A supplier or payee is any individual or organization that receives a payment from Stanford University. Before a purchase or payment can be made, the supplier or payee must have an active record in the university’s database.
When a department administrator submits a request for a new supplier or payee record, Stanford Procurement sends an email request for confidential contact, tax and bank account information to the supplier or payee (or in the case of a foreign visitor, to the Stanford requester).
The method used by the university to gather confidential information varies according to supplier or payee type. (e.g., domestic individual, foreign individual, domestic company or foreign company)
Refer to the Admin Guide 5.1.1 for policies governing how suppliers are selected at Stanford.
Department administrators should check for an active supplier or payee record in the university’s database before requesting a new supplier or payee setup.
To search for an existing supplier or payee record, reactivate a supplier or payee, create a new address site or request a new supplier or payee record, refer to How to: Make a Supplier/Payee Request.
Domestic visitors may be reimbursed for non-tax reportable travel expenses of $1,000 or less through Digital Payments, which does not require setup in Stanford’s supplier/payee database. To learn more about what qualifies for Digital Payments, how to access it in the Expense Requests System, and what’s different about the Digital Payments reimbursement process, visit the Digital Payments Topic Overview on Fingate.
All other suppliers, payees or an (optional) authorized agent must complete a request for confidential information in the Stanford Supplier Query and Request tool, which enables the supplier or payee to securely enter and upload the information required to create a supplier or payee record.
Suppliers or payees must complete a one-time registration via Stanford’s Supplier and Payee Registry. The registration process consists of creating a profile, uploading required documentation and answering a questionnaire about the company.
The Supplier and Payee Registry is a self-service platform. Once a profile has been approved and a record created, authorized users designated by the supplier or payee can update and maintain their information without having to contact a university representative.
For more information, refer to How to: Complete a Request for Confidential Information in the Stanford Supplier and Payee Registry.
Supplier and Payee Registry invitations are inactivated if not returned within 30 days. To reactivate a request after 30 days, contact the Financial Support Center.
When a new supplier or payee record for a foreign individual is requested, the system automatically assigns the requester as the authorized agent and Procurement Services sends the authorized agent a link to the Stanford Supplier and Payee Request Portal. The portal enables the authorized agent to securely enter and upload the confidential data necessary to create a supplier or payee record in the university’s database.
The authorized agent may complete the request for confidential information on behalf of the supplier or payee, or forward the email invitation to the supplier or payee and coordinate with them to complete the request.
Suppliers or payees must complete a request for confidential information in the Stanford Supplier and Payee Portal. The portal enables the supplier or payee to securely enter and upload the information required to create a supplier or payee record.