UPST Process Glossary

Compensation for an out-of-pocket expense.

The address that suppliers have provided UMass to send their payments to. A remittance address can be a PO Box or other physical addresses.

Renewals should be triggered by the original contract renewal terms. For example, a contract may be extended for 2 one-year periods at the end of the original term as indicated in the original terms.

A request for goods or services made by a UMass employee to the person or department that is responsible for purchasing. Once approved it becomes a Purchase Order (PO).

Payments for the right to use one’s work/license and is subject to IRS withholding and reporting. Royalties from copyrights, patents, and oil, gas, and mineral properties are taxable as ordinary income.

Used to gather and agree on scope details to be included in any purchase agreement i.e., Purchase Order (PO), Contracts for Services (CFS), SOW, or MSA. It details the overall objective and description of the work a supplier/contractor will provide.

The individual or entity/organization that the University is entering into the contract with.

SOC reports are the output provided by an external auditor documenting internal financial controls around information that impacts financial statements. SOC2 reports put a higher focus on the cybersecurity aspect of an organization. This includes information security, availability, process integrity, confidentiality, and privacy controls.

Procurement of software.
 

An unsolicited profile created solely to participate in UMass sourcing/bid opportunities.

Sharing expenses across multiple funding sources. 

Sponsors are entities that are set-up in the PeopleSoft Grants system, we provide them a service and they pay us. They are created and managed by the UMass Controller’s Office.

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

A certificate of tax exemption proving that an entity is tax exempt. This form is issued by the State of Massachusetts to the UMass system.

A certificate of sales tax exemption for purchases. This form is issued by the State of Massachusetts to the UMass system.

A contract type used for a specific service/project when an MSA already exists with the supplier/vendor. It is a comprehensive legal document that details the specifics of the project/service including scope, deliverables, timeline and should always be linked to an MSA.

A procurement process that includes data collection, spend analysis, market research, negotiation, and contracting. Issuing bids is often part of the strategic sourcing process.

A number assigned to a student so that a payment can be processed through AP PeopleSoft. This is primarily done for domestic students. Foreign students are paid through BuyWays.

When a portion of UMass’ sponsored project is passed through to another entity in order to complete a portion of the sponsored project's scope of work. Please reach out to your campus grant accountant in the Controller’s Office for additional questions.

A BuyWays role needed in order to have the ability to request for the supplier to be added or updated in the BuyWays system.

An individual or entity that provides goods or services to UMass.
 

An organization or entity that does not need to pay federal or state taxes. The UMass system is tax exempt.

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).

A number issued by the U.S. government to identify an individual or entity. Includes Social Security Number (SSN) for individuals and Employer Identification Number (EIN) for entities. 
 

Another term for Per Diem.