Supplier Registration Form
A current UW Supplier Registration must be on file to do business with the University of Washington.
UW Procurement Services has an online supplier registration portal for suppliers doing business with the University. This replaces all paper supplier registration forms, including the IRS W-9, and allows suppliers to register online, making the process more user-friendly and efficient.
When Supplier Registration is Needed
- New suppliers (not currently in the vendor database) being paid through purchase orders
- New suppliers that need to be paid through Non-PO Invoice
- Suppliers that were previously registered with UW but have had their information deleted due to lack of use (supplier information deletes out of the vendor file if the vendor is not used for 2 years)
- When a business's name and /or tax payer information or ID number changes, is missing or is flagged as not matching IRS records.
This Supplier Registration Form process was created in collaboration with the Business Diversity Program and campus customers to meet the various state and federal reporting requirements.
Supplier Registration is required as a prerequisite for doing business with the University of Washington, and should not be interpreted as a method of becoming a preferred vendor. For more information on becoming a preferred UW supplier, please visit our Information for Suppliers page.
The Supplier Registration process through this portal is distinct and separate from the WEBS registration requirement.
Supplier Onboarding Timeline
The supplier onboarding process also includes 1) the supplier's information from the online registration form is verified with the IRS, and 2) the supplier completing the enrollment process for electronic payment. Because the full process involves multiple parties and UW process partners, we are advising all new suppliers that the complete onboarding process can be as short as 1-2 weeks, but may also take as long as 5 weeks. While a new supplier may receive a Vendor Number for the UW system, no payments can be issued until the full onboarding process has been completed.
The University of Washington's preferred payment method is by payment card, also known as ePayables. Read more about the ePayables program including frequently asked questions, payment terms and conditions and more on the ePayables website.
Taxpayer ID Number Verification
Effective July 1st, 2010, Procurement Services implemented a new procedure to verify that the Taxpayer ID Number (TIN) and the name of any 1099 reportable supplier is consistent with Internal Revenue Service information. The IRS matches the information we provide on a suppliers’ 1099-MISC form with information the supplier reports on their federal income tax return. Any differences, however insignificant, may result in IRS penalties. In order to avoid penalties, it is imperative that the information provided to the UW on a Supplier Registration Form matches EXACTLY with how it appears on the income tax return submitted to the IRS.
If you are a sole proprietor or disregarded LLC, you must enter your individual name on the first line of the Supplier Registration form and any business name on the second line, if applicable.
How to Find a Supplier in the Vendor Database
|How do you search for a supplier in PAS||
There are three ways to search for a supplier in the PAS system;
|What if the supplier is not in the Vendor Database?||
|What transactions are exempt from the Direct Buy Guideline?||A list of the transactions typically exempt from the Direct Buy Limit guideline is available on the Direct Buy Limit Information web page|
Frequently Asked Questions:
- Scenario 1: A campus Department fiscal specialist is asked by a PI to order a piece of equipment from ABC Inc. The fiscal specialist opens a PAS session and begins entering a requisition. They attempt a supplier search (see How to find a vendor in the PAS database) and discover that ABC Inc is not currently in PAS. They contact the supplier and direct them to the Supplier Registration Form page.
NOTE: the fiscal specialist can continue the requisition process and add a note in comments that a form has been requested. The supplier should send the form to the Vendor Control desk.
- Scenario 2: A buyer is assigned a requisition requesting the purchase of consulting services from XYZ Corp. The buyer attempts to assign a suggested Supplier but discovers that the Supplier is not in the Vendor Database. The Buyer researches the Supplier's contact information and directs them to the Supplier Registration Portal and request the Supplier send the form directly to Vendor Maintenance and a copy to the Buyer.
- Email: firstname.lastname@example.org
- Phone: 206-543-4500
Please contact Procurement Customer Service at (206) 543-4500 or email them at email@example.com.