Accounts Payable | Procurement Management | The University of Texas at Dallas
Expand
All
Collapse
All
Back
to Top

Vendor Management

Vendor Management is responsible for creating, updating and verifying suppliers while adhering to the policies and procedures set forth by the University. Compliance with policies and procedures will ensure all transactions can be processed in a timely and efficient manner.

Vendor Management provides assistance by:

  • Adding new suppliers
  • Updating suppliers
  • IRS Tax Form Requests
  • Processing and distributing 1099

Update to Supplier Process (Sept 2018)

As of Sept 1, 2018, all new or inactive suppliers will be processed via eProcurement. To ensure proper documentation and workflow, use the guide below. Incomplete or illegible documentation will cause delays or rejection. UTD SUBSTITUTE FORM will be available October 2018.

  • “Vendors” will now be referred to as Suppliers to reflect the same naming in eProcurement.
  • Supplier IRS and banking information can be emailed to [email protected] for updates.
  • New Suppliers requests must include a description of goods or services provided on the REQ line(s). A quote is an example of good documentation. Requests without documentation will be rejected.
  • Submit all paperwork through eProcurement as individual documents.
  • Out of date documentation will no longer be accepted. Use the links in the guide and do not save documents to the department or employee drive. Example: 2004 W9 IRS form does not have the correct classifications. These cause too much delay and confusion.
Supplier Type Documentation

SUPPLIER TYPE WITH REQUIRED IRS and BANKING DOCUMENTS

DOMESTIC INDIVIDUAL OR ENTITY

W9/ UTD SUBSTITUTE FORM

DIRECT DEPOSIT (US BANK ONLY)

INTERNATIONAL INDIVIDUAL (FIRST SEND TO [email protected])

W8 BEN/ UTD SUBSTITUTE FORM

WIRE

DIRECT DEPOSIT (US BANK ONLY)

INTERNATIONAL ENTITY (FIRST SEND TO [email protected])

W8 BENE/ UTD SUBSTITUTE FORM

WIRE

DIRECT DEPOSIT (US BANK ONLY)

GUEST/STUDENT/FACULTY RELOCATION

NAME

MAILING ADDRESS

DIRECT DEPOSIT

UTD-ID FOR STUDENTS ONLY

eProcurement Form

ePROCUREMENT FORM TYPE

SERVICES BY INDIVIDUAL

INDEPENDENT CONTRACTOR

SERVICES BY ENTITY

NON-CATALOG

GOODS BY INDIVIDUAL/ENTITY

NON-CATALOG

GUEST/STUDENT REIMBURSEMENT

REQUEST FOR CHECK

FACULTY RELOCATION (PRIOR TO ONBOARDING)

REQUEST FOR CHECK

Search and Identity Supplier In eProcurement

Type

Example

Student (non-employee)

John Smith

Supplier (W9, W8BEN, W8BENE)

JOHN SMITH

Employee

Smith, John

New Supplier Request Workflow (Requisition 107461209 is an example)
      1. Department collects appropriate paperwork. (Email Vendor Management at [email protected] to determine the proper documentation as needed).
      2. Department creates a Requisition using one of the forms in eProcurement
      3. Select “New Vendor Needed” as the supplier
      4. Attach the Quote for Goods or Agreement for Services.
      5. Enter the appropriate line(s) from the quote or agreement. Requisitions of $.01 or $1.00 will no longer be accepted.
      6. Attach appropriate documentation

          a. Attach each document separately e.g. W9, Direct Deposit, Contract, Quote
          b. Contracts for signature should be attached and in Comments “Contract Request for Signature”
          c. Credit application or Tax exempt documentation request should be attached and in Comments “Credit Application Requested” or “Requesting Tax-Exempt Form” if applicable.
        Exception: All Foreign Vendors (Individual/Entity) must be approved by [email protected] prior to upload. Include the Tax Compliance approval email with the W8-BEN/W8 BENE and WIRE.
      7. Vendor Management will review and enter the information as appropriate.
      8. Requisition will continue into workflow as before.
Inactive Suppliers

Suppliers are typically active for 18 months. If the supplier is not used, it will become inactive and will require updated documentation to reactivate. Submit correct forms to [email protected]

In order to ensure accuracy, Vendor Management requests vendors provide updated documentation. Vendor Management will verify the Taxpayer ID Number (TIN) with the IRS. Failure to produce the proper paperwork will delay or prohibit the reactivation or put the vendor on hold.

State Hold on Suppliers

The State of Texas puts vendors on hold and it will make the vendor inactive until the vendor resolves their issues with State Comptroller. Texas Government Code 403.055 prohibits a state agency from issuing payment to an individual or business that is indebted to the State of Texas. Once the University is aware the Taxpayer ID Number (TIN) is on "payment hold" status at the State Comptroller's office, UT Dallas as a state agency is unable to complete the order until the vendor is no longer on hold. The vendor will need to contact the State Comptroller's Office at (800) 531-5441 ext. 34561 for further details on the hold status. When the matter has been resolved, UT Dallas can continue business as usual.

Supplier Forms/Resources

Forms


Form Name

Requirement

W9 (https://www.irs.gov/pub/irs-pdf/fw9.pdf)
Instructions (https://www.irs.gov/pub/irs-pdf/iw9.pdf)

Form for a domestic individual or entity to whom the University will be making a payment.

W8 BEN (https://www.irs.gov/pub/irs-pdf/fw8ben.pdf)

Instructions (https://www.irs.gov/pub/irs-pdf/iw8.pdf)

Form for a foreign individual to whom the University will be making a payment that could be subject to withholding. Submit form W-8BEN whether or not the individual is claiming a reduced rate of, or exemption from, withholding.

W8 BENE (https://www.irs.gov/pub/irs-pdf/fw8bene.pdf)

Instructions (https://www.irs.gov/pub/irs-pdf/iw8.pdf)

Form for a foreign entity to whom you will be making a withhold-able payment.

Direct Deposit

Form for payment to domestic individual or entity. Also known as EFT or ACH.

Wire

Form for payment to international individual or entity. (Exception: Vendors in Canada are paid by check.)

Resources


Link

Description

IRS (https://www.irs.gov/forms-pubs)

Refer for information of IRS forms

W8 BEN (https://www.comptroller.texas.gov/)

Refer for information regarding questions about the State Comptroller

For accounts payable requests, visit Accounts Payable section of the Procurement Management website.

For travel-related reimbursement requests, please visit the Travel Management section of the Procurement Management website.

For any OneCard related questions, please visit the OneCard section of the Procurement Management website.

For any forms, please visit the Forms page.



Can't find what you're looking for?

Or

Contact OBF Help: