New Vendor Procedures

All New Vendors must be preapproved through our office before you are permitted to work with them. Here is a quick timeline of what should happen during the New Vendor Process:

  1. Fill out a New Vendor Approval Form (NVF) and submit it to Business Services. 
  2.  Ask the vendor you are wanting to work with to submit a W9 or W8 (If Vendor is not a US Citizen) and an ACH Authorization Form. This is the responsibility of the department who is working with the vendor. Business Services will not request this information from the vendors directly. Please note: You should send the W9 and/or the ACH Authorization Form directly to your vendor to complete.
  3. Once Business Services has received the NVF, W9 and ACH forms, we will be able to review the information and come to a decision. Please plan ahead by at least 2 weeks to allow ample time for processing. 
  4. You will receive an email from Juan Vicente or Heather Good stating you are approved/not approved to use the vendor. If they are not approved, we will give you any information we can on why. However, sometimes the reasoning is something we will be unable to share (IRS isn’t able to confirm the information on the W9, legal reasons, etc). 
  5. You can then start working with the Vendor if you received approval from us and you can also then submit the Purchase/Payment requisition to our office. 
  6. We have also created a new ACH Change Form for Vendors to complete if they have new banking information to share.

**If any of the steps above are not followed in order, it will delay the process of approving your vendor. Please be sure to follow the steps as outlined above.**

Please remember we are no longer able to provide a link to these forms on our office page.
Contact for access to the NVF, W9, and ACH forms.