linear_scale How To

Make a Supplier or Payee Request

The Supplier Query and Request tool enables Stanford departments to manage non‑SU payee and supplier records in Oracle Financials. Departments use it to search the supplier database, create new non‑SU payee records for individuals or companies not employed by Stanford (including suppliers, independent contractors, and visitors), activate inactive payee or supplier records or site addresses, and submit updates to existing records. 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

Before requesting a new non-SU payee record, preparers and department administrators should verify the payee status and follow the required steps:

  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 on the top left of the screen. Note: Select the menu icon 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

Provide the payee's email address, to which FMS will send an onboarding invitation to collect further information. If the preparer is unable to provide the payee's email, or if FMS should not contact your payee directly, they may instead, select the Authorized Agent checkbox and designate themselves 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)

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 a checkbox below:

  • 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

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.

  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 
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 the status of all supplier/payee requests. Learn more in the How To: View Pending Supplier or Payee Requests.
  • Preparers may also use the 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 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 on the top left of the screen. Note: Select the menu icon 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
    • 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 the status of all supplier/payee requests. Learn more in the How To: View Pending Supplier or Payee Requests.

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 on the top left of the screen. Note: Select the menu icon 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
    • Non-PO Contract
    • 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 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

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.
  • Preparers can track the status of all supplier/payee requests. Learn more in the How To: View Pending Supplier or Payee Requests.
Last Updated: Mar 13, 2026
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