Bank Wire Payments for Foreign Guest Travelers

Directive Statement

The UF Travel Office has established a process to assist departments with providing reimbursement to International Guest Travelers via a Bank Wire.

Reason for Directive:

The University of Florida hosts international guests for various purposes, including speaking engagements and research opportunities.

Who must comply?

All UF departments.

Procedures

Note: It is imperative that this process starts several weeks before the Guest Traveler is set to visit.  A minimum of three weeks is recommended.

  1. Departments need to enter the Guest as a Person of interest (POI) 00016 in the HR ePAF module in my.UFL.edu.  This creates a UFID for the visitor and adds them as a Guest payee in UF GO.  The Guest will be in UF GO the following day.
    • When entering a POI, first search for the Guest to determine if they are already a POI to ensure a second UFID is not created for the Guest.
    • Once a guest is entered as a POI, the Guest can be used by any department on campus.  The POI is active for 2 yrs.

For more information regarding how to add Guest Traveler information to UF GO, visit the Toolkit: Guest Travel Process

  1. Use the Finance Hub Contact Form to request a Supplier number for the Guest.
    • Below Topic, “Which topic do you need help with?” choose Supplier.
    • Below Questions, “What do you need assistance with?” choose “Bank Wire Request”
    • Provide the payee’s name and payee’s physical address as well as the date the payment is needed, in the “Please describe what you need assistance with:” field.
    • Attach the completed Outgoing Bank Wire Form
      1. On the “PeopleSoft AP Voucher Number” line of the Bank Wire Form, enter the UF GO Report number.
  1. The Supplier team will add the payee to the Supplier file and provide the UF Supplier ID number to the Department. (**See note below if the payment will be in foreign currency).
  1. The department will create a UFLOR International Travel Request (Guest) .  Ensure that the Guest is entered in the Guest Traveler field.
  1. After the Guest Travel Request is approved, create a UFLOR Travel Report (Guest).
    • On the Travel Report Header, under “Special Payment Handling” choose Bank Wire.
    • Include a comment on the Report header indicating the UF Supplier ID number for the guest.
    • DO NOT attach the wire form to the Expense Report. Doing so will compromise the confidentiality of the guest’s banking information. The Bank Wire form should only be submitted through the Finance Hub during step #2.
  1. The Disbursements payables team will delete the original Single Pay Voucher and add a Regular Voucher after the Travel Report is Approved.

**Please note, Banking and Merchant Services performs Foreign Currency, Emergency wires, and any wire that requires an intermediary/third party bank. Disbursements perform US Dollar (USD) wires.

 

Contacts

UF GO Contact Form

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