linear_scale How To

Make a Supplier or Payee Request

Stanford departments can use the Supplier Query and Request tool to manage non-SU payee and supplier records in Oracle Financials. In addition to searching the supplier database, departments can:

  • Request a New Visitor, Supplier, or Independent Contractor (IC) Record when no existing record is available.
  • Activate an Inactive Supplier/Payee Record or Site Address when an existing record or address is inactive.

  • Create a New Address for an Existing Supplier/Payee Record when the supplier/payee has an existing record, but the required address is not listed.

    Learn more in the Topic Overview: Setting Up a New Supplier, Independent Contractor, or Visitor.

Departments may also use the optional Supplier Explorer tool to identify potential suppliers that meet criteria such as local, small, or sustainable. Learn more in the Learn About System: Supplier Explorer Tool.

Request a New Visitor, Supplier or Independent Contractor (IC) Record

  • Determine if the recipient is a visitor receiving reimbursement or an honorarium.  Visitors do not need an SU payee record. 
  • Procurement Services will request confidential payment and tax information from the payee or authorized agent through a secure portal.The collection method varies by payee type and location.

Do not use this form to set up Stanford employees as visitors, independent contractors, or suppliers for expense reimbursements or limited requests.

TIP: Hover over a field's question mark icon to view additional information. 

 

Learn more:

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. In the Navigator section, select SU Inquiry Tools and Forms
  2. Select Supplier Query and Request

Use the icons at the top left of the screen (select the menu icon (three horizontal lines) to display 

Supp Query Fingate How To fig 1

  1. Select Search/Maintain Payees
  2. Enter the Payee/Supplier Name and/or Number

  3. Select Search

    • Partial names and spaces accepted. To search using wildcards (%), enter at least three characters, using the format: %search term%, (for example, %bio%)

    If supplier/payee status is Active, the record may be ready for use

Proceed only after confirming that the non-SU payee record is not already listed in the database and is not for visitor reimbursements or honoraria.

  1. Select Request New Payee/Supplier (upper left)
  2. Select Affiliation * (select ? to view definitions)
    • 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.

      This form should not be used to set up visitors for travel reimbursement, honoraria, or relocation and recruitment transactions. These transactions are processed through Stanford Easy Pay and do not require payee setup.
       

  3. Transaction Type *(dependent on affiliation selected)

    • Supplier
      1. Purchase Order (PO) / Contract
      2. Non-PO Payment
      3. Non-PO Contract
    • Independent Contractor
      1. Purchase Order (PO) / Contract
      2. Non-PO Contract
    • Visitor
      1. Non-PO Payment 
         

    Non-SU confirmation: This form should not be used to set up Stanford employees as visitors, independent contractors, or suppliers for expense reimbursements or limited requests.

  1. Expense Category/Categories * (Only for visitor payees)
    Check all that apply
  2. Reason for Request *
    Describe in detail what the payee will be paid for (including the good, service, or activity the payee will perform and any other relevant details). Your clear notes may facilitate accurate and timely setup of the record.

  3. Event/Activity Location *

    1. U.S. - Inside California
    2. U.S. - Outside California
    3. Outside the U.S.
    4. Multiple Locations 

    Depending on the event or activity location, travel or tax documentation may be required.

  4. Transaction Frequency
    1. One-Time
    2. Multiple Transactions
    3. Unsure
  5. Expected Start Date
  6. Requester Name *(defaults to user - can be changed)
  7. Requester SUNet ID (defaults to User/Requester)
  8. Requester Budget Unit * (defaults to User/Requester)

New Supplier Information
  1. Select Citizenship/Residence *
    Options:
    1. US Business
    2. Foreign Business
  2. Select the Country * (select from drop down list)
  3. Enter Business Name *
  4. Enter Country Code (if foreign)
  5. Enter Phone
  6. Enter Website
New Independent Contractor Information
  1. Select Citizenship/Residence *
    Options:
    1. US Citizen
    2. Non-Resident Non-US Citizen
    3. Resident Non-US Citizen
  2. Select the Country * (select from drop down list)
  3. Enter First Name *, Middle Name,  Last Name *
  4. Enter Country Code (if foreign)
  5. Enter Phone
New Visitor Information
  1. Select Citizenship/Residence *
    Options:
    1. US Citizen
    2. Non-Resident Non-US Citizen
    3. Resident Non-US Citizen
  2. Select the Country * (select from drop down list)
  3. Enter First Name *, Middle Name,  Last Name *
  4. Enter Country Code (if foreign)
  5. Enter Phone

  1. Enter Payee Email in the text box or select Authorized Agent using the checkbox
  2. Select Authorized Agent checkbox  

Complete this section if someone is authorized to act on behalf of the Payee. Onboarding invitations and questions will be sent to the Authorized Agent instead of the Payee.

  1. Enter First Name (defaults to preparer, can be changed)
  2. Enter Last Name (defaults to preparer, can be changed)
  3. Enter Area Code
  4. Enter Agent Phone
  5. Enter Email *
  6. Enter Relationship (defaults to preparer, can be changed)

Select the address information template below

New Supplier Contact Information and New Supplier Address

New Supplier Contact Information and New Supplier Address

For companies and organizations, provide a point of contact.

  1. Enter First Name *
  2. Enter Last Name *
  3. Enter Country Code
  4. Enter Phone *
  5. Enter Extension
  6. Enter Email *
  7. Enter Fax Country Code
  8. Enter Fax

New Supplier Address

  1. Enter Address Line 1 *
  2. Enter Purchase Order Delivery Email
  3. Enter Address Line 2
  4. Enter City *
  5. Enter Country *
  6. Enter United States
  7. Enter State/Province *
  8. Enter Postal/Zip Code *
New Independent Contractor Information
  1. Enter Address Line 1 *
  2. Enter Purchase Order Delivery Email
  3. Enter Address Line 2
  4. Enter City *
  5. Enter Country *
  6. Enter United States
  7. Enter State/Province *
  8. Enter Postal/Zip Code *
New Visitor Address
  1. Enter Address Line 1 *
  2. Enter Address Line 2
  3. Enter City *
  4. Enter Country *
  5. Enter State/Province *
  6. Enter Postal/Zip Code *

Select Default Payment Method  for the applicable payment method:

Special payment types, such as wire transfer, incur a processing fee. 

  • ACH/direct deposit (preferred method for U.S. payees) - Electronic payment in USD to US banks only
  • Check - Paid in USD
  • Wire Transfer (Preferred method for foreign payees) - Electronic payment in USD or foreign currency to US or foreign bank
     
    • The supplier/payee’s default payment method may be set to Check or Wire but should be selected when the payment request is created.
    • The supplier/payee may be asked to provide bank information through the Stanford Supplier and Payee Request Portal.
    • The specific special payment type must be selected or confirmed when entering an Expense Requests transaction or uploading an invoice to a purchase order.

  1. In the Upload Documents section, select a Document Type from the drop-down menu
  2. Select Choose File to locate the document
  3. Click Upload File
  • Stanford requires standard information and documentation to create a supplier/ or visitor payee record. Please advise your supplier/payee, or their authorized agent (if chosen above), to expect a secure onboarding invitation by email to collect this information.
  • A list of required documents is available on Fingate.
  • For independent contractor (IC) requests, please provide a copy of the Independent Contractor Checklist using Document Type "Other."

Remember to securely destroy any hard copies of confidential information after payee setup is complete.

Suppliers/payees are required to comply with Stanford policies, including policies on conflict of interest and commitment. To support compliance and avoid delays, discuss known or potential compliance issues with your school's COI team or the Office of Ethics and Compliance (or with the relevant office for other compliance questions) before submitting a request. Use the Upload Attachments section above to include relevant documentation, such as written disclosures, reviews, and/or approvals.

  1. Respond to the question about Conflict of Interest/Commitment
  2. Respond to the question regarding any other information 

  1. Select Submit 
    • Selecting Clear All allows starting over on this page
    • Selecting Cancel takes the process back to Search By page
What Happens Next?
  • If requesting a Non-PO Contract record, no portal is sent to the payee and the record appears in SmartMart Contracts within 24 hours. To enable that record for a full Contract or PO, the requester must go to Supplier Query and Request, look up this supplier/payee and once found, select Request Action on the right.  Select Activate (explain that this payee needs a complete setup in Reason for Request) or if available, select Update Supplier/Payee information.
  • Requests are routed to a supplier enablement coordinator who will determine if additional information is required from the supplier/payee. If so, the new supplier/payee (and any designated authorized agent) will be contacted via email.
  • Preparers can track supplier/payee requests using How To: View Pending Supplier or Payee Requests or the Oracle Pending Transactions Inquiry tool, which displays supplier/payee requests and other transactions awaiting action.

 

Activate an Inactive Supplier/Payee Record or Site Address

An active supplier/payee record must be in place before requesting a Non-PO Payment or placing a purchase order in iProcurement. If the payment method is via check, the address site must be active as well.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. In the Navigator section, select SU Inquiry Tools and Forms
  2. Select Supplier Query and Request

Use the icons at the top left of the screen (select the menu icon (three horizontal lines) to display 

Supp Query Fingate How To fig 1

  1. Select Search/Maintain Payees (magnifying glass) icon (upper left)
  2. Enter the supplier/payee Name and/or Number
  3. Select Search
    • Partial names and spaces accepted. To search using wildcards (%), enter at least three characters, using the format  %search term%, (for example, %bio%)
      • If more than one supplier/payee choice comes up, select the appropriate name
        • If the chosen supplier is inactive, select Activate on the far right

To activate an existing address
  1. Select Activate (In the Request Action column)
  2. Select Activate Existing Address 
  3. Select the checkbox next to the address to activate
  4. Enter reason for activating inactive record (e.g., need to purchase upgraded equipment components)
  5. Select Submit
To activate a new address
  1. Select Activate (In the Request Action column)
  2. Select Activate New Address
  3. Select how the supplier/payee will be paid
    • Non-PO Payment
    • Non-PO Contract
    • Purchase Orders
  4. In the Payment Request Description field, describe what the supplier/payee will be paid for
  5. Enter New Payee/Supplier Address
  6. For visitors, complete the Authorized Agent section if someone is authorized to act on behalf of the payee. Both the payee and authorized agent will receive an email request to access Stanford’s Supplier and Payee Request Portal to provide the confidential information necessary to activate the new address. For suppliers, complete the Contact for New Supplier Address section.
  7. Select Submit
To complete onboarding for payment or update information
  1. Select complete on-boarding for payment or update information (In the Request Action column)
  2. Enter New Payee/Supplier Address
  3. Select Complete on-boarding for payment or update information

EXAMPLE:

Make a Supplier Fig 1 bigger
What Happens Next?
  • If requesting a Non-PO Contract record, no portal is sent to the payee and the record appears in SmartMart Contracts within 24 hours. To enable that record for a full Contract or PO, the requester must go to Supplier Query and Request, look up this supplier/payee and once found, select Request Action on the right. Select Activate (explain that this payee needs a complete setup in Reason for Request) or if available, select Update Supplier/Payee information.
  • Requests are routed to a supplier enablement coordinator who will determine if additional information is required from the supplier/payee. If so, the new supplier/payee (and any designated authorized agent) will be contacted via email.
  • Preparers can track supplier/payee requests using How To: View Pending Supplier or Payee Requests or the Oracle Pending Transactions Inquiry tool, which shows these requests along with other transactions awaiting action.

Create a New Address for an Existing Supplier/Payee Record

  • Obtain supplier new address information and contact for the new address
  • The Requester should coordinate with the supplier/payee for the default payment method.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. In the Navigator section, select SU Inquiry Tools and Forms
  2. Select Supplier Query and Request

Use the icons at the top left of the screen (select the menu icon (three horizontal lines) to display 

Supp Query Fingate How To fig 1

  1. Select Search/Maintain Payees (magnifying glass) icon (upper left)
  2. Enter the supplier/payee Name and/or Number
  3. Select Search
    • Partial names and spaces accepted. To search using wildcards (%), enter at least three characters, using the format  %search term%, (for example, %bio%)
      • If more than one supplier/payee choice comes up, select the appropriate name
        • If the chosen supplier is inactive, select Activate on the far right

  1. Select Update Supplier/Payee information in the Request Action column
  2. Select how the supplier/payee will be paid from the drop-down menu
    • Non-PO Payment
    • Non-PO Contract
    • Purchase Orders
  3. In the Payment Request Description field, describe what the supplier/payee will be paid for

Select Default Payment Method  for the applicable payment method:

Special payment types, such as wire transfer, incur a processing fee. 

  • ACH/direct deposit (preferred method for U.S. payees) - Electronic payment in USD to US banks only
  • Check - Paid in USD
  • Wire Transfer (Preferred method for foreign payees) - Electronic payment in USD or foreign currency to US or foreign bank
     
    • The supplier/payee’s default payment method may be set to Check or Wire but should be selected when the payment request is created.
    • The supplier/payee may be asked to provide bank information through the Stanford Supplier and Payee Request Portal.
    • The specific special payment type must be selected or confirmed when entering an Expense Requests transaction or uploading an invoice to a purchase order.

  1. Select Submit 
    • Selecting Clear All allows starting over on this page
    • Selecting Cancel takes the process back to Search By page
What Happens Next?
  • Requests are routed to a supplier enablement coordinator who will determine if additional information is required from the supplier/payee. If so, the new supplier/payee (and any designated authorized agent) will be contacted via email.
  • Preparers can track the status of all supplier/payee requests. Learn more in the How To: View Pending Supplier or Payee Requests.
Last Updated: Aug 3, 2026
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