How To: Complete a Supplier / Payee Request for Confidential Information

Note:  If the payee is a foreign visitor, the Stanford preparer will receive the email invitation to the Supplier and Payee Request Portal. The foreign visitor payee will not automatically receive the email invitation. The preparer is responsible for working directly with the foreign visitor to collect required confidential information and documents, and completing the Supplier and Payee Request Portal. The preparer may complete the portal for the payee, or forward the email invitation to the payee for completion.

Step 1 – Log in to Stanford's Supplier and Payee Request Portal

1. Follow link in email provided by Stanford University Procurement
2. Note who initiated the request. That person is your department contact

Email to Supplier Example:

Step 2 – Verify Supplier / Payee Information and Contact Information

1. 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.


2. If there is a specific contact within a company, enter that individual as the contact with contact information.

Supplier / Payee Contact Information Example:

Step 3 – Tax Information

1. Indicate if you have a U.S. tax ID
2. If you answer yes, provide the Tax ID Number. This will be one of the following (required format provided):
   • Social Security Number (SSN) XXX-XX-XXXX
   • Individual Taxpayer Identification Number (ITIN) XXX-XX-XXXX
   • Employer Identification Number (EIN) XX-XXXXXXX
3. Provide your name as shown on tax return (if different from company name or nickname)
4. Provide business name (if different then name shown on tax return)
5. Click Next

Tax Information Example:

Step 4 – Payment Method

1. Indicate if you would like to set your default payment method as check or US electronic deposit (ACH)
Note:  Checks will go to the address shown. Electronic payments will require the supplier / payee to enter a bank name, bank account number, and bank routing number to facilitate payments.


2. If you choose US electronic deposit, enter U.S. bank name, account type, bank routing number, and bank account number, and remittance email.
   Notes: 

   1. 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.
   2. See Locate Your Bank Routing and Account Numbers
   
   
3. Click Next

Payment Method (ACH) Example:

Step 5 – Document Upload

The document upload page will provide you with a list of documents that you may need to provide to activate your supplier / payee record. Check your email for the list of documents that apply to you. Then, download the needed blank forms, print, complete, and sign them. Scan or take a good photo of the form(s) and upload them here.

1. Prepare documents for upload
2. Click Browse to locate electronic file on your computer
3. Select document type
4. Click Upload
5. When all documents are uploaded, click Next

Document Upload Example:

Step 6 – Certification and Submission

1. Review answers
2. At the bottom, select certification scenario that applies
   Note:  Authorized agents (those acting on behalf of the supplier / payee) must provide their contact information.
   
   
3. Click Submit

Certification and Submission Example: