Any additional information about this request that you would like to include?Who does this project help? What happens if this project is not completed?
The MAPS Office currently processes W9 forms via the following steps:
• Provides Blank W9 Form to Campus Dept Staff who is requesting new vendor/payee
• Campus Dept Staff sends form to vendor/payee
• Vendor/payee fills out form and emails to Campus Dept Staff
• Campus Dept Staff requests vendor/payee be added to our system and set up with CWID via a TeamDynamix (TDX) request; the filled out form is attached to the TDX ticket
• MAPS processes the request/form and notifies the Campus Dept Staff member once complete
• Campus Dept Staff member notifies vendor/payee and moves forward with desired services.
The biggest challenge with the above process is that processing a W9 form requires a vendor/payee to input their TAX ID#. If a vendor/payee does not have a TAX ID#, then they have to use their Social Security Number. Because the TDX platform is not set up for secure document attachments, this creates a large risk with storing and processing Social Security Numbers where they exist.
Objectives/ Measures of Success:
Create a secure electronic space for vendors/payees to submit W9 forms to us that does NOT require email.
Use the secure document space to save vendor forms once they have been processed.
Effectively communicate the new process to affected Mines staff.
SCOPE:
Inclusions:
Create secure OnBase submission area where entities that are outside of Mines can safely submit sensitive documents; access to documents that are submitted limited to select Mines staff.
Create secure OnBase document folder that houses processed W9 forms; access limited to select Mines staff.
Ability to index processed W9 forms into OnBase.
Exclusions:
Banner integration with W9 forms.
Any automation of document processing which includes, but is not limited to: document approval by Mines staff, email notifications to vendors/payees or Mines staff, or any sort of process rule creation to handle the documents.