This page provides important information for current and potential suppliers to the university, including:
- Information about Stanford as a customer
- An overview of the university’s purchasing process and policies
- An overview of supplier expectations and requirements
Supporting Stanford’s Mission, Expectations and Values
Stanford University is a place of learning, discovery, expression, innovation and discourse. Founded in 1885, Stanford’s areas of excellence span seven schools along with research institutes, the arts and athletics. Stanford’s faculty, staff and students work to improve the health and wellbeing of people around the world through the discovery and application of knowledge.
Stanford works with both domestic and international suppliers who play a key role in helping the university make an impact toward its mission.
When engaging with Stanford, suppliers are expected to:
- Provide dependable products and services
- Deliver goods and services as promised, with no substitutions
- Offer competitive prices
- Communicate effectively
- Resolve issues in a timely manner
- Comply with purchasing, shipping and invoicing procedures
- Supply a Certificate of Insurance, if requested
- Adhere to Stanford policies and guidelines
- Conduct all negotiations and activities transparently and in good faith
Refer to the current Stanford Purchase Order Terms and Conditions for more information.
Values and Integrity
Stanford University is an institution dedicated to the pursuit of excellence and fosters an environment consistent with this goal. Central to that institutional commitment are the principles of treating each university community member fairly and with respect, and embracing diversity and inclusion.
All Stanford community members, including Stanford’s suppliers, must conform with university policy, including the Code of Conduct and the policies on Conflict of Commitment and Interest (including the Faculty Policy on Conflict of Commitment and Interest). Any known or apparent violation of these policies, whether by an employee or a supplier, must be immediately reported as directed in these policies.
Relationships between Stanford and its suppliers must be free of any real or perceived impropriety or favoritism. University community members may not solicit any gift, and may not personally accept any material gift, gratuity or payment, in cash or in kind, from any supplier seeking or currently doing business with the university. The School of Medicine has a special policy related to medical industry suppliers.
Some examples of circumstances that may create a conflict of interest are:
- A university employee is also an employee, officer or adviser of the supplier's organization
- A university employee or immediate family member has a financial interest in the supplier
- A supplier offered a material gift or favor to a university employee
While “Stanford” often refers to the university, the hospital and SLAC National Accelerator Laboratory, they are separate legal entities, each with its own purchasing and payment processes. The information here is only about purchasing and payment processes for Stanford University.
Suppliers Interested in Doing Business with Stanford University
Most often, university staff within schools and units initiate supplier sourcing and the acquisition of products and services. Depending on the type of purchase, suppliers will interface directly with staff within the initiating school or unit and/or with Procurement Services.
It is up to the supplier to make their products and services known to schools and units who may have a need for them. Suppliers can find contact information on the Stanford University website or specific school, unit or department websites.
For suppliers to be eligible for a purchase order or contract, they will need to be set up as a new supplier in Stanford’s central supplier database. As part of this onboarding process, suppliers go through a compliance and risk assessment.
Becoming a University Supplier
Before a purchase or payment can be made to a supplier, the supplier must be active in the university’s supplier database.
Accurate supplier records are an important part of Stanford’s ability to manage purchase orders, payments and compliance with policies and regulations. The Vendor Services team oversees the setup and maintenance of supplier records in the university’s financial systems.
New suppliers are activated after the following steps are completed:
|2. Stanford Vendor Services||Initiates an email invitation to the potential supplier to register in the Supplier Onboarding Portal.
Note: The email invitation is deactivated if it is not returned within 30 days.
|3. Supplier||Submits the required information in the Supplier Onboarding Portal.
Note: To ensure a faster, more efficient supplier onboarding process, suppliers should submit complete and accurate information. If Vendor Services needs additional information, they will reach out directly to the supplier.
|4. Stanford Vendor Services||Reviews and validates the setup information and finalizes the supplier profile.
Note: After validation, the supplier profile becomes active for use in purchase orders or payment requests.
|5. Supplier||Manages their records proactively, including notifying Stanford immediately of any changes to essential business information, such as address or payment method. To learn more, refer to Topic Overview: Update Supplier and Payee Records.|
Purchase Order and Invoices
Once a purchase requisition is approved, a purchase order is issued to the supplier. Receiving a purchase order from Stanford carries with it the obligation to supply the ordered goods/services at the agreed-upon price, at the promised time and without the need for the buyer to intervene, renegotiate or request expedited service.
Suppliers can also help Stanford by:
- Advising if the university’s specifications for a product can be improved to provide better performance, a longer-life product and/or lower cost.
- Providing the latest catalogs and current prices.
- Keeping the university informed of back order situations, plant closures, impending shortages or other circumstances that may affect lead times or product/service availability.
Stanford University purchase orders are issued subject to the standard terms and conditions. Terms in any acceptance by a seller which are in addition to or not identical with these terms will not become a part of any Stanford University Purchase Contract unless Stanford specifically and expressly agrees in writing that such other terms are accepted.
Suppliers should never accept requests for goods/services from Stanford University without a purchase order number or a university-issued purchasing card (PCard) number. University employees who are using a PCard for transactions must follow the applicable purchasing policies and guidelines as well as Administrative Guide Policy: 5.3.3 Purchasing Cards.
If the transaction requires a Stanford signature, including zero dollar agreements, refer to Topic Overview: Contracts to learn about the procurement contracts process at Stanford.
Deliver Goods and Services
Refer to Topic Overview: Delivering Goods and Services to Stanford for information on delivering goods to a Stanford facility or providing services on-site. This guidance includes:
- Shipping requirements
- Parking information
- Campus maps
- Radioactive product handling and policies and procedures
Suppliers are expected to include the Stanford purchase order number, building address, room number and contact person on shipping documents.
Payment Processing and Contacting Stanford
Once goods/services have been approved and received in accordance with university policy, suppliers may submit invoices (indicating the appropriate Stanford purchase order number) to Stanford Accounts Payable (AP):
- Email invoices in individual PDF files to: @email (PDF files containing multiple invoices will not be processed).
- Or mail invoices to:
Stanford University Accounts Payable
P.O. Box 20410
Stanford, CA 94309-0410
Upon receipt of an undisputed invoice, AP ensures that:
- Invoices are paid in accordance with the terms specified in the purchase agreement (e.g., net 30 days from date of invoice).
- Payments are in compliance with federal, state and local tax laws and regulations, proper taxes are withheld as necessary and transactions are properly reported.
- If an invoice is placed on hold, the school or unit contact person is notified of required action.
Stanford Credit Report and Bank Reference
Stanford University does not complete individual credit application forms.
- Suppliers can view Stanford Credit Ratings on the Stanford Bondholder website.
- For a fee, suppliers may order a Stanford University credit report by contacting Dun & Bradstreet. Stanford University's DUNS number: 00-921-4214.
A bank reference for Stanford University may be requested by submitting a support request.