Requesting a New Vendor or Changing an Existing Vendor

Purpose

The purpose of this procedure is to define the process for requesting a new vendor or a change to an existing vendor.

Forms/Definition

Form	Definition
Vendor Authorization Form	Form used to gather all the necessary information from the vendor so the vendor can be properly set up in PeopleSoft.
W9	IRS form used to collect tax ID from Vendor.
Independent Contractor Authorization Form	Form used to determine whether an employer/employee relationship exists for employment tax purposes.

Responsibilities

Group	Task
Department	Complete the Vendor Authorization Form Sends W9 to vendor to complete If Sole Proprietor/Individual, completes the Independent Contractor Authorization Form Fax all completed forms together to Vendor Maintenance at 612-624-9562 or email to disbsvcs@umn.edu
Vendor	Completes W9 and return to department
Vendor Maintenance	Set up or change vendor in PeopleSoft Communicate the Vendor number or change to department when completed

Procedure

Search for vendor by name and address in PeopleSoft

Vendors > Vendor Information > Review Vendor > Vendor Name

If vendor is not set up follow the Request a New Vendor process. If the vendor is already set up but needs to have the records changed/updated follow the procedures for Changes to an Existing Vendor.

Request a New Vendor

1. If the vendor record does not exist complete the Vendor Authorization Form.
2. Obtain a completed IRS W9 form from the vendor.
3. If the vendor is an Individual or Sole Proprietor, complete the Independent Contractor Authorization Form.
4. Fax the Vendor Authorization Form, IRS W9, and the Independent Contractor Authorization Form (when applicable) to Vendor Maintenance at 612-624-9562 or email to disbsvcs@umn.edu.
5. Vendor Maintenance will set up the vendor in PeopleSoft.
6. Vendor Maintenance will send the vendor number back to the requestor.

Changes to an Existing Vendor

1. Perform a vendor search in PeopleSoft to determine the PeopleSoft vendor number and location.
   Vendors > Vendor Information > Review Vendor > Vendor Name
   
2. Determine what information needs to be changed. Complete the Vendor Authorization Form indicating the vendor number and the new information.
3. If the vendor has a Tax ID change, a new vendor number needs to be requested.

Type of Change	Responsibilities	Process
Address change (order, remit or 1099) New location Open for ordering status Pay Lag change (University standard is 30 days) Dispatch method change (University standard is Email) Purchasing or Remit contact name/phone/email change or new contact information	Department Obtain the information from the vendor (over phone, fax, email) Complete the department contact information and applicable vendor change information on the Vendor Authorization form	Fax to Disbursement Services (612-624-9562). Disbursement Service completes the vendor changes and will notify you when changes are completed.