Staff > Accounting > Purchase Orders

New Vendor Requests

❖ If a required vendor is not available in the accounting system for creation of a requisition, please email the appropriate information to the Accounts Payable Department in Business Office as indicated below


BUSINESS (US ONLY - see further details below):

  • Organization or Vendor name
  • Contact name (if available)
  • Address 
    • Physical address or purchase order address 
    • Remittance address
  • City, State & Zip code
  • Phone number(s)
  • Fax Number
  • Website address (if appropriate)
  • Email address (if available)

❖ Service related purchases -  if the requisition will be generated for service related work, please indicate so in the body of your email (i.e. service related)

❖ Purchase Order Mailing Address -  if different to the mailing address, should be listed in addition to the remittance address

❖ Attach a W9 form to your email if one was supplied by the organization or vendor


INDIVIDUAL (US ONLY - see further details below):

  • Individual First Name
  • Individual Last Name
  • Remittance Address
  • City, State & Zip code
  • Phone number(s)
  • Social Security number or Federal Employment Identification number (FEIN)

❖ Attach a W9 form to your email request if one was supplied by the individual 


DELAYS IN ADDING A NEW VENDOR TO THE ACCOUNTING SYSTEM

❖ The Business Office may request a current W9 form from a vendor in order to verify additional details regarding an organization or vendor tax status

❖ The lack of appropriate information on the W9 can delay new vendor additions to the accounting system, as well as any payment requests submitted to the Business Office


OVERSEAS (INTERNATIONAL) VENDORS

❖  Will not be entered into Skyward

❖  Purchase orders and checks will not be issued using an overseas address; all purchase orders and checks issued must list a valid US mailing address

❖ Purchase goods and services within the United States

❖  If you must make an overseas purchase for tangible goods, the only option is to use your department Pcard

  • Expect exchange fees to be charged to your Pcard, in addition to the amount of the purchase

❖  Consultants, Honorariums & Speakers

  • In most cases, a foreign person is subject to US tax on US income.
  • A reduced tax rate, including exemption, may apply if there is a tax treaty between the foreign person's country of residence and the United States
  • Contact the Accounts Payable Department for further clarification prior to hiring such speakers!