Vendor Setup and Maintenance

Vendor Portal

A valid vendor record must be created in the university's vendor database before the university can pay a vendor.

Requesting a new supplier is as simple as logging into the Vendor portal and submitting basic contact information. From there, vendors will complete their own onboarding and maintain their profiles through self-service features.

Modifying the vendor’s information follows this same process.

There could be many reasons why a vendor's record needs to be updated including:

• Address Changes (new or additional supplier locations/addresses)
• Payment Changes (switching payment methods, e.g., check to ACH
• Banking Changes (different bank account or routing number)
• Name Changes (due to mergers/marriage/dba, etc.)
• Contact Changes (add or change contact phone numbers, email addresses, etc.)

The current Supplier Information Form (SIF) will transition to an online process completed by the supplier; users no longer need to collect SIF information.

1. Does the Vendor Already Exist?

   • Before requesting a new vendor, please check to see if that vendor is already in the Emory system.

   • You can do this when you are requesting a voucher to be paid.

     • If entering a Check Request through Emory Express:
       1. Open up the Emory Express Dashboard
       2. Click on the Check Request box under Invoice Payment Forms.
       3. In the Enter Supplier field, begin typing the name of your supplier. A list of suppliers will be retrieved that matches what you have typed. If you do not see your supplier listed, continue to Steps #2 and #3.
2. Submit a Request to Add and or Modify a Vendor’s Information
   A vendor setup/modification request should be submitted using the Campus Requestor Form  found on the VendorInfo portal.
3. Provide the necessary contact details as prompted.
4. The procurement team will review the request to ensure alignment with Emory’s strategic sourcing goals.  
   • If approved,  
     • Suppliers will receive a link from VendorInfo to provide their onboarding information and maintain their profiles using the portal’s self-service tools.  
     • Requestors will receive an approval email with the supplier’s name and ID. 
   • If denied,  
     • Requestors will receive a communication letting them know the request was denied based on the following reasons:
       • The requester provided incomplete or insufficient information
       • A similar supplier already exists in the system
       • The request requires competitive sourcing
       • The expense is more appropriate for payment via PCard
       • The request does not align with current strategic priorities
5. Users can view the status of their request within the portal at any time.

Supplier Information Form (SIF) or IRS W-9 Form (Domestic)

A Supplier Individual Information form (SIF) is the preferred form for vendor set ups which includes supplier's name, address, Tax Identification Number (TIN) and type of organization for tax reportable payments.

(Note: If the supplier does not complete the SIF, the IRS requires that the university withhold and remit Backup Withholding tax to the IRS.)

IRS W-8-BEN or IRS W-8-BENE (International)

For international vendors, the W-8BEN or W-BENE is used in lieu of Form W-9.