How To: Complete a Supplier / Payee Request for Confidential Information
Before You Start
Learn about Supplier / Payee Record Requests and the Supplier / Payee Portal.
An active supplier / payee record must exist within Stanford's Supplier / Payee database in order for a Stanford department to place a purchase order or make a payment to a payee (without a PO).
Bank account, tax, and contact information must be submitted by the supplier / payee in order to activate the supplier / payee record for use by the Stanford community.
Stanford departments determine whom to buy from or whom to pay for services. Departments also initiate new supplier / payee requests to Stanford University Procurement.
Department requests for a new supplier / payee result in an email to the supplier / payee (with link) to access Stanford's Supplier and Payee Request Portal. The supplier / payee uses the portal to enter contact information, a bank account number to receive payment, and other necessary tax information.
The steps below document how the supplier / payee should fill out the forms in the Supplier and Payee Request Portal.
Step 1 – Log in to Stanford's Supplier and Payee Request Portal- Follow link in email provided by Stanford University Procurement
- Note who initiated the request. That person is your department contact
Email to Supplier Example:
- Verify or correct the supplier or payee information
Note: For suppliers who are being enabled as a goods or services provider and will receive purchase orders from Stanford's purchasing system, provide the purchase order delivery email where you want purchase orders to be sent.
- If there is a specific contact within a company, enter that individual as the contact with contact information.
Supplier / Payee Contact Information Example:
- Answer all questions related to the location of the supplier / payee's business or residence
Note: Answers to these questions will help determine what government forms or other documentation will be required from the supplier / payee. Blank forms will be provided on the Document Upload page and will be required in some cases to provide payment to that supplier / payee.
- Provide payee / supplier type
- Provide tax ID number
- Provide your name as shown on tax return (if different from company name or nickname)
- Provide business name (if different then name shown on tax return)
- Click Next
Tax Information Example:
- Indicate if you would like to set your default payment method as check or US electronic deposit (ACH)
- If you choose US electronic deposit, enter U.S. bank name, account type, bank routing number, and bank account number, and remittance email.
Notes:
- Emails are sent to the supplier / payee when there are details about the payment or attached documentation that a Stanford department would like to provide to the supplier / payee. A remittance email should be indicated to facilitate remittance email.
- See Locate Your Bank Routing and Account Numbers
- Click Next
Payment Method (ACH) Example:
The document upload page will provide you with a list of documents that you may need to provide to activate your supplier / payee record. Read the conditions and determine if the situation pertains to you. If it does, download the needed blank form, print it, complete it, and sign it. Scan or take a good photo of the form and upload it here.
- Prepare documents for upload
- Click Browse to locate electronic file on your computer
- Select document type
- Click Upload
- When all documents are uploaded, click Next
Document Upload Example:
- Review answers
- At the bottom, select certification scenario that applies
Note: Authorized agents (those acting on behalf of the supplier / payee) must provide their contact information.
- Click Submit
Certification and Submission Example:
What's Next?
- The information is delivered to the Supplier Enablement team at Stanford University. Upon verification of complete information, the supplier / payee record will become available.
