PSC Procedural Statement: W - 9 & Vendor Authorization

PSC Procedural Statement: W-9/W-8 & Vendor (Supplier) Authorization

Effective Date: May 1, 2015

Introduction

This PSC Procedural Statement sets forth university requirements for supplier (vendor) registration prior to the issuance of a purchase order or payment.

Terms Used in This Procedural Statement

Italicized terms are defined in the Policy Glossary. Underlined terms are defined in the Finance and Procurement Procedure Glossary.

Procedural Statement

The Procurement Service Center (PSC) requires that external suppliers (vendors) register through the CU Supplier Portal in order for the University to buy or pay for goods or services from the supplier. Periodically, the PSC may require an updated registration, for example, to ensure correct reporting of Tax Identification Number (TIN)/name combinations and to provide evidence that a payee is a valid individual or business (thus minimizing the risk of making inappropriate payments to fraudulent entities); and/or to ensure accurate reporting of business classifications.

The Supplier Portal registration process replaces the submission of paper W-9 and W-8 forms to the PSC.

Note:

CU Portal Registration is not required to issue refunds (when CU needs to return money previously deposited into a CU account) or reimbursements (when CU wishes to cover an expense that was previously paid to an outside entity).

Exceptions

  • Study subjects submit the paper W-9 (IRS form) instead of registering through the Supplier Portal. The study subject's W-9 form must accompany the Study Subject Payment (SSP) form to ensure that the individual is correctly set up under the Clinical Trial supplier record.
  • CU employees and CU students are not considered to be external suppliers. (Furthermore, employee/student TIN information is already on file.)

Related Information

Related Administrative Policy Statements (APS), Other Policies and Procedures

Forms

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