Improve Clarity for Vendor Payment Forms


Cameron Piercy was trying to reimburse a non-employee. His team submitted the required paperwork of a W-9 and Direct Deposit forms. Unfortunately, those forms were returned since both forms were not setup for Adobe signatures that the State of Kansas accepts and the individual was frustrated because they weren’t sure how to fill out the Direct Deposit form. 

To fix this, we published clear instructions to help vendors (both business and individuals) complete forms correctly and converted the W-9 to allow electronic signatures. These changes have already reduced errors and delays, making the reimbursement process smoother and more efficient for everyone involved.

Fellow Change Agents:

  • Cameron Piercy
  • Mike Lewis
  • Melissa Stewart

Impact of idea:

$3,000 in savings annual efficiency savings from fewer errors and returns.  The clear instructions and having both forms setup for electronic signatures should reduce errors and clear up misunderstandings about what type of signature is required.

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