1. Ariba P2I Nonresident Alien Enhancements Coming December 8, 2017
Ariba P2I Nonresident Alien Enhancements Coming December 8, 2017! Webcast 12/6/2017

2. What is changing?
Payments to Nonresident Aliens will be available to process in the Ariba P2I module starting on 12/8/2017!
Campus will use the secure DocuSign document portal to attach required and sensitive documents that support the P2I Foreign individual payment request.

3. Why are we making these changes?
Currently, Foreign Nonresident Alien payments are handled through the manual Check Request process. This causes extra steps operationally, external processes without visibility, and greater risk of error. By allowing these manual payments to be handled through the Ariba P2I module, requests can be:
Created, approved and processed in a standard, similar format to other payments in Ariba
Processed with greater visibility and accountability throughout the process
Monitored more easily for proper compliance and policy purposes
Since Ariba is an open system, any sensitive documentation uploaded is visible to anyone with a UW Netid and password. The DocuSign system portal ensures a secure process for campus to attach and submit the required Nonresident Alien supporting documentation with their Ariba P2I request.

4. Nonresident Alien Enhancements

5. Creating a P2I for a Nonresident Alien
If you choose Nonresident Alien from the Citizenship Status drop-down menu, a hard stop message will no longer appear. The Visa Type (New) and Type of Payment drop-down menus will be available for Nonresident Alien payments:
Nonresident Alien choice can now be utilized
Visa Type choices
Visa Type - New
Research Subject, Rent & Stipend are new Type of Payment choices

6. Nonresident Alien Required Document Information, Questions & Checklist
Hyperlink to the Checklists & Charts webpage
Checklist criteria will change depending on Visa Type & Type of Payment
Hyperlink to the DocuSign portal where required documents containing sensitive information will be uploaded

7. Foreign Vendors Only Questions
Hyperlink to the Global Operations Support webpage
Hyperlink to Wire Payments webpage
Hyperlink to How to Pay for International Activities information
Independent Contractor questions will vary depending on Type of Payment selection

8. Address & Check Handling Information

9. Attachments
Required Supporting documentation for Nonresident Aliens will not be uploaded using the Add Attachment button in P2I.
Attachments that do not contain sensitive information may still be added in this section.
Required Nonresident Alien supporting documentation will not be uploaded within Ariba

10. DocuSign Document Portal
DocuSign is a document portal that campus users can access in the Ariba P2I module to attach the supporting documentation required for paying Nonresident Aliens. Once the P2I request is fully approved, the documents are transported to EDMS (Enterprise Document Management System) for storage.
Documents uploaded into the Ariba system are not protected, and can be accessed by anyone with a UW net id and password.
Attaching documents in DocuSign ensures that sensitive and encrypted information within the documents are kept safe and protected.

11. How to Access DocuSign
Click on the DocuSign Hyperlink located in the P2I module above the foreign document check boxes:

12. Electronic Record and Signature Disclosure
When clicking on the DocuSign hyperlink for the first time, users will receive a notification message window prompting them to read and agree to system usage. After checking the box, users will proceed to the next step.

13. Enter the P2I ID Number (XP#)
Click Continue to proceed
Enter P2I XP number

14. Attaching Documents in DocuSign
Do not use the OTHER ACTIONS drop down menu. It’s functionality is not applicable for Ariba P2I
The Document 1 box is Required and cannot be skipped when attaching documents. Using the other boxes are Optional
Nine boxes are available to upload and describe the required documents
Click here to upload a document from your desktop
Click Submit when finished attaching all required supporting documents

15. Document Submittal Process in DocuSign
IMPORTANT: Make sure you have obtained ALL of the required supporting documentation necessary for the P2I NRA request first, then Submit all documents through DocuSign at one time.
This ensures that the Accounts Payable Foreign TIN Manager will receive all the required documentation in one for review (and IRS review if needed), instead of receiving partial document Submittal s that may get lost over time.
Accounts Payable will Deny the P2I request if they receive partial document Submittals.

16. P2I & DocuSign Requests in Parallel
When campus users create a request in the P2I module to pay a Nonresident Alien, the DocuSign portal will be used in parallel for attaching the required supporting documentation.
Start
IRS 10 day waiting period for documents that require review

17. Communication within P2I Module
The Ariba P2I module serves as the system of truth throughout the entire approval and payment process from start to finish.
The Comments section within the P2I module will be used to document important information, which is visible to both Procurement Services and the campus department that created the request, allowing visibility into the entire process.
Any P2I Denials that may occur due to campus providing insufficient supporting documentation within DocuSign will be communicated via the Ariba P2I Comments section.
Leave Comments within the P2I module to indicate what required documentation was submitted in DocuSign

18. Manual Check Request Process
Manual paper check requests for Foreign Nonresident Aliens will begin to be phased out in First Quarter 2018, and then phased out completely by the end of First Quarter.