How To: Make a Supplier / Payee Request (Setup a Non-SU Payee for Reimbursement)

Step 1 – Log in to Supplier Query and Request

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password
3. Click SU Inquiry Tools
4. Click Supplier Query and Request

Step 2 – Search for Supplier / Payee

1. Enter Name and/or Payee/Supplier Number
2. Select Go
3. Find the supplier / payee in the search results
4. If the supplier / payee is listed in the results, click View to see address
5. Check status. If status is Active, then the record is ready for use.
6. Continue to the next step to make a supplier / payee request if your supplier / payee is not listed in the search results, or the address site within the database displays a status of "Inactive."

Activate an Inactive Supplier/Payee

Your supplier / payee is listed in the search results but his/her status and/or the address site status display "Inactive" status.

• To request a supplier status change, select Activate in the Request Action column
• To activate an existing address:
  1. Select Activate Existing Address radio button
  2. Select checkbox beside the existing address to activate
  3. Enter reason for activating inactive record (e.g., need to purchase upgraded equipment components)
  4. Click Submit
• To activate a new address:
  1. Select Activate New Address radio button
  2. Select how the supplier / payee will be paid (purchase order or non-PO payment)
  3. Enter reason for activating a new address in Payment Request Description field
  4. Enter New Payee/Supplier Address
  5. If the payee is a visitor, complete the Authorized Agent section (optional) if someone is authorized to act on behalf of the Payee. Both the Payee and the Authorized Agent will be contacted for the required private or confidential tax and bank information.
     
     ~ OR ~ If the payee is a supplier, complete the Contact for Supplier Address section
  
  
  6. Click Submit

Request the Setup of a New Supplier / Payee

Your supplier / payee is not listed in the search results.

1. Click Request New Payee / Supplier (upper left)
2. Choose how the supplier / payee will be paid (purchase order or non-PO payment / visitor reimbursement)
3. Select a supplier / payee affiliation:
   Affiliation Definition

   • Supplier:  Anyone who provides goods or services to Stanford University.
   • Visitor:  An individual, who is not a Stanford University employee, conducting University business. This may include visiting keynote speakers, Stanford Hospital employees, and emeritus who are not on payroll.
4. Do you anticipate paying this Payee again? If this is a one-time payment, answer no. If this payee may be paid multiple times, answer yes.
   Notes:

   1. If the request is for Non-PO Payments / Visitor Reimbursement, select what the Payee will be paid for. All Non-PO Payment categories in the Expense Requests system are included in the list, multiple categories can be selected.
   2. For Visitor Reimbursement, select Travel Reimbursement from the list.
5. In the Payment Request Description field, describe what the supplier / payee will be paid for (clear notes facilitate accurate and timely set up)
6. Indicate the location of the event / activity for which the payee is being paid.
7. Enter New Supplier/Payee Information (Residency/Citizenship, Name, Country, Website, Phone, Payee email)
   Requesting a New Foreign Visitor Payee

   You as the preparer will be automatically assigned as the Authorized Agent, and will receive the email invitation to the Secure Portal. The payee will not automatically receive the secure portal invitation. For the setup of new foreign payees, the preparer must either complete the secure portal for the payee (including the upload of confidential documents), or forward the email invitation to the payee, and coordinate with them to complete the portal.

   For more information about paying foreign visitors see Policy Notes: Inviting and Paying Foreign Visitors.

8. Select a Default Payment Method (The requester should coordinate with the supplier / payee if possible regarding the Default Payment Method desired.)

   Supplier / Payee	Default Payment Method
   U.S. suppliers / payees who may be paid more than once	Select Electronic (ACH / Direct Deposit to US banks only – Preferred method for US payees)
   U.S. supplier / payees who is paid one-time	Select Check (Paid in USD – Preferred method for one-time payments)
   Foreign suppliers / payees	Select Wire Foreign (electronic payment to foreign banks) Special Payment Type (will incur a processing fee). Foreign Draft (check in foreign currency) is also available. Notes:  Special Payment Type will incur a processing fee. If a Special Payment Type is selected, the Default Payment Method for the supplier / payee will be set to Check. Bank information for Wire Foreign will be requested from the supplier / payee via the secure portal. You will need to choose or confirm the specific Special Payment Type during the Expense Requests transaction entry.

9. Enter New Supplier/Payee Address
10. If the payee is a visitor, the preparer will automatically be designed at the Authorized Agent to act on behalf of the Payee and will be contacted for the required private or confidential tax and bank information
    
    

    ~ OR ~ If the payee is a supplier, complete the Contact for Supplier Address section

11. If the payee has delivered bank account, visa, passport, or other tax related documents to you in person, attach those documents.
    Notes:

    1. Documents will be securely transferred to the Procurement team for inclusion in the payee's file.
    2. Additional information (if required) will be collected via the Secure Portal process.
    3. Remember to destroy hardcopy of confidential information after payee setup is complete.
12. Click Submit

Request a New Address for an Existing Supplier / Payee

Your supplier / payee is listed in the search results and has an "active" record.

1. Select New Address in the Request Action column
2. Select how the supplier / payee will be paid (purchase order or non-PO payment)
3. Enter reason for requesting a new address in Payment Request Description field
4. Select a Default Payment Method (The requester should coordinate with the supplier / payee if possible regarding the Default Payment Method desired.)

   Supplier / Payee	Default Payment Method
   U.S. suppliers / payees who may be paid more than once	Select Electronic (ACH / Direct Deposit to US banks only – Preferred method for US payees)
   U.S. supplier / payees who is paid one-time	Select Check (Paid in USD – Preferred method for one-time payments)
   Foreign suppliers / payees	Select Wire Foreign (electronic payment to foreign banks) Special Payment Type (will incur a processing fee). Foreign Draft (check in foreign currency) is also available. Notes:  Special Payment Type will incur a processing fee. If a Special Payment Type is selected, the Default Payment Method for the supplier / payee will be set to Check. Bank information for Wire Foreign will be requested from the supplier / payee via the secure portal. You will need to choose or confirm the specific Special Payment Type during the Expense Requests transaction entry.

5. Enter New Payee/Supplier Address
6. (optional) If payee is a visitor, complete the Authorized Agent section if you or someone else is authorized to act on behalf of the Payee. Both the Payee and the Authorized Agent will be contacted for the required private or confidential tax and bank information
   
   

   ~ OR ~ If the payee is a supplier, complete the Contact for Supplier Address section

7. Click Submit

Request a Change to an Existing Supplier / Payee

Your supplier / payee is listed in the search results, but you need to request a change or correction to an item in the record.

1. Verify / determine the change(s) required
2. Note the exact Payee / Supplier Name and Payee / Supplier Number
3. Click Request Change to Existing Payee / Supplier (upper left, under Requests)
   Note:  A HelpSU form, Request Type: ERS Supplier is displayed.
4. Enter applicable information in the Request Description section of the HelpSU form:
   1. Enter Payee / Supplier Name
   2. Enter Payee / Supplier Number
   3. Enter an X beside the items that are changing. Changes or corrections can be requested for Payee / Supplier Name, Contact information, Address, Payment Method, or any other item in the record.
   4. Enter a detailed description of the change(s) (indicate deletion, inactivation, or changes to existing)
   5. Enter contact for the collection of restricted or prohibited information:
      • Payee / Supplier Email
      • Authorized Agent Name and Email (if someone other than the payee will provide restricted or prohibited information)
5. Click Add Attachment checkbox if you will be uploading additional information in a file or document
   Note:  Do not use this form to submit or attach restricted or prohibited data.
6. Click Submit Help Request
7. If uploading attachment(s), scroll to the Attachments section, browse and select the file(s) to upload, and click Upload or Submit Attachment
   Notes: 

   • Once the HelpSU form is submitted, the preparer will receive an email summarizing the change request, and status and any additional information will be communicated to the preparer through the HelpSU process.
   • Changes to existing payees / suppliers cannot be viewed as Pending Requests in the Supplier Query and Request module.