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.

Click here to begin the Supplier Registration Form process

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 the Non-PO module
  • 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 or is missing

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 completing the enrollment process for electronic payment, and 2) the supplier's information from the online registration form is verified with the IRS. 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.

Electronic Payment

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.

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 is making every effort to ensure that the information we report to the IRS is a match prior to making any payments. Please refer to the instructions at www.irs.gov/pub/irs-pdf/iw9.pdf for more information on the information that should be provided.

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 two ways to search for a supplier in the PAS system:

  • Search by supplier  name
  • Search by vendor number
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?

Forward a link to the Supplier Registration Form 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.
  • 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.
How do I submit the supplier registration?
The form is accepted online.  If you have questions, please contact Vendor Control:
  • Email:               vcontrol@uw.edu
  • Phone:              206-543-4500
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, therefore UW will no longer accept the IRS W-9 form. UW Procurement Services created the Supplier Registration Form to provide additional information about our suppliers' 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.

 

 

© 2013 Finance & Facilities, University of Washington     PRIVACY • TERMS

Was this page helpful? Let us know