Supplier Registration Supervisor

Job Description:The Supplier/Payee Registration Supervisor will direct the registration process for all University suppliers and miscellaneous payees.  They will be responsible to employ best practices in data collection, safeguarding Personal Identifiable Information (PII), and maintaining the integrity of supplier and miscellaneous payee records in the Workday Strategic Sourcing (WSS) system; while ensuring compliance with applicable federal laws, University policies and procedures, and foreign national payment requirements.  They will serve as the administrator of the WSS system, which interfaces with Workday Financials, and assists in the generation of IRS 1099 and 1042-S tax forms.  Additionally, WSS is utilized by the University to meet its reporting requirements related to: use of local suppliers (economic impact), supplier diversity (DIAP initiatives) and strategic sourcing activities. This position will also administer the Miscellaneous Payments business process, which generates payments and data used for tax forms.  Miscellaneous Payments are non-wage payments made to Brown University students, Non-Brown University students, Visiting Researchers/Scholars, and guest speakers.  This position will be responsible for the proper collection and maintenance of payee records, and compliance with: federal laws, University policies and procedures, and foreign national payment requirements.They will provide excellent support and service to critical departments across campus and work closely with Accounts Payable, Payroll, Foreign National Tax, Strategic Sourcing, and the Office of Financial Strategy & Planning.  They will assist with implementing and testing system enhancement projects and lead the related Workday bi-annual release testing.  This position will have one direct report and will be responsible to lead, train, and develop staff.1. Major Responsibility:    Administer the supplier registration and miscellaneous payee process.  Responsible for reviewing all supplier record and miscellaneous payee requests, ensuring compliance with federal laws and University policies, and providing final approvals  Supporting Actions:Review all supplier  and miscellaneous payee requests, ensure accuracy and completeness of records in Workday Strategic Sourcing (WSS), conduct final approvals or rejections, and administer onboarding. Data is used in generating IRS tax formsEmploy best practices and ensure compliance with safeguarding PII, managing record edits, and maintaining data integrity in WSSAnalyze requests to identify improper use, such as temporary employment situationsCollaborate with subject matter experts in University Human Resources, Payroll, Foreign National Tax, and Strategic SourcingApprove or amend supplier categories and classifications for proper classification in Workday Financials and accurate tax reportingVet suppliers in the Visual Compliance system to ensure University compliance with federal agency restrictions related to conducting business with certain “excluded parties”Consult with Export Control Officer on positive “hits” and determine appropriate actionsEnsure proper utilization of specific suppliers (i.e. America To Go and External Printing program through University Communication) per Strategic Sourcing guidelines.Continuously monitor integration data between Workday Strategic Sourcing and Workday Financials to identify and resolve discrepancies  timelyManage workflow to provide high level of customer service to end usersTrain departmental staff throughout the University on adherence to supplier registration policies and procedures, applicable federal laws, and foreign national payment requirementsMonitor the Supplier Management email account and provide excellent customer serviceEstablish controls to ensure changes and additions to supplier’s record are accurate and appropriateThe above will result in:Suppliers entered and classified correctly WSS, Workday Financials, and on IRS tax forms.Accurate information reported in the University’s financial statements and required departmental reports.University compliance with federal laws and best practices.2.   Major Responsibility:     Provide training and communications to departments.  Lead, train, and develop staff  Supporting Actions:      Create and document internal policies and procedures  for the supplier and payee registration process and update the Controller’s website, when neededDevelop and administer training and communication material for the UniversityProvide on-going training to key departments and end users on the Supplier and Miscellaneous Payee request business processIdentify process issues timely and work closely with Workday Operations/OIT until resolutionCollaborate with Workday Operations and OIT to streamline the business process and lead testingProvide supervision, training, and guidance to staff Lead staff to develop and complete annual evaluationsThe above will result in:University compliance with federal laws, policies, and best practices.Staff receiving appropriate management, guidance, and feedback to develop. 3. Major Responsibility:    Overall management and responsibility for supplier and payee record administration. Responsible for continuous improvements and system testing Supporting Actions:Manage and control the process over editing supplier and payee records using best practicesAdminister OIT recommended strategies, Internal Audit guidelines, and IRS requirements for record retention and maintenance, data backup, removing duplicate records, inactivating suppliers, and distributing IRS 1099 “B” noticesDevelop and employ policies and procedures, training content, and communication materials related to change management of recordsFacilitate processes with key stakeholder departments such as Accounts Payable, Payroll, and Strategic SourcingClosely monitor and identify integration failures or system issues on an on-going basis, and report timely to Workday OperationsCollaborate with Work