Starting today, when selecting the Affiliation in expense reports, you will see a change in the choices listed in the drop-down field when building your report. Employees will be required to select the applicable affiliation based on their specific employer (which entity issues your paychecks):
- WVU Employee
- Research Corp or WVU Hospital Employee
- Outside Individual
Why the change? The reimbursement process is different for WVU employees vs Research Corp or WVU Hospital employees. Individuals who are Research Corp or WVU Hospital employees must be registered as suppliers before a reimbursement can be issued to them. Supplier registration is not required for WVU employees because the reimbursement process is tied to their WVU payroll information in WVU’s financial system. Historically, Research Corp or WVU Hospital employees have submitted their reimbursement requests and then were contacted by PCPS to begin supplier registration after the report made it all the way through the approval workflow process. This has caused delays and confusion, as the employees assumed everything was all set when they submitted the form.
When selecting Research Corp or WVU Hospital Employee OR Outside Individual – Non-Employee for report types other than PCard Reconciliation Only, you will be required to select the Payee Name. If the expense report owner’s name is not available in the Payee Name field, the Supplier Registration process must be completed before the expense report is submitted so they are an available option. To begin the registration process, please visit the Register a Supplier section on the Mountaineer Marketplace Landing Page
– Instructions on How to Register a Supplier.If you select the incorrect Affiliation and/or don’t complete the Supplier Registration process, your expense report will be returned to you, and you will be required to recreate your expense report with the correct Affiliation and Payee Name.
If you have any questions, please contact PCPS.