Vendor Setup and Maintenance

A valid vendor record must be created in the university's vendor database before the university can pay a vendor.

Vendor Setup

To request a vendor be set up in the vendor database, follow the following steps:

1. Does the Vendor Already Exist?

   • Before requesting a new vendor, please check to see if that vendor is already in the Emory system.

   • You can do this when you are requesting a voucher to be paid.

     • If entering a Check Request through Emory Express:
       1. Open up the Emory Express Dashboard
       2. Click on the Check Request box under Invoice Payment Forms.
       3. In the Enter Supplier field, begin typing the name of your supplier. A list of suppliers will be retrieved that matches what you have typed. If you do not see your supplier listed, continue to Steps #2 and #3.
          
          
2. Submit a Request to Add a Vendor:
   A vendor setup request should be submitted through Emory Express.
   
   

   Type of Vendor	System Used to Request the Vendor Setup
   A supplier (Company), Payee, Individual and/or Partnership	Emory Express On the Emory Express Dashboard - Scroll to the bottom of the page until you get to the "Administrative Forms" section. Click on the "Supplier Request" tile.

3. Attach Vendor Documentation and Submit
   The documents are required to meet IRS guidelines:

A Supplier Individual Information form (SIF) is the preferred form for vendor set ups which includes supplier's name, address, Tax Identification Number (TIN) and type of organization for tax reportable payments.

However, in lieu of the SIF, Form W-9 is also accepted only in those cases where the requestor does not have access to EXCEL and cannot complete the SIF form in that format. A PDF version of the SIF is available and can be requested at: emory.fsc@emory.edu.

(Note: If the supplier does not complete the SIF or Form W-9, the IRS requires that the university withhold and remit Backup Withholding tax to the IRS.)

IRS W-8-BEN or IRS W-8-BENE (International)

For international vendors, the W-8BEN or W-BENE is used in lieu of Form W-9.

View the Guidelines and Links for Vendor Documentation

Supporting Documentation Required

Vendor Maintenance

Changes to a vendor's record are managed by Accounts Payable. There could be many reasons why a vendor's record needs to be updated including:

• Address Changes(new or additional supplier locations/addresses)
  
  
• Payment Changes (switching payment methods, e.g., check to ACH)
  
  
• Banking Changes (different bank account or routing number)
  
  
• Name Changes (due to mergers/marriage/dba, etc.)
  
  
• Contact Changes (add or change contact phone numbers, email addresses, etc.)
  
  

1. Submit a Request to Change (modify) a Vendor's Record A vendor change request can be submitted through Emory Express by using the Vendor ID number.
   
   

   Which system is used when requesting a change to a vendor?

   
   

   Type of Vendor	System Used to Request the Vendor Setup
   A Supplier or Company, Payee or Individual/Partnership	Emory Express On the Emory Express Dashboard - Scroll to the bottom of the page until you get to the "Administrative Forms" section. Click on the "Supplier Request" tile.

   
   
   
2. Attach Vendor Documentation and Submit Vendor Change Request
   Before a vendor can be changed, pertinent documentation is required to meet IRS guidelines.
   
   A Supplier Individual Information form (SIF) is needed to process a vendor change request. However, in lieu of the SIF, Form W-9 is also accepted only in those cases where the requestor does not have access to EXCEL and cannot complete the SIF form in that format. A PDF version of the SIF is available and can be requested at: emory.fsc@emory.edu.
   
   IRS W-8-BEN or IRS W-8-BENE (International) For international vendors, the W-8BEN or W-BENE is used in lieu of Form W-9.
   
   Guidelines for Vendor Changes Documentation

When completing the SIF form, one of the perquisite questions asked is, Are you filling out this form to update current information on file with Emory? By clicking on yes, you will be able to bypass a lot of the set-up information and go directly to the area that requires the change.