SF MS USE R GROUP ME E T I NG NOVE MBE R 6, 2018 2 Ag e - PDF document

11/6/2018 1 SF MS USE R GROUP ME E T I NG NOVE MBE R 6, 2018 2 Ag e nda  SF MS We lc o me L e tte r  SF MS Ca le nda r 2019 T L S 1.2 E mula to rs   Autho rize d Ve ndo r L ist a nd Ve ndo r F o rm  1042’ s F o re ig n Ve ndo r  I nte rfa c e I nfo rma tio n 1099 Sc he dule o f E ve nts   Mo nth-e nd Pro c e dure s  E O 17-09 Sta tus  Co lle c tio n F e e s a nd E sta b lishing A/ Rs SFMS SFMS 1

11/6/2018 3 SF MA T e rms T able Ar c hive s R ollove r Pr ogr ams Do c ume nt T ra c king , Pro file Pa yme nts, F ina nc ia l, Ye a r E nd Re c e ipts, Pro file s Pur ge s Closing Pr ogr ams Ve ndo r T a b le Ye a r E nd ACH Ve ndo r Bie nnium We b site L iquidation SFMS SFMS E nc umb ra nc e s 4 SF MS WE L COME L E T T E R, SF MS JUL I E T ACCHI NI CAL E NDAR, AND T L S 1.2 2

11/6/2018 5 Ge tting to kno w yo u… Ho w lo ng ha ve yo u wo rke d a t yo ur c urre nt a g e nc y?  A. L e ss tha n a ye a r  B. 1 - 2 ye a rs  C. 2 – 5 ye a rs  D. Mo re tha n 5 ye a rs (Pe rha ps it fe e ls like to o lo ng ? ) SFMS SFMS 6 SF MS We lc o me L e tte r  Wha t do e s it do fo r yo u?  L ists a va ila b le re so urc e ma te ria ls  Pro vide s dire c t links to ma te ria ls  Pro vide s c o nta c t info rma tio n a t SF MS  Wha t wo uld we like yo u to do fo r us?  E ma il yo ur SF MS Ana lyst whe n yo u ha ve a ne w hire . SFMS SFMS 3

11/6/2018 7 SF MS CAL E NDAR F OR 2019  I t is c urre ntly a va ila b le a t the SF MS We b site unde r Ac c o unting SFMS SFMS 8 SF MS Ca le nda r F o r 2019  T he SF MS Ca le nda r pro vide s yo u with:  Da te s o f Mo nthly Clo se  Pe rtine nt Pa yro ll Da te s  Da te s whe n SF MA Jo b s will b e run, suc h a s a rc hive s, ro lls a nd purg e s.  Ho lida ys! Che c k it o ut! SFMS SFMS 4

11/6/2018 9 Ne w Ve rsio n o f T ra nspo rt L a ye r Se c urity  By the e nd o f De c e mb e r 2018, se c ure c o nne c tio n pro to c o ls must me e t the thre sho ld o f T L S ve rsio n 1.2.  We ha ve b e e n info rme d tha t e ve ry pe rso na l c o mpute r sho uld me e t two b a sic fa c to rs: 1. Windo ws ve rsio n 7 o r la te r 2. E mula to r (Ne xus, Pa sspo rt, Humming b ird, e tc ) with a T L S ve r 1.2 o ptio n a va ila b le in the se ssio n c o nfig ura tio n  Co nta c t yo ur a g e nc y I T sta ff to ve rify tha t yo u wo n’ t lo se c o nne c tio n  E ma ils fro m Mic ha e l L a c y se nt to SF MS Ne ws o n 7/ 18/ 18 a nd 10/ 2/ 18, a nd to Da ta ma rt Ne ws o n 10/ 8/ 18. SFMS SFMS 10 VE NDOR SI GNAT URE AUT HORI T Y F ORM AND SF MA T AMMY L YONS VE NDOR CHANGE RE QUE ST F ORM 5

11/6/2018 11 Ve ndo r Sig na ture Autho rity F o rm Wha t is it? Who ne e ds it? Ho w o fte n sho uld it b e upda te d? Ho w do I g e t it? SFMS SFMS 12 SF MA Ve ndo r Cha ng e Re q ue st F o rm Wha t is it? Who ne e ds it? Ho w do I g e t it? SFMS SFMS 6

11/6/2018 13 K ARL E NE F ORE I GN VE NDORS & 1042 RE PORT I NG HANCOCK 14 F o re ig n Ve ndo r – W8’ s Que stio n – Do e s a nyo ne kno w wha t a W8 is? Answe r – W8 is a fo rm re q ue ste d o f a ll fo re ig n ve ndo rs, no t unlike a “do me stic ve ndo r” W9. I t e sta b lishe s a pe rso n’ s o r e ntitie s sta tus fo r do me stic info rma tio n, re po rting a nd b a c kup withho lding purpo se s. SFMS SFMS 7

11/6/2018 15 F o re ig n Ve ndo r – W8’ s Que stio n – Ho w ma ny type s W8 fo rms a re the re ? a . 1 – Just like W9 b . 2 – Po ssib le c . 3 – Mo re like ly d. 4 –T o o ma ny e . 5 – Why!!!! SFMS SFMS 16 F o re ig n Ve ndo r – W8’ s Answe r – 5 F o rms! All a re dire c te d a t diffe re nt type s o f e ntitie s.  W8–BE N : F o r I ndividua ls Only  W8-BE NE : Busine sse s & No n-Pro fit  W8-E CI : Busine sse s with a pre se nc e in the US  W8-I MY: F o re ig n I nte rme dia ry/ F o re ig n F lo w-T hro ug h  W8-E XP: F o re ig n Go ve rnme nt SFMS SFMS 8

11/6/2018 17 F o re ig n Ve ndo r – W8’ s Que stio n – Why a re F o re ig n Ve ndo rs a lwa ys ina c tive in the syste m? Answe r –F o re ig n Ve ndo rs a re no t re po rte d to the I RS thro ug h the 1099-MI SC info rma tio n re turns. SFMS SFMS 18 F o re ig n Ve ndo r – W8’ s Que stio n – Ho w do e s a n a g e nc y re q ue st a c tiva tio n if the y ne e d to ma ke a pa yme nt o r use the ve ndo r? Answe r – SF MS ha s a fo rm fo r tha t. I t is a filla b le PDF F o rm tha t ne e ds to b e c o mple te d a nd se nt to my de sk, no t the Ve ndo r De sk. SFMS SFMS 9

11/6/2018 19 F o re ig n Ve ndo r fo rm Que stio n: Why do e s SF MS ne e d to kno w :  Who  Wha t  Why  Whe re SFMS SFMS 20 F o re ig n Ve ndo r fo rm Answe r: Be c a use just like 1099-MI SC F o rms, SF MS is re spo nsib le fo r c o mple ting the info rma tio n re turns fo r F o re ig n Ve ndo rs. Only fo re ig n ve ndo rs tha t ha ve c ro sse d US b o rde rs (L a nd/ Se a / Air) a re e lig ib le fo r b e ing re po rte d. SFMS SFMS 10

11/6/2018 21 F o re ig n Ve ndo r 1042-S All Se rvic e s pe rfo rme d in the US a re re po rta b le – Alwa ys Supplie s a re no t re po rta b le . I s the ve ndo r de live ring the supplie s pe rso na lly, no t using pro fe ssio na l third pa rty de live ry se rvic e ? T he y ha ve no w c ro sse d the b o rde r a nd a ll mile a g e fro m the b o rde r is no w sub je c t to re po rting . T his wa s a ne w c ha ng e b y the I RS sta rting in 2017. SFMS SFMS 22 F o re ig n Ve ndo r 1042S 1042S I nfo rma tio n Re turns due to the e lig ib le ve ndo rs a nd the I RS b y Ma rc h 15 SFMS SFMS 11

11/6/2018 23 F o re ig n Ve ndo r 1042S SF MS Pro c e ss fo r F iling :  All F o rms a nd e ma ils re q ue sts (sub mitte d b e twe e n 1/ 1/ 18 – 12/ 31/ 18) a re re vie we d  I f the a g e nc y indic a te d tha t the ve ndo r c a me to the US to De live r Go o ds o r Pe rfo rm a Se rvic e a re se pa ra te d fro m the ve ndo rs tha t pe rfo rme d se rvic e s g lo b a lly.  Pa yme nts to the Ve ndo rs a re the n re se a rc he d, c o nfirme d a nd c o lla te d.  T he info rma tio n is the n re vie we d b y my ma na g e r SFMS SFMS 24 F o re ig n Ve ndo r 1042S SF MS Pro c e ss fo r F iling (c o nt):  1042S I nfo rma tio n Re turns c o mple te d ma nua lly a s we ll a s the 1042 c o ve r she e t fo r the I RS  Se c o nd re vie w is c o mple te d b y my ma na g e r  T he 1042S ma ile d to the e lig ib le ve ndo rs fo r re c e ipt b y 3/ 15  T he 1042S F o rms a nd 1042 Co ve r F o rm se nt to the I RS SFMS SFMS 12

11/6/2018 25 F o re ig n Ve ndo r 1042S SF MS Pro c e ss fo r F iling (c o nt):  SF MS re ta ins 1042S F o rms a nd 1042 Co ve r F o rm sub mitte d to the I RS a nd e lig ib le ve ndo rs, a s we ll a s AL L b a c kup do c ume nta tio n inc luding un-e lig ib le ve ndo r a c tiva tio n re q ue sts. SFMS SFMS 26 Any Que stio ns? SFMS SFMS 13

11/6/2018 27 CONT ACT I f yo u ha ve q ue stio ns o r c o nc e rns a b o ut F o re ig n Ve ndo r Ac tiva tio n o r 1042S F iling ple a se le t me kno w. Ph 503-373-0714 E ma il ka rle ne .ha nc o c k@ o re g o n.g o v SFMS SFMS 28 SF MS I NT E RF ACE S ROSE MAT T I X AND E XT RACT S 14

11/6/2018 29 Wha t is a n I nte rfa c e ?  Noun:  A po int whe re two syste ms, sub je c ts, o rg a niza tio ns, e tc . me e t a nd inte ra c t  A de vic e o r pro g ra m e na b ling a use r to c o mmunic a te with a c o mpute r.  Ve r b:  I nte ra c t with (a no the r syste m, pe rso n, o rg a niza tio n, e tc .).  Co nne c t with (a no the r c o mpute r o r pie c e o f e q uipme nt) b y a n inte rfa c e SFMS SFMS 30 Wha t is a n E xtra c t?  Noun:  Da ta g o ing o ut.  Da ta e xtra c tio n is the a c t o r pro c e ss o f re trie ving da ta o ut o f da ta so urc e s fo r furthe r da ta pro c e ssing o r da ta .  Ve r b:  T o g e t, pull, o r dra w o ut.  T o ta ke o ut a file do wnlo a de d in b ulk. SFMS SFMS 15

11/6/2018 31 Ho w do e s this re la te to the Sta te Ac c o unting Syste m, R*ST ARS?  I n R*ST ARS, I nte rfa c e s a re use d to stre a mline the e ntry o f da ta a nd tra nsa c tio ns into the a c c o unting syste m.  T ype s o f inte rfa c e s (da ta c o ming in)  Co ntra c t da ta , T re a sury da ta , tra nsa c tio na l da ta , o the r. SFMS SFMS 32 Ho w do e s this re la te to the Sta te Ac c o unting Syste m, R*ST ARS? I n R*ST ARS, E xtra c ts a re use d to pro vide tra nsa c tio n a nd pro file • info rma tio n to a g e nc ie s o r ve ndo rs fo r use in a no the r syste m o r to b e sto re d a s re se a rc h o r da ta wa re ho use a pplic a tio n. T ype s o f e xtra c ts (da ta g o ing o ut) • – Ac c o unting e ve nt, GL ta b le , R*ST ARS pro file s, Ve ndo r, e tc . – T re a sury a nd Ba nking da ta SFMS SFMS 16