linear_scale How To

Make a Supplier or Payee Request

The Supplier Query and Request System is used to:

  • Search for payee/supplier records
  • Request a new non-SU payee record (individuals or companies  who are not employed by Stanford) including suppliers, independent contractors (ICs), or visitors
  • Activate an inactive payee/supplier record or site address
  • Request updates for an existing payee/supplier record

To learn more about payee/supplier records, take the STARS Course, FIN-0509: Supplier/Payee Setup and see Topic Overview: Setting Up a New Supplier, Independent Contractor or Visitor.

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

Before requesting a new non-SU payee record, preparers should check if the payee already has an active record with accurate information. If an existing record has inaccurate information, preparers can request the appropriate changes through the Supplier Query and Request tool. If the payee does not exist in the Supplier Query and Request tool, preparers can request a new setup. 

When a department administrator submits a new payee/supplier setup request, Stanford Procurement may send the payee (or in some cases, their authorized agent) a request to provide confidential information through a secure portal. This information  is required for payment and tax reporting purposes.

The method used by the university to gather confidential information varies according to  Payee type. (e.g., Visitor, Supplier, or Independent Contractor, and whether based within or outside of the U.S.). Refer to Topic Overview: Selecting a Supplier or Independent Contractor for details.

Note: In certain situations, visitor travel expenses may be reimbursed using electronic Digital Payments. This payment method does not require setting up a payee record in Stanford’s supplier/payee database. For more information, refer to Topic Overview: Digital Payments.

 

  1. Enter ofweb.stanford.edu in the browser
  2. Select Login
  3. As prompted, log in using SUNet ID and password

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

Use the icons on the top left of the screen (select the Menu Icon (Hamburger) 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: %search term%, enter a minimum of 3 characters excluding %
    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

  1. Select Request New Payee/Supplier (upper left)
  2. Select Affiliation * (select ? to view definitions)
    • 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.
       
  3. Transaction Type *(dependent on affiliation selected)
    • Visitor
      1. Non-PO Payment / Reimbursement
    • Supplier
      1. Purchase Order (PO) / Contract 
      2. Non-PO Payment
      3. Non-PO Contract
    • Independent Contractor
      1. Non-PO Contract
      2. Contract
         
    • Non-SU confirmation: Statement that Stanford employees are not appropriate for these transaction types

  1. 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.

  2. Event/Activity Location *

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

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

  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)

Expense Category/Categories:(Only for Visitor Affiliation)

Expense Category/Categories: (may select one or more)

  • Conference Registrations
  • Fees
  • Honoraria
  • Human Subject Incentives
  • OTL Inventor Payments
  • Prizes and Awards
  • Refunds
  • Relocation
  • Royalties
  • Special Request
  • Visitor Travel Reimbursement
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
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

Provide the payee's email address, to which FMS will send an on-boarding invitation to collect further information. If you're unable to provide the payee's email, or if FMS should not contact your payee directly, you may instead, check the Authorized Agent checkbox and designate yourself or another Stanford employee to respond on the payee's behalf.

  1. Enter Payee Email *

    OR
     
  2. Select Authorized Agent checkbox  check_box

(If Authorized Agent checkbox is selected, continue to Step 8)

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)

  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 destroy hard copy of confidential information after payee setup is complete.

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 *
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 *

Select a checkbox below:

  • ACH/direct deposit (Preferred method for US 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

Special Payment Types such as Wire Transfer will incur a processing fee.

  • If Wire Transfer Special Payment Type is selected, the Default Payment Method for the supplier/payee will be set to Check and Wire must be selected when request for payment is made.
  • Bank information for Wire Transfer will be requested from the supplier/payee via the Stanford Supplier and Payee Request Portal.
  • You will need to choose or confirm the specific Special Payment Type during the Expense Requests transaction entry or uploading an invoice to a Purchase Order.

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 
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.
  • You can track the status of all supplier/payee requests. Refer to How To: View Pending Supplier or Payee Requests to learn how
  • You may also use Oracle Pending Transactions inquiry tool, which also provides a consolidated view of all purchase requisitions, invoice payments, supplier and payee requests, PCard verifications, and Expense Requests system transactions that are pending an 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, creating a reimbursement for a Non-SU Payee or placing a purchase order in iProcurement. If the payment method is via check, the address site must be active as well.

  1. Enter ofweb.stanford.edu in the browser
  2. Select Login
  3. As prompted, log in using SUNet ID and password

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

Use the icons on the top left of the screen (select the Menu Icon (Hamburger) to display)

Supp Query Fingate How To fig 1

  1. Enter the supplier/payee Name and/or Number where you want to add or change the address
  2. Select Search (To search using wildcards, enter %search term% in the Name field)
    • 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
  3. Select Activate Existing Address or Activate New Address
    1. If existing address is correct, choose Activate Existing Address and select the correct address to activate by checking that line
    2. If a new address is needed, select Activate New Address
      1. Go To CREATE NEW ADDRESS SITE
        1. Select the appropriate Transaction Type
        2. Complete 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). Clear notes facilitate accurate and timely setup.”
      2. Enter the New Payee/Supplier Address
        • Address Line 1 *
        • Purchase Order Delivery Email
        • Address Line 2
        • City *
        • Country *
        • State/Province *
        • Postal/Zip Code *

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/Visitor Reimbursement
    • 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.

Create a New Address for an Existing Supplier/Payee Record

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

  1. Enter ofweb.stanford.edu in the browser
  2. Select Login
  3. As prompted, log in using SUNet ID and password

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

Use the icons on the top left of the screen (select the Menu Icon (Hamburger) to display)

Supp Query Fingate How To fig 1

  1. Enter the supplier/payee Name and/or Number where you want to add or change the address
  2. Select Search (To search using wildcards, enter %search term% in the Name field)
    • 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
  3. Select Activate Existing Address or Activate New Address
    1. If existing address is correct, choose Activate Existing Address and select the correct address to activate by checking that line
    2. If a new address is needed, select Activate New Address
      1. Go To CREATE NEW ADDRESS SITE
        1. Select the appropriate Transaction Type
        2. Complete 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). Clear notes facilitate accurate and timely setup.”
      2. Enter the New Payee/Supplier Address
        • Address Line 1 *
        • Purchase Order Delivery Email
        • Address Line 2
        • City *
        • Country *
        • State/Province *
        • Postal/Zip Code *

  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/Visitor Reimbursement
    • Purchase Orders
  3. In the Payment Request Description field, describe what the supplier/payee will be paid for

Select a checkbox below:

  • ACH/direct deposit (Preferred method for US 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

Special Payment Types such as Wire Transfer will incur a processing fee.

  • If Wire Transfer Special Payment Type is selected, the Default Payment Method for the supplier/payee will be set to Check and Wire must be selected when request for payment is made.
  • Bank information for Wire Transfer will be requested from the supplier/payee via the Stanford Supplier and Payee Request Portal.
  • You will need to choose or confirm the specific Special Payment Type during the Expense Requests transaction entry or uploading an invoice to a Purchase Order.
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.
  • You can track the status of all supplier/payee requests. Refer to How To: View Pending Supplier or Payee Requests to learn how.
Last Updated: Nov 15, 2024
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