Overview

---

This article describes how to complete a Proxy Registration at UC San Diego.

• All new Payees, except Employees, who need to conduct business with UC San Diego must register in PaymentWorks 
• The OnBase Proxy Registration Form allows UC San Diego employees to register Payees who are unable to complete the PaymentWorks registration themselves.
• The OnBase Proxy Registration Form is to only be completed by a UC San Diego employee
• This process applies to non-PO payments only.

Essential Information

---

• UC San Diego Employees, including Student Employees, who need to update their remittance information should verify their details in UCPath.
• Proxy Registration is not available for Oracle (PO) Supplier Registration

Next Steps

---

Proxy Registration Process 

Step 1: Invite Payees Through PaymentWorks

1. Before proceeding with Proxy Registration, first attempt to invite the Payee to register via PaymentWorks
2. Proxy Registration provides the ability for an UC San Diego employee to fill out a Registration form on behalf of a Payee who is not able to complete the PaymentWorks registration.

Step 2: Determine Proxy Eligibility

1. If the Payee cannot complete PaymentWorks registration, a UC San Diego employee may submit a Proxy Registration on their behalf.
2. Proxy Registration is not available for Oracle (PO) Supplier Registration.

Step 3: Gather Required Documents

• US citizens and companies: Completed and signed W-9 form
• For non-US residents with a US tax ID: Completed and signed W-8BEN form (see tips below)
• For non-US companies: Completed and signed W-8BEN-E form (see tips below)
• If they payee does not have a US tax ID, the W-8BEN or W-8BEN-E is not be required

Step 4: Submit the Proxy Registration Form

1. Open the OnBase Registration Form and complete all the required information.
2. Submit the form for review & processing

Step 5: IPPS Review & Processing

• The Integrated Procure-to-Pay Solutions (IPPS) team will review the submission within 3-5 business days.
• IPPS will either:
  • Complete the Payee setup in the UC San Diego Financial System, 
  • Contact the Requestor if additional information is required.

Step 6: Confirmation & Next Steps

• If the Payee setup is approved, the Requestor will receive an email confirmation, including the Payee’s name in Oracle and their Supplier ID.
• If the Payee cannot be set up, the Requestor will receive an email explaining the reason.

Final Steps for Requestor

Once the Payee is available for use by UC San Diego, the Requestor will be able continue to submit their Payment Request or the travel transaction in Concur within 24 - 48 hours

Note: All Proxy Registrations will default to payment by check (for U.S. Payees) or wire transfer (for non-U.S. Payees or those who cannot accept U.S. checks).

Tips for W-8BEN forms

---

• W-8BEN (for individuals)
  
  • Part I, Sections 1-8
    • On #5 - Provide US tax ID
    • On 6a - Provide your tax ID in your home country if applicable
    • On 6b - Leave this section blank
    • On 7 - Leave blank
  • Part III - Sign and date
• W-8BEN-E (for entities)
  • Part I, Sections 1-10
    • Section 8 – Provide US tax ID
    • Section 9a – Leave this section blank
    • Section 9b – Please provide your company’s Foreign tax ID in your home country if applicable
  • Part II - Leave this section blank
  • Part II - Leave this section blank
  • Part III - Can be completed if the company knows this information, if not then it can be left blank
  • Part IV - XXIX - Not required by UC San Diego
  • Part XXX - Sign and date

Questions?

---

If you need any additional assistance, please Submit a Ticket