Online Vendor Request Form

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Edith Newton
5 years ago
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1 Table of contents: Steps Details Tips Outline of steps: Steps for Setting Up a Vendor The steps for setting up a vendor using the Online Vendor Request Form are: 1. Log onto the Financial Applications Personal Homepage, using your HUID and pin. 2. Select Vendor Request and enter information for the new vendor or new site. 3. Notify your approver that you have requested a new vendor or site. 4. Log onto the Online Vendor Request Form 48 hours after your request has been approved by your department, and select [My Vendor Requests] to see if the status has changed to Approved by Vendor Hotline. 5. Once the status of your request is Approved by Vendor Hotline, and the vendor information has been downloaded to Wasabi, you will be able to select it when creating an A/P transaction. Details on each step below: 1) Access to Online Vendor Request Form Access the online form through your Personal Homepage in the Oracle Financial Applications. You will need your HUID and password to log into the Oracle database. After you log in, select Vendor Request. 2-3) Vendor Requestor and Vendor Approver The online Vendor Request Form requires both a Requestor to enter a new vendor or new vendor site, and an Approver to authorize the entry prior to submitting the request for set up. The Requestor and Approver must be different users when submitting a vendor request. All users who can create A/P transactions are Vendor Requestor s. Users with A/P transmit security are Approvers. At least one person in each department has been assigned Approver rights. Page 1 of 5

2 4) Processing Time for Vendor Set Up All vendor set up and maintenance requests will require 48 hours for processing from the time the vendor request is approved by the Department s Approver. Vendor validation will be completed prior to vendor set up which will result in the need for additional processing time. Central Accounts Payable will verify vendor information utilizing defined criteria identified as best practice. After this validation process, the vendor will be available for use after the Cambridge list is downloaded twice daily: at 2pm and overnight. Tips: Searches When performing searches, narrow your search by limiting your parameters and using the percentage sign (%) as a Wild Card. Examples for searching: John%Smith = Begins with, this will find any vendor name that begins with John and ends with Smith. %Smith% = Contains, this will find any vendor name that contains Smith in the name. % Smith = Ends with, this will find any vendor name that ends with Smith. Reminder: The search function is different in Wasabi. When you are using the Wildcard Seek function in Wasabi to search for a vendor, you need to use an asterisk (*) for the wild card. Vendor Name The vendor name must be the legal name of the vendor and must be entered into the system using the following criteria: 60 characters maximum Use standard abbreviation ONLY to avoid exceeding 60 characters No punctuation Name suffixes such as (Jr) should be entered ONLY if they are part of the legal name. Do not include the word The if that is the first word of the supplier name. If submitting request for an individual where a vendor already exists with the same name add four spaces then 1, 2, 3 etc. (e.g. John Harvard 1). Page 2 of 5

3 (the objective is to create a unique legal name) Vendor Types When entering information about a vendor, you will need to identify the vendor type. This information is used for tax purposes. Below is a description of each vendor type. Individual U.S. Citizen or U.S. Permanent Resident (green card holder) students, fellows, independent contractors and invites guests Employee only Harvard Employee 1099 Employee Individual Non U.S. Citizen/ U.S. Permanent Resident Vendor US Sole Proprietorship S (FNIF is required) FNIF should be faxed to Vendor US Partnership LLC 1099 Vendor US Corporation (includes 501(3)(c) nonprofit, US College/ University Vendor US Government Agency Vendor Non US Corporation Vendor Non US Partnership Vendor Non US Government Agency Temporary Vendor NO TYPE Activated for only 1 month Page 3 of 5

4 Addresses Please follow these requirements for entering a vendor address: No punctuation Address line 1 must contain the street address and any room or building number If not all the information can fit on address line 1 the room and/ or building must be entered on address line 1 and the street or P O Box must be entered on address line 2 If you need to include an Attn or C O line, make sure the street address or P O Box is always on the address line closest to the city and state Postal Services read from the bottom up Example: C O Mr Richardson 1295 S George Ave RM 378 Washington DC Site Specifications Please follow these specifications when creating sites (addresses): 1099 Vendors: Can have multiple remit to addresses, but they MUST always have a Permanent Legal Address Employees MUST have an office address, a permanent legal address and direct deposit (if applicable) Campus addresses are allowed for students ONLY For Independent Contractors a campus address is not allowed Foreign Individuals (1042s vendors) MUST have a foreign address and may have US addresses as well as campus addresses Comments If there is anything that you want the University Financial Services team to check, or you want to call their attention to any item in your online vendor form submittal, please include a note in the Comments section. Some items that you may want to include are: Last 4 digits of a TIN (Tax ID Number) ONLY Changes to the Tax Reporting or a new Remit to site Page 4 of 5

5 FNIF has been faxed date? Company or vendor has changed name documentation from company is required to be faxed to or mailed to UFS Student has graduated, is now an employee Misc information How to Contact the UFS Vendor Team Page 5 of 5

TTUHSC El Paso New Vendor Request System

TTUHSC El Paso New Vendor Request System Departments may request a New Vendor to be set up by completing a form in the New Vendor Request system. Once the form is submitted, it will be sent to the vendor team for review. Once the new vendor has