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Supplier Registration

Can foreign entities register to be a UW supplier through the Supplier Registration Form?

Foreign suppliers (entities or individuals) should not complete the current UW Supplier Registration Form.

Foreign entities performing services within the United States must have a current copy of the appropriate IRS form on file with the NRA Tax Desk in Accounts Payable in order to do business with the University. Visit the IRS website to download current forms and instructions (W-8BEN, W-8BEN-E, etc.).

Foreign entities selling products and/or performing services outside the United States are currently not required to fill out the Supplier Registration form or any other IRS document unless it is a copywrite or royalty payment.

Foreign individuals should refer to the UW Global Operations Support page regarding Foreign National Payments and Tax for more information.

Is there a difference between a supplier and a vendor?

"Vendor" is a term which has come to mean a business that for all practical purposes is indistinguishable from any number of other firms providing the same goods or services. "Supplier" is a term reserved for firms where a more developed business relationship exists. "Supplier" is the more current, preferred term for the firms the UW does business with.

How can I tell if my supplier is registered with UW?

Use the Supplier Search report (B.I. Portal) . If your results show a supplier Name and Number, then your supplier has registered to do business with the University.

If the supplier is listed as Active, they are ready for use. 

If you search for the supplier and do not get any results, then most likely the supplier is not registered. If you are searching by name, be sure to try using less search words/terms to see if your search was too restrictive.

How do I submit the Supplier Registration Form?

The form is accepted online. You can find it on the UW Supplier Registration page.

If you have questions after you submit your form, please contact the Vendor Control desk at vcontrol@uw.edu.

How does a supplier submit an address change or other changes to their supplier file information?

The supplier would need to send an email to the Procurement Services Vendor Control team at: vcontrol@uw.edu and indicate that their address or other company information has changed and provide the updated information in the email. The supplier should include an official company notification or an invoice copy showing the current Tax ID Number (EIN) or new Remit-To information. If changes impact IRS tax reporting, the supplier may be requested to submit a new Supplier Registration form (SRF) for further review.

What is the current process for enrolling suppliers in ePayables?

Suppliers can register through the Supplier Registration Form (SuRF). If a supplier checks that Yes, they do accept credit card payments, they will be contacted by Procurement Services to sign them up for the ePayables payment card. For more information, see the ePayables web site. If the supplier checks that No, they do not accept credit card payments, they will be directed to other electronic payment methods.

Tax

Are maintenance agreements taxable on an M&E tax exempt order?

Yes, only the equipment will be tax exempt. Maintenance service agreements are still taxable. See taxability grid on the Tax Office webpage at https://f2.washington.edu/fm/tax/netid/taxability. 

Does the UW have a tax exemption certificate that exempts us from paying property taxes?

Under RCW 84.36.050, the UW, which includes UWMC, is exempt from property tax on real or personal property owned or used by the University in this state if used for educational purposes. Therefore, we do not have or need an exemption certificate.

However, if we are leasing, there may be a different set of rules, which depends on the type of lease. Please refer to the lease agreement between the University and supplier.

*Note: Harborview Medical Center (HMC) is not considered a UW entity for these purposes.

Can an honorarium be paid to a presenter giving a live video conference from a foreign country?

Yes, you can pay an honorarium for this type of presentation.

You will need to complete the UoW 1631 form and the UoW 1570 Check Request form. Please make sure that you note on the 1570 that the "services were performed outside of the US." This is done so taxes are not withheld on the honorarium payment and will also prevent Procurment Services from needing additional documents for processing.

I have more questions about Tax and the University of Washington. Where can I find more information?

Please visit the Tax Office website. There are several additional FAQs that may help you.

Is the University of Washington tax exempt?

The University is not a tax exempt institution. The University of Washington must pay sales tax on most merchandise purchased for operations of the University.

For more tax information please see the Tax Office webpage. Under "Departments" please review the various areas, including:

WA State Sales Tax
Exemption for Other States
Federal Taxes
International Taxes
Miscellaneous Taxes
If I purchase an item classified as food but we use it for another purpose, is it taxable?

If you purchase an item normally classified as food but use it for another purpose, it is still treated as food and therefore, not taxable.

Example 1: A department purchases vinegar but uses it for cleaning. The vinegar is not taxable. 

Example 2: A department purchases pumpkins in fall and has students decorate them for display in the office. The pumpkins are still considered food and are not taxable.

What are examples of items which do not apply to this rule? Items sold for medical or hygiene purposes, alcohol, tobacco, candy, bottled water, soft drinks, and prepared foods. 

See: http://app.leg.wa.gov/wac/default.aspx?cite=458-20-244, #2b.

 

Is gene synthesis taxable?

Gene synthesis or analysis service usually involves primarily human effort and therefore would be considered a professional service not a retail service subject to WA State sales/use tax.

UW Terms and Conditions

What are the University's payment terms?

In general, invoices will be processed for payment Net 30 days from the date a properly completed invoice with a valid purchase order number is received in UW Accounts Payable.

Invoices will not be processed for payment until all items invoiced have been received.

Please also see our General Terms and Conditions.

When are late payment charges paid?

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the budget number listed on the purchase order, and subject to buyer review.