval request will be visible t the RFM Apprver specified by the requestr. Prir t cmpleting the activity, a Submissin Decisin must be selected. The ptins are t Apprve, Deny, Return t Apprver, Reassign t Anther RFM Apprver Apprve: The request is submitted t UCO fr prcessing. Deny: The request is returned t the Initiatr. The Initiatr must then terminate the request, r make any necessary adjustment and resubmit fr apprval. Returned t Apprver: The request is returned t the Department Apprver. Reassign: The request is reassigned t the specified RFM Apprver. Third Party Tuitin Payment Request 10

38 Prcessing a Third Party Payment Request - University Cntrller Office Activity UCO Prcessing. Once UCO has prcessed yur request. The Third party payment Tuitin request wrkflw is returned t the requestr via Banner Wrkflw. Activity: Billing Invice Billing Invice Once UCO has prcessed yur request. The Third party payment Tuitin request wrkflw will be assigned t yu. The activity is called Billing Invice Print and file a cpy. Click File Print in web brwser. Click cmplete. This will end the request, remving it frm the requestr wrk list. Third Party Tuitin Payment Request 11

39 OFFICE OF EXPORT CONTROLS r NOW OFFERING: Infrmatinal Sessins fr Faculty Departmental Meetings Exprt Cntrl Cmpliance is required by EVERYONE in the USF System per USF System Plicy Infrmatinal Sessins prvide awareness f laws and regulatins and hw they apply t yur area f research and teaching at USF. Knw BEFORE yu TRAVEL: Explanatins f hw Exprt Cntrls apply t Internatinal Travel n behalf f the University. We re here t help! We ll cme t yur lab. We ll prvide nsite infrmatinal sessins. Fundamental Dual-Use (EAR) Military (ITAR) Classified Research Restricted Least Restrictins Mst Restrictins University Activities Lwest Risk Highest Risk Public Educatinal Internatinal Internatinal Dmain Activities Travel Shipping