Overview

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This article demonstrates how to request a wire payment to a foreign individual or payee for all invoice types: Purchase Order, non-Purchase Order, Subaward, Travel, Honorarium, etc.

Essential Information

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• All invoice types (Travel, PO, non-PO, Subaward, Honorarium, etc.) that require wire payment are now requested using the same electronic wire request form.
• Wire requests should only be submitted for foreign payees that bank outside of the US and cannot accept any of UC San Diego's preferred payment methods (virtual credit card and ACH).
• The payee's banking details/wire instructions must be attached to each wire request - be sure you have the most up-to-date information.
• Confirm all information with the payee. Wire transfers are nearly immediate - they are very difficult to cancel once they have been initiated with the bank.
• Subaward wire requests require a cover sheet attachment.
• Travel wire requests require the Concur Expense report ID, so be sure you have created the Expense report before submitting the wire request form.
• Use the "Comments to Wire Processor" box to enter any information pertinent to ensure the request may be processed quickly.
• Read more about wire requests at this Blink link: Wire Requests

Next Steps

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Gather Necessary Attachments

1. Purchase Order invoices: an invoice (not quote), payee's wire instructions
2. Non-PO invoices: an invoice, payee's wire instructions
3. Honorariums: detailed business purpose attachment (invitation to lecture, etc.), payee's wire instructions
4. Subaward invoices: a cover sheet, invoice, and payee's wire instructions
5.  Travel: payee's wire instructions (a travel wire form is no longer necessary)

Initiate the Electronic Wire Request Form

1. Navigate to the electronic request form: Services & Support Electronic Wire Request Form

Select Invoice Type and Approver

1.  Select the type of wire you are requesting (PO, Non-PO, Travel, Subaward, etc.).
2. If requesting a Non-PO, Subaward, or Travel wire, enter the chart string information.
3. Select your Financial Unit (Fin U) Approver. Note, you can search approvers for your financial unit at this link: Financial Unit Lookup

Select Payee

1. Select the payee you are requesting a foreign wire payment for. It is best practice to search using the payee number, but you can also search by entering the first few characters of their name. The payee will populate for you.
2. Select the payment site. If there is no wire payment site available, please invite the payee to PaymentWorks to update their registration. If there is an ACH site available, you should not move forward submitting the wire request. Instead, please proceed with an ACH payment.

Enter Currency

1.  Enter the currency the payee's bank account accepts. This should not be assumed. Always confirm currency with your payee.

Enter Banking Information

1. The required bank account information for that type of currency will populate. Example: if you select MXN, a CLABE field will generate, if you select INR, an IFSC field will generate, etc. The request form will always require an IBAN (international bank account number), however, not all countries follow IBAN format. If your payee does not have an IBAN, enter N/A in this field.
2. If your payee's wire instructions contain an intermediary (or "correspondent") bank, enter those details.

Enter Beneficiary Name

1. Confirm with the payee how exactly their name is listed on their bank account. 

Enter Payment Amount

1. Enter the amount to pay. This should almost always match what is on your invoice, regardless of currency.
2. Select again what type of currency the payee has requested we send the payment in.
3. If sending in US Dollars, enter the amount to pay. If sending a foreign currency, enter N/A in the USD field and continue on.

1. If sending in foreign currency, enter the amount to pay in one of the two options.
   1. Option 1: Use if you have been invoiced in foreign currency, or your supplier has indicated to please send the wire in foreign currency. An example would be if a supplier invoices 500 GBP and you must pay GBP, and your department will pay the exchanged amount in USD. This field will also be used when you are reimbursing a traveler that paid a foreign amount.​ 
   2. Option 2: Use when you are sending a specific US Dollars amount and wish to have that amount exchanged to foreign currency. An example would be if an someone has been awarded an honorarium of 300 Dollars, but needs the wire sent to then in their country’s currency, like Japanese Yen. You would enter the $300 US Dollars amount in the option two field and we would debit your department 300 Dollars and exchange that amount to Yen for the payee. This should match the currency type selected in the form.
2. Add attachments and submit.

Supplemental Information

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What Happens Next

1. RITM: A 'RITM' number will be associated with this request and will be listed in your "Tickets" list on Services & Support. 
2. Approvals: Your Financial Unit Approver will need to approve this request in Services & Support (not in Oracle).
3. Routing: Your request will route to the appropriate team to ensure the payment can continue processing. If there are discrepancies, these teams will leave comments on your request. Respond to outreach as soon as you can.
   1. Travel: Ensures the amount to pay matches the Expense report.
   2. Accounts Payable: Ensures the PO is open for billing.
   3. Expense: Ensures the chart string is accurate.
4. Processing: The Wire Analyst will receive your request and will look over all payment and wire information. The Analyst will reach out to you via the request comments to clear up any uncertainty about payment amount, currency, banking information, etc. Once the Analyst has entered it into the bank for payment, a comment will be left to alert you of the payment date. Do not close your request at this time.
5. Bank Approval: The Wire Approver will compare the wire request in Services & Support to the payment details entered into the bank to check for accuracy, and then approve the wire in the bank.
6. Posting: Your request will route again to either Accounts Payable or Expense (depending on invoice type) to post this transaction to Oracle. This team will close the request. Your department will be charged for the wire transfer, and the payment will be visible in Oracle.