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PEOPLEPAY OVERVIEW
PeoplePay is a web-based tool available to all faculty and staff who make requests for payments to individuals. A link to PeoplePay is available on Wolverine Access under University Business.
The Forms G and G-2 (used to request special payments to individuals) are replaced by existing payment processes and, in some cases, new specialized forms that help us ensure that we meet legal and policy requirements for these expenditures. PeoplePay was designed to make it simple to determine which of these forms to use to initiate payment and ensure that the payment meets the requirements of the University and IRS rules governing the taxation of payments to individuals.
PeoplePay is the only process to be used for the purchase of services from individuals. PeoplePay is also used to pay individuals for honoraria, royalties, and to pay or record prizes, gifts, and awards. Some PeoplePay transactions are processed by the University’s Payroll Department and some through Procurement Services by the use of ePro requisitions or Non-PO vouchers. The PeoplePay tool navigates users to the appropriate process for each transaction.
PeoplePay transactions processed through Procurement Services are subject to all University procurement policies, including the competitive bid process.
Requesting a “PeoplePay” Supplier for Procurement Transactions
For PeoplePay payments processed through Procurement, the person to be paid must be set up in the M-Pathways Vendor Database as a supplier. The Vendor Maintenance (VM) Team is charged with the maintenance of the M-Pathways Vendor Database.
Effective January 1, 2009: Due to the security risk in transmitting social security numbers, Vendor Maintenance no longer accepts requests via email message or email attachment. All requests that contain a social security number (or an attachment that contains a social security number) must be sent to Vendor Maintenance via fax to the secure fax number 734-615-5704, or by telephone request (see instructions below):
Fax Request
- Complete the Supplier Request form. Be sure to include your contact information.
- Fax the completed Supplier Request form to the VM Team at telephone number 734-615-5704.
- A Vendor Maintenance Team member will contact you with the M-Pathways Vendor ID number for the supplier as soon as the record has been created, or will inform you that an existing supplier record has been updated.
Telephone Request
- Phone requests are limited to two suppliers so as not to tie up the phone lines.
- Contact the Vendor Maintenance Team at 734-764-8212 option 3.
Supplier Certification Form (Substitute W-9)
Every new supplier (including PeoplePay individuals) is sent a "Supplier Certification" form to complete, sign and return to Vendor Maintenance. This form is a method of collecting tax information for the IRS and other information that the University is required to report. It can cost the University tax penalties or cause contract violations if we are unable to report this information in a timely fashion.
You may assist with the supplier certification process by asking the supplier to complete the U-M Substitute W-9 form. The completed form may be faxed to 734-615-5704 or mailed to the Accounts Payable Office, 5091 Wolverine Tower, 3003 S. State Street, Ann Arbor, MI 48109.
PeoplePay Multiple Payment Release Form
This form is to be used when creating a payment to an individual against an M-Pathways contract. Do not use this form when one transaction will be processed with multiple payment release dates automatically scheduled. Complete this form, along with an ePro req, to initiate each individual payment throughout the course of the contract. This multiple payment release form serves as the individual's invoice for each payment against the M-Pathways Contract. This form is required even if the individual provides an invoice. If an invoice is provided, please submit it with this form to PeoplePay Procurement Services as back-up.
Foreign PeoplePay Suppliers
Specific actions must be completed when paying a foreign supplier. The Internal Revenue Service requires withholding and reporting on applicable foreign suppliers for services performed within the United States.
In an effort to ensure compliance, if the supplier is classified as Foreign according to their Substitute W-9 form, all payments to that supplier are reviewed prior to releasing payment.
For more information, see the Foreign Vendor Reporting policy.
New Web-based PeoplePay Forms Tracking Tool
To better serve our customers, Procurement Services has developed a tool to track PeoplePay forms submitted to our office for payment processing. When your form is received in our office, an email message is generated to the requestor acknowledging receipt of the form. The message includes a link to a secure web site (see below) that shows you the current location of the form as it moves through the payment process. You can return to the web site at any time to monitor the status.
Please note:
- The tool tracks only the form’s processing status and does not provide information about the actual payment date. Payment information is available in the M-Pathways system.
- Only forms received in the Procurement Office on or after August 17, 2009 are accessible in the tracking tool.
To view the status of a PeoplePay Form processed through Procurement Services, click the link below and login to the secure site using your uniqname and UMICH (Kerberos) password:
https://mbiz.bf.umich.edu/peoplepay/secured/search_data.cfm
Questions? Please contact the Procurement Solutions Team at 734-764-8212, option 1 or email procurement.services@umich.edu.
PeoplePay Procurement Transaction Training
Some PeoplePay transactions are processed through Procurement as ePro requisitions or Non-PO vouchers. Online training and job aids for these transaction types are available on MyLINC (accessed through Wolverine Access).
PRE106—Creating a PeoplePay eProcurement Requisition in M-Pathways is an eLearning course available on MyLINC.
To request access to M-Pathways for creating ePro requisitions and/or Non-PO vouchers, visit the MAIS web site, or contact the MAIS Help Desk at 734-936-7000 or maishelpdesk@umich.edu.
PeoplePay FAQs
For more information on PeoplePay, visit the FAQs section of the Procurement Services web site.
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