UPST Process Glossary

Non-U.S. citizens are considered non-residents of the U.S. for U.S. tax purposes unless one meets either of these two conditions. You are a resident of the United States for tax purposes if you meet either the green card test or the substantial presence test for the calendar year (January 1–December 31).

An information system that shows users up-to-date information about their submissions and requests. Dashboards available in BuyWays include the Contract Requester Dashboard, the Contract Approver Dashboard, and the Supplier Requester Dashboard. 

A bank card used exclusively for purchasing gift cards. (Often used to compensate human subjects).

Another word for proxy. A delegate can act on behalf of someone else within the Concur travel and expense system. 

The University's Delegation of Authority details University personnel authorized to bind the University to contracted terms and conditions with external parties.
 

For Supplier Requests: A description of what you/UMass will be purchasing/paying the supplier (for services rendered or goods obtained).

A supplier running a business under a different name than their legal name.

A person/company that is located within the United States and has a U.S. Taxpayer Identification Number (TIN).

System used for simple domestic point-to-point travel (online booking). 

A number assigned to employees so that refunds and/or human subject payments can be processed through PeopleSoft.

Allocating funds for a specific use. 

A business entity is any organization created and registered to conduct a business. Per the IRS, the most common ones are: Sole Proprietorship, Partnership, Limited Liability Company or LLC, Corporation, etc.

A report used by UMass employees for reimbursement of business-related expenses. Expense reports are filed in either Concur or PeopleSoft.

Occurs when all the supplier’s services are performed outside the U.S. The supplier will not be subject to IRS withholding and/or reporting. Supplier does not need a US Tax ID number (TIN).

A  physical address, an email, or a fax (optional) where supplier purchase orders can be sent.

A number assigned to an employee so that funds owed to a third party can be taken through payroll.

A secure online Non-Resident Alien (NRA) tax compliance system that foreign individuals use to provide their immigrant and tax data.

An award to the University that does not require the production of specific results or services, but which typically defines objectives (either as proposed by the University or defined by the sponsor) toward which the award proceeds are to be applied. The grant award may be restricted as to where, by whom, and for what purposes the proceeds may be used.

An entity that negotiates favorable contracts on behalf of its members. i.e., MHEC (Massachusetts Higher Education Consortium).

The HECVAT, or Higher Education Community Vendor Assessment Tool, is a questionnaire framework designed to help institutions of higher education measure their vendor risk. HECVAT was developed by EDUCAUSE’s Higher Education Information Security Council (HEISC), a team devoted to security, data governance, and compliance in higher education.

HITRUST, or Health Information Trust Alliance, was created and maintains the Common Security Framework (CSF), a certifiable framework that UMass references to help organizations and their providers demonstrate their security and compliance in a consistent and streamlined manner.

A token payment to bestow recognition to an individual for services they provided, for which payment is not required. Honoraria are typically used to help cover costs for volunteers or guest speakers. Note for foreign vendors: Services conducted in the US are subject to IRS 30% withholding and reported automatically to the IRS if no treaty benefits exist between the U.S. and the foreign country and if no TIN is provided if an individual.

An individual that provides a good or service under the following conditions:

• is done without the direction and control of the employer; and
• is performed outside the usual course of the employer's business; and
• is done by someone who has their own, independent business or trade doing that kind of work.

A numerical label such as 192.0.2.1 is connected to a computer network that uses the Internet Protocol for communication. An IP address serves two main functions: network interface identification and location addressing.

A commercial document issued by a supplier to a buyer relating to a sale transaction and indicating the products, quantities, and agreed-upon prices for products or services the supplier had provided the buyer.