Supplier Registration Form

The ONLINE SUPPLIER REGISTRATION PORTAL is now here

Procurement Services has released an online supplier registration portal for new suppliers doing business with the University. This replaces the paper supplier registration form and allow suppliers to register online, making the process more user-friendly and efficient.

http://f2.washington.edu/fm/ps/info-for-suppliers/registration-form

When is SUPPLIER REGISTRATION needed

Purchase requisitions placed in PAS with new vendors or suppliers (not currently in the vendor database) will require Supplier Registration. Current Supplier Registration information must be on file in order to do business with the University of Washington. The Supplier Registration Portal was created in collaboration with the Business Diversity Program and campus customers to meet the various state and federal reporting requirements.

- What about WEBS registration? The Supplier Registration through this portal is distinct and separate from the WEBS registration requirement.

- Can I use the IRS W-9?  Unfortunately, the IRS W-9 form does not provide all the information required for the various reporting. Therefore, UW will no longer accept the IRS W-9 form.

Taxpayer ID Verification

Beginning July 1st, 2010, Procurement Services will be implementing a new procedure to verify that the Taxpayer ID number and the name of any 1099 reportable supplier is consistent with Internal Revenue Service information. Why are we doing this?  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/Vendor Registration form (or W9) matches EXACTLY with how it appears on the income tax return submitted to the IRS.


When a new supplier is added to the UW system, we are verifying with the IRS that the information provided on the supplier registration form matches their database.

If it does not match, we will hold the supplier registration (along with any payments) until the correct information is received and confirmed. The UW will be making every effort to ensure that the information we will be reporting to the IRS is a match prior to making payments. Please refer to the instructions at www.irs.gov/pub/irs-pdf/iw9.pdf for more information on which information should be provided in which cases.

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.

Payment Method

The University of Washington's recommended payment method is by payment card, also known as ePayables. Read more about the ePayables program including frequently asked questions, payment terms and conditions, etc., on the ePayables website

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;
  • search by supplier  name,
  • by vendor number or
  • manually entering the supplier information
The attached Power Point presentation titled How to find a supplier in the PAS database will demonstrate these different methods.
What if the supplier is not in the Vendor Database?
  1. Manually enter the supplier name and address into the PAS system if they are not currently in the Vendor File.
  2. Forward a link to the Supplier Registration Portal to the Supplier. 
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:

Why do we need a supplier registration?
 
A requisition / purchase order cannot be completely processed in PAS unless the selected Supplier is currently active in the 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.
Who is responsible for obtaining the registration?
Responsibility for obtaining the form is shared by all the PAS users including campus departments and Procurement Services staff. Ideally, whoever first realizes that a Supplier is not currently active in the Vendor Database should initiate obtaining the form.
The PAS user should ask the supplier/ if they are using a Business Tax Identification Number or a personal Social Security Number. For security purposes, advise suppliers who are using a personal Social Security number as their tax identification to submit the completed form either by fax or U.S. Mail. We do not recommend sending personal social security numbers via email.
  • 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 Portal.
    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 Maintenance 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.
How do I submit the supplier registration?
The form is accepted online.  If you have questions, please contact Vendor Control:
  • Email:               vcontrol@uw.edu
  • Fax:                   206-685-8018
  • US Mail:            University of Washington
                               Attn: Procurement Services Vendor Maintenance
                               3917 University Way NE
                               Seattle WA 98105
Why not use the W9 form?
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. UW Procurement Services created the Supplier Registration Form to provide additional information about the supplier's company detail and certifications.
What is the best way to make my purchase?
Purchasing has created a Purchasing Guide to Goods and Services designed to help determine the best method to purchase most goods and services. Use the alphabet to find what you are looking for or simply scroll through the list to find the best way to order.
What about foreign entities?
Foreign entities should complete a W-8BEN when performing services in the United States and send the original to whomever is requesting it with UW Procurement Services.
What is the difference between a supplier and a vendor?
A vendor is a somewhat anachronistic term which has come to mean a business that for all practical purposes is indistinguishable from any number of other firms providing the same good or service. A 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.

Questions?

Please contact Procurement Customer Service at (206) 543-4500 or email them at pcshelp@uw.edu.

 

 

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