linear_scale How To

Make a Supplier or Payee Request

The Supplier Query and Request System is used to:

  • Search for supplier/payee records
  • Request a new supplier/payee record
  • Activate an inactive supplier/payee record or site address
  • Request a new address for an existing supplier/payee record

To learn more about supplier/payee records, take FIN-0509: Supplier/Payee Setup.

Request a New Supplier/Payee Record

When a department administrator submits a new supplier/payee setup request, Stanford Procurement sends the supplier/payee (or in some cases, their authorized agent) a request for confidential information. This includes information such as Social Security numbers or other tax ID numbers, bank account information and forms and documentation for tax purposes. 

The method used by the university to gather confidential information varies according to supplier/payee type. (e.g., domestic individual, foreign individual, domestic company or foreign company). Refer to New Supplier/Payee Record for details.

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

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. Click 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

  1. Enter the supplier/payee Name and/or Number
  2. Select Search
    • To search using wildcards, enter %search term% in the Name field.
    If supplier/payee status is Active, the record is ready for use

  1. Select Request New Payee/Supplier (upper left)
  2. Select how the supplier/payee will be paid
    • Non-PO Payment/Visitor Reimbursement
    • Purchase Orders
  3. Select a Payee/Supplier Affiliation:
    • Supplier: Anyone who provides goods or services to Stanford University
    • Visitor: An individual, who is not a Stanford University employee, conducting university business. This may include visiting keynote speakers, Stanford Hospital employees and emeritus who are not on payroll.
  4. Do you anticipate paying this payee again? 
    • If this is a one-time payment, answer No. 
    • If this payee may be paid multiple times, answer Yes.

  1. If the request is to pay supplier/payee with a Non-PO Payment/Visitor Reimbursement in the Request New Payee/Supplier section, select what the payee will be paid for from the drop-down menu. For visitor reimbursement, select Travel Reimbursement from the list.

    All Non-PO Payment categories in the Expense Requests system are included in the list and multiple categories can be selected.
  2. In the Payment Request Description field, describe what the supplier/payee will be paid for
  3. Indicate the location of the event/activity for which the payee is being paid
  4. Select your Budget Unit

  1. Select Citizenship/Residence
  2.  Select the Country
  3. Enter First and Last name
  4. Enter Phone
  5. Enter Payee Email (if the requester wants the payee to receive the Secure Portal directly)
    Or
  6. Enter a check in the box for, “I am not able to provide an email for this payee or do not want the payee to receive the Secure Portal Invitation.” (to make the requester the Authorized Agent who will receive the Secure Portal)

Requesting a Foreign Visitor

Requesters of new foreign visitor supplier/payee setups may be assigned as authorized agents and receive an email request to securely enter and upload confidential information on behalf of the visitor via Stanford’s Supplier and Payee Request Portal. The authorized agent may complete the request for confidential information on behalf of the visitor, or forward the email invitation to the visitor and coordinate with them to complete the request.

For more information about paying foreign visitors, refer to Topic Overview: Inviting and Paying for Foreign Visitors.

If possible, the requestor should coordinate with the supplier/payee.

Domestic supplier/payee who may be paid more than once
  1. Select Electronic (ACH/Direct Deposit to US banks only – Preferred method for U.S. payees)
Domestic supplier/payee paid once
  1. Select Check (Paid in USD – preferred method for one-time payments)
Foreign supplier/payees
  1. Select Wire Foreign (electronic payment to foreign banks - preferred method for foreign payees ). Foreign Draft (check in foreign currency) is also available.

Special Payment Types will incur a processing fee.

If a Special Payment Type is selected, the Default Payment Method for the supplier/payee will be set to Check.

Bank information for Wire Foreign 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.

  1. Enter new supplier address
  2. In the Upload Documents section, select a Document Type from the drop-down menu
  3. Select Choose File to locate the document
  4. Click Upload File

Remember to destroy hardcopy of confidential information after payee setup is complete.

For Supplier Payee

Enter New Supplier/Payee Address information:

  1. Enter the first and last name of the supplier contact
  2. Enter Area Code
  3. Enter Email
  4. Select Submit
For Visitor Payee

Complete Authorized Agent (On behalf of payee) information if someone is authorized to act on behalf of the Payee. Requester information is auto-filled as Authorized Agent and will be used if no email is supplied for the foreign visitor in New Payee Information above.

  1. Enter authorized agent's first name and last name
  2. Enter area code and phone
  3. Enter email
  4. Click Submit
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.

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. Click 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

  1. Enter the supplier/payee Name and/or Number
  2. Select Search
    • To search using wildcards, enter %search term% in the Name field

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
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.

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. Click 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

  1. Enter the supplier/payee Name and/or Number
  2. Select Search
    • To search using wildcards, enter %search term% in the Name field

  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

If possible, the requestor should coordinate with the supplier/payee.

Domestic supplier/payee who may be paid more than once
  1. Select Electronic (ACH/Direct Deposit to US banks only – Preferred method for U.S. payees)
Domestic supplier/payee paid once
  1. Select Check (Paid in USD – preferred method for one-time payments)
Foreign supplier/payees
  1. Select Wire Foreign (electronic payment to foreign banks - preferred method for foreign payees ). Foreign Draft (check in foreign currency) is also available.

Special Payment Types will incur a processing fee.

If a Special Payment Type is selected, the Default Payment Method for the supplier/payee will be set to Check.

Bank information for Wire Foreign 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.

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: Oct 17, 2022
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