Quick Reference: Supplier Information

How To

• Search for Suppliers
• Add New Suppliers for a non-Catalog Requisition or Request Changes to Existing Suppliers
• Add Foreign Suppliers 
• Find All the Remit Addresses For a Supplier 

Supplier Forms (Workday Procurement App/Forms)

• Request Non-PO Supplier form – to add new US individuals and US-based entities that will be paid by supplier invoice.  Form is for internal (Procurement Services and Finance Service Delivery) use only. 
• Request/Change Supplier form – to request a new supplier for a non-catalog requisition or to make changes to any existing supplier.  Form is for internal (Procurement Services and Finance Service Delivery) use only. 

  • Contact information is required for new supplier requests 

  • Documentation is required for changes to existing suppliers 

Supplier Documents (University Forms/Accounting and Payroll)

Go to University Forms/Accounting and Payroll to link to the IRS site for the current version of each form.

• *IRS Form W-9 – required for new US-based suppliers (individuals and companies) and required for changes to supplier name, Tax ID or organization type (supplier category)

• **Conflict of Interest form (COI form) – required when paying individuals $100.00 or more; must be signed and dated 

• Research Participant Receipt/Property Receipt Form – provides written acknowledgment by the recipient for the receipt of compensation associated with participation in a research study or acknowledges receipt of property (cash, gift cards/certificates, other property); can replace W-9; must be signed and dated 

• *W-8BEN form – required for new foreign individuals; must be current version (Rev. October 2021); must be signed and dated 

• *W-8BEN-E form – required for new foreign entities; must be current version (Rev. October 2021); must be signed and dated 

• IRS Form 8233 – required for new non-resident aliens providing services within the United States if the supplier wants to be exempted from the 30% withholding; must be current version (Rev. September 2018); must be signed and dated 

• Wire Instructions form – used to obtain wire instructions/bank information from foreign suppliers if not already provided

*These tax forms do not expire. W8 and W9 forms do not need to be updated unless there is a change that requires a new form.  Changes requiring a new form include: 

• Supplier’s backup withholding status has changed. 

• Supplier selected a new entity type for their business. 

• Supplier’s TIN or name changed. 

• Individual has a different citizenship status. 

**The COI form does not expire. As long as there is a COI form on the supplier record and it is accurate, we do not need to ask for a new one for each payment.