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Best Practices

Yes. The supplier registration form is required to set up a vendor/supplier in the university vendor file. The information is required to assist 1099 tax reporting and to meet various state and federal reporting requirements.

In general, the person or group placing the order with the supplier (those who have contact with the supplier) should request the completion of the Supplier Registration Form. For example, if Purchasing is placing your order with the supplier, they will contact the supplier to get the supplier registration information. On the other hand, if the department is placing an order with the supplier directly, we request that they contact the supplier and direct them to the Supplier Registration Form page, keeping in mind that onboarding a new supplier can have a 2-5 week lead time.

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.

Foreign Suppliers

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.

Procurement Desktop Reports (PDR)

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.

Supplier Registration

Yes. The supplier registration form is required to set up a vendor/supplier in the university vendor file. The information is required to assist 1099 tax reporting and to meet various state and federal reporting requirements.

A requisition / purchase order cannot be completely processed and the vendor paid unless the selected supplier is currently active in the UW Vendor database. Specific information about each supplier is required for IRS, other tax purposes, various certifications, etc. This information is entered into PAS as part of the supplier profile and assures that timely, accurate payments are made and that the University is able to fulfill certain reporting requirements.

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.

No, unfortunately we cannot.

While the IRS Request for Taxpayer Identification Number and Certification (W-9) provides very good information, it does not provide the level of detail the University of Washington needs to comply with some of our reporting requirements, therefore UW will no longer accept the IRS W-9 form. UW Procurement Services created the Supplier Registration Form (SRF) to provide additional information about our suppliers' company detail and certifications. Additionally, information submitted via the SRF is downloaded from the online tool and populates our vendor file, saving time for the onboarding process.

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.

"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.

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.

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.

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.

In general, the person or group placing the order with the supplier (those who have contact with the supplier) should request the completion of the Supplier Registration Form. For example, if Purchasing is placing your order with the supplier, they will contact the supplier to get the supplier registration information. On the other hand, if the department is placing an order with the supplier directly, we request that they contact the supplier and direct them to the Supplier Registration Form page, keeping in mind that onboarding a new supplier can have a 2-5 week lead time.