As part of ongoing Procurement Efficiencies enhancements, Stanford Financial Management Services (FMS) updated the Supplier/Payee Request Form on July 15 for overall usability improvements and now includes:
- A new Independent Contractor (IC) affiliation type to better support IC transactions, reporting, and compliance.
- A new Non-PO Contracts transaction type to streamline supplier/IC setups where a contract with the supplier/IC will not require a PO for payment (because the contract will have a value of zero dollars ($0) or it will have a total value of $4,999 or less and can be paid with a PCard).
These updates support smooth and efficient setups by helping users submit accurate, detailed, and complete non-SU payee requests.
Specific changes to the form and screenshots
While the general layout of the form has not significantly changed, several key usability enhancements include:
- A new introduction to the form provides updated guidance on alternative payment options that can save time. It highlights that the Supplier/Payee request form can be used for non-SU payees, which include supplier, independent contractors, and visitors. It cannot be used for SU payees, which include employees, faculty, and students.
- The Request Details section includes new fields (see screenshot below) to differentiate the Supplier/Payee Request Form preparer from the requester. The preparer is typically the individual who is completing and submitting the Supplier/Payee Request form while the requester is the individual who has determined the business need for the new supplier/payee and selected the supplier/payee to provide the goods or services. These additional requester fields allows for enhanced collection of contact information for any follow-up questions.
- A “New Request Type” section improves collection of key setup details such as questions on Affiliation, Transaction Type and whether it is a one-time transaction, with the following additional updates:
- The Affiliation question now includes pop-out helpful text with clarified definitions of each affiliation type that include:
- Visitor: A non-SU individual (domestic or international) who is invited to Stanford to collaborate and/or study and does not provide goods or services to the university in exchange for any payment or compensation.
- Supplier: An entity or organization (not an individual) that provides goods or services to the university. (Suppliers may also be called "vendors.")
- Independent Contractor: An individual who is independently established in a trade, business, or occupation and is exceptionally qualified to provide professional services beyond what a university employee could provide. An IC requires a written agreement with the university that is signed by Procurement Services. Stanford employees are not eligible to become ICs during or within 12 months after their employment.
- Visitor: A non-SU individual (domestic or international) who is invited to Stanford to collaborate and/or study and does not provide goods or services to the university in exchange for any payment or compensation.
- It also includes reminders that independent contractor setups should not be requested for Stanford employees, and links to the appropriate processes are included in the form instructions.
These updates ensure employee-related requests route through the correct Expense Requests for SU Payees or One-Time or Supplemental Payment payroll processes. Requesters can use the Independent Contractor/Consultant Checklist to determine whether the individual should be paid as an independent contractor or employee. For further questions on correct IC classifications, departments should contact their local HR Business Partners.
- The Affiliation question now includes pop-out helpful text with clarified definitions of each affiliation type that include:
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The Transaction Type field label was updated from the previous “How will the supplier be paid?” question and now includes helpful text with clear definitions of each Transaction Type that include:
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Purchase Order (PO)/Contract: A legally binding document issued by Stanford to authorize supplier performance in the provision of goods and certain services, as well as tracking and controlling supplier invoices. If a contract is required, it must be reviewed and signed by Procurement Services prior to start of the work.
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Non-PO Payment: A taxable payment that is used to pay for certain types of expenses that do not require a formal purchase order (PO), or for which negotiation by the Procurement department adds no value.
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Visitor Reimbursement: A non-taxable form of Non-PO payment that is used to reimburse individuals who are not Stanford employees for expenses that are necessary and appropriate to conduct university business and do not require a PO or contract
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Non-PO Contract: A contract that does not require an associated PO for funding purposes. This is typically either a zero dollar ($0) contract or a contract with a total dollar value of $4,999 or less that will be paid by a Stanford Purchasing Card (PCard).
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This field also includes a new Non-PO Contract Transaction type, which will expedite supplier/IC setups for non-PO Contracts.
What does this mean
This means that when a supplier/IC is set up for a non-PO contract, their record:
- Will be available in the SmartMart Contracts System within 24 hours after the payee setup request is submitted. Please note: The supplier or IC setup request for a non-PO contract is initiated through the Supplier/Payee Request form. Contract requests are initiated in SmartMart Contracts. In the SmartMart Contracts Request form, the question “Is this a monetary contract?” will be revised to “How will this contract be paid?” to better align with the ways a university contract may be paid. A drop-down menu will provide the following options:
- iProcurement: Payment through a purchase order (PO)
- Stanford Purchasing Card (P-Card): This option is only available for contracts when total payments will be $4,999 or less.
- Zero dollar ($0): This contract does not require any payments
- Cannot be paid through a purchase order (PO). A new Eligible for Payments field in Supplier Query and Request tool (see screenshot below) indicates whether a non-SU payee is eligible for a PO payment (see screenshot below). If No displays, the non-SU payee is either inactive or set up for non-PO contract only. If Yes displays, the record is both active and set up for payment. Departments will be able to request an update to the record to make it available for PO payment. If the supplier or IC needs to be made eligible for a PO payment in the future, preparers can request an update to their payment eligibility through the Supplier Query and Request tool.
Supplier/IC setup scenarios and guidance
| Example/use case | Transaction Type | Why the transaction type is selected |
|---|---|---|
| The department is requesting a supplier/IC that will provide Stanford with data at zero ($0) contracted costs. | Non-PO contract | The contract is zero ($0) dollars |
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The department is requesting a photographer (considered a professional service) for an event where the total cost for the contracted service is $2,000. |
Non-PO contract |
The contract has a total dollar value of $4,999 or less that will be paid with a PCard. Photographers should be under contract due to intellectual property rights of the photos. |
|
The department is requesting a hotel block (event venue supplier) where the total cost for the contracted venue is $6000. |
Purchase Order (PO)/Contract. |
The contract has a total dollar value of $5,000 or greater, so it cannot be paid with a PCard and must be paid through a PO. PCard can be used to pay the deposit to hold the hotel events space, but the total cost of the contract must be committed in Oracle and paid against a PO. The deposit must also comply with PCard policy. |
- There were other minor changes to improve the wording and order of the questions that do not significantly impact the supplier/payee request process.
Fingate Resources and Guidance
Numerous supplier-related resources on Fingate were updated to support the enhancements to the Supplier/Payee Request Form, including:
| Fingate page | Updates |
|---|---|
| Selecting a Supplier or Independent Contractor |
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| Learning: FIN-0509: Supplier / Payee Setup |
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| Setting Up a New Supplier, Independent Contractor, or Visitor |
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| How To: Make a Supplier or Payee Request |
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| Managing the Supplier or Independent Contractor Relationship and Record |
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| Do Business With Stanford |
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| Contracts |
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| Purchase Services |
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| Policy: Stanford Purchasing Card (PCard) |
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For further questions, please submit a support request.
