Requesting a New Vendor or Changing an Existing Vendor
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Responsible University Officer:
  • University Controller

Procedure Contact:
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PROCEDURE

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 and Substitute W9 Form used to gather all the necessary information from the vendor so the vendor can be properly set up in PeopleSoft.
Employee/Independent Contractor Determination Checklist Form used to determine whether an employer/employee relationship exists for employment tax purposes.

Responsibilities

Group Task
Department
  • Send Vendor Authorization Form and Substitute W9 to vendor
  • Review the completed form
  • If Sole Proprietor/Individual, complete Employee/Independent Contractor Determination Checklist
  • Fax completed forms to Vendor Maintenance at 612-624-9562
Vendor
  • Complete Vendor Authorization Form and Substitute W9 and return to department
Vendor Maintenance
  • Set up or change vendor in PeopleSoft
  • Communicate the Vendor number to department

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 send the vendor a copy of the Vendor Authorization Form and Substitute W9. Instruct the vendor to return the form directly to you. The form is located at http://purchasing.umn.edu/vendor/vendor.php.
  2. Review the vendor responses for accuracy and completeness. Follow up with the vendor and obtain any incomplete or missing information.
  3. Review the vendor responses and if the vendor checked “Individual/Sole Proprietor” in the Type of Business section, complete the Employee/Independent Contractor Determination Checklist. If any of the items in Section 1 apply pay through payroll. If any items in Section 2 apply and the checklist along with the Vendor Authorization form to Vendor Maintenance at 612-624-9562.
  4. Fax the Vendor Authorization Form and Substitute W9 along with Employee/Independent Contractor Determination Checklist (if Employee or Independent Contractor) to Vendor Maintenance at 612-624-9562.
  5. Vendor Maintenance will set up the vendor in PeopleSoft.
  6. Vendor Maintenance will send the new vendor number back to the requester.

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 and complete the process steps necessary for the type of change.
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
  • Freight Method

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.
Type of Change Responsibilities Process
  • Any Vendor Information and Tax Identification Number change
  • Name Change
  • Any change to Certified Target Business or Business Size section of the Vendor Authorization Form

Vendor

  • Completes and signs the Vendor Authorization form and returns to department contact

Department

  • If vendor indicates Individual/Sole Proprietor, Department completes Employee/Independent Contractor Determination Checklist
  • Send the vendor a Vendor Authorization and Substitute W 9 form.
  • Review the vendor responses for accuracy and completeness. 
  • Fax the new Vendor Authorization and Substitute W9 to Vendor Maintenance 612-624-9562
  • Disbursement Service completes the vendor changes and will notify you when changes are completed.

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