Vendor Creation and Maintenance for All Types of Purchasing/Payments

Accounts Payable

View policy pdf:Vendor Creation and Maintenance For All Types of Purchases/Payments Policy

Policy Statement

Individuals, companies and organizations must be set up in UGA’s supplier database in order to receive payment from UGA. With this requirement, individuals, companies, and organizations that anticipate receipt of a purchase order or payment from the University are required to register as a supplier. Once a supplier has been added to the supplier database and assigned a supplier number, departments will be able to reference the supplier number on purchase requisitions, payment requests, and journal vouchers.

Reason for Policy

Completion of the supplier profile supports institutional compliance with various federal and state reporting requirements. The University must report certain payments to the Internal Revenue Service each year and include the tax identification number of the payees. The supplier profile gives the University the information required by the IRS on the report, i.e., the payee’s correct name and the tax identification number. The University is assessed financial penalties for reporting incorrect payee information to the IRS. To ensure accuracy and avoid fines, the Accounts Payable staff verifies each name and number provided by individuals, companies, and organizations with information found on the IRS website. 

Other information is included in the registration process to meet additional reporting requirements and to ensure accuracy in the payment process. 

Procedure

The University of Georgia has an electronic registration system for suppliers. The electronic registration processes 

allows suppliers to register in the University's Supplier Database completely online (preferred method). If a supplier cannot register online, a supplier profile form should be completed and signed by non-employee individuals, companies, and organizations. Completed forms can be scanned and emailed to vendor@uga.edu or fax 706- 542-6767. If a Social Security Number is being provided on the form, the form MUST be faxed to UGA. Forms containing a Social Security Number SHOULD NOT be emailed to UGA. 

 International suppliers should complete the Supplier Registration Form and submit it, along with IRS tax form 

W-8BEN,to vendor@uga.edu or by fax at 706-542-6767. 

 To receive a purchase order through UGAmart, a supplier must be established in the supplier database. Only suppliers who indicate that they accept purchase orders and provide a fax or email address for purchase order delivery will be synchronized over into UGAmart. (See question 2 below for guidance on determining whether a supplier has been set up in UGAmart and is available for use.) 

 Employees should not register as suppliers. Employee reimbursements are processed via expense reports in the Expenses module of the Financial Management System. 

 Research participant payments of $100 or less and customer refunds will not require submission of a supplier profile form. 

Forms/Instructions

Supplier Registration Website 

Supplier Profile Form 

Additional Contacts

ForNon-ResidentAlienPayments,SusanCaldwell,(706)542-3431 

Record Retention

Research Grant Records 

Number:  0472-09-006 

The records relate to funded research grant proposals and research activity associated with grant funded projects. Examples of records include supporting statistics, demographic data, draft proposals, suggested revisions, final proposals, forms, protocols, applications, research/activity reports, progress reports, and summary reports. Retention: Final research report is permanent. All other records: 7 years after the end of the grant period. 

Vendor History Reports Number:  0472-03-023 

This series is used for quick reference of vendor data, selection, and update pertaining to departmental and college operations. This series may include reports containing vendor numbers, payee names, invoice numbers, amounts, warrant/voucher numbers, and message comments: copies of purchase orders, requisitions, and product specification receipts. 

Retention:  Useful life 

Policy Appendices

Supplier Registration   

UGAmart  

UGAmart 

Payments to Internationals  

FAQ's

Question 1? Do I need to add the supplier number to a UGAmart requisition? 

Answer 1:  No 

Question 2? How will I know if my supplier has been synchronized over/added to UGAmart? 

Answer 2: In the navigation bar at the top of the screen, click the “vendor management” tab. This tab may also be in the navigation bar to the far right in the drop-down box, depending upon users’ personal profile setup. In the search area on the next screen, type in the vendor's name. Click Go. If the supplier is synchronized to UGAmart, the supplier will show up in search results. 

Responsibilities

Date Issued: 01/01/2016

Last Reviewed/Updated: 02/03/2023