A single vendor setup form is now used for both new setups and changes to existing vendors. 

All forms should be sent to the Library Business Office.

Be sure to add your contact information at the bottom of the form so you can be reached for questions.

For New Vendors:

If a vendor is not in Voyager, initiating the vendor setup process is the responsibility of the staff member placing the order.

For new vendor setups, a Vendor Setup Form and either a W9 (U.S.), W8Ben (International-Individual), or W8Ben-E (International-Business) form will need to be completed.

The W9, W8Ben or W8Ben-E form must be completed and signed by the vendor. The most current versions of W9, W8Ben, W8Ben-E forms can be found on the below IRS sites:

• For domestic (in United States) individuals or companies, a current W-9 form (https://www.irs.gov/uac/about-form-w9). 

• For international companies, a current W-8 BEN-E (https://www.irs.gov/uac/about-form-w-8ben-e) 

• For international individuals, a current W-8 BEN https://www.irs.gov/forms-pubs/about-form-w-8-ben 

To ensure the correct and most current version of the form is used, we recommend sending vendors the appropriate link above in lieu of a blank form. Once the form has been returned, the ordering staff can complete a Vendor Setup form using the information the vendor has provided. 

For W8Ben (International-Individual) and W8Ben-E (International-Business) forms, please be sure to check whether the vendor has listed a mailing address that is different from the business address. When a separate mailing address is specified, that address must be noted in the “Mail Payments to” section of the form.

W9 forms (US vendors) do not contain an option for a mailing address. When sending the W9 form to a new vendor, please ask whether they require a separate mailing address for payments and include that address in the “Mail Payments to” section of form.

​For Vendor Changes:

Changes, such as vendor addresses, is the responsibility of the staff member placing the order. Ordering staff should complete a Vendor Setup form using the information the vendor has provided. Please include and updated W-9 or W-8 form with your request.

If the vendor has requested an address change, please note on the form that the old address should be deactivated in Workday so that checks are not accidently sent to the old address.

On September 21, 2020, Procurement and Accounts Payable revised the Supplier Setup & Change process and now includes a questionnaire to capture more information.

In short, when LBO submits a Supplier setup request (new or revised) on behalf of our Technical Services (TS) colleagues, a questionnaire MAY appear in our Workday Inbox requiring more information.  Since LBO cannot “forward” the questionnaire to anyone due to Workday functionality limitations, here is the LBO workaround:

• LBO copies/pastes the questionnaire questions and sends them to the TS requestor (who submitted the new supplier request) to answer. 
• Upon receipt of the answers from TS, LBO transfers the answers to the Workday questionnaire and submits.
• PLEASE NOTE: If the questionnaire is not completed and submitted, the Suppler Request will go no further.

Also, a completed SUPPLIER INFORMATION FORM has to be included for both new vendor and/or supplier change requests. Sample of the SUPPLIER CONTACT INFORMATION form is attached: SAMPLE_supplier_contact_information_form

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Find a SAMPLE of W8Ben-E FORM (below) and please feel free to send to any vendor who have questions on what fields to fill out (we should not provide our own advice or interpretation). Also, if the vendor has further questions about how to fill out the form, please forward them the following  websites:  

1. 1. International Tax Office (https://your.yale.edu/work-yale/financial-management/tax-compliance-and-planning/international-tax-office)
   2. IRS-International Taxpayers (https://www.irs.gov/individuals/international-taxpayers)